Agenda packet — El Cerrito City Council, May 2, 2023 (part 2 of 3)

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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS)
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 01-04-03 CDBG Grant Applications & Agreements Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term
applies, as needed.

All Depts AFP+4 * 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless
litigation, then 3 years after claim is filed/settled.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
29 CFR 97.42; grants must be kept for 3 years after
final expenditure report.

State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
01-05-00 Purchasing & Material Acquisition
01-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-05-02 RFPs / RFIs / RFQs Includes competitive bid quotes. All Depts AC+5 GC 34090; 2 years minimum CCP 337; Statute of limitations
State of California Guidelines; 5 years after audit for successful bids.

Administrative Decision: 5 years after completion of
project associated with the bid.
01-05-03 Bids - Successful All Depts AC+5 GC 34090; 2 years minimum CCP 337; Statute of limitations
State of California Guidelines; 5 years after audit for successful bids.

Administrative Decision: 5 years after completion of
project associated with the bid.
01-05-04 Bids - Unsuccessful All Depts CY+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 for unsuccessful bids
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 02-01-00 Clerk Administration
02-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-01-02 Information Requests Routine requests from staff and the public for general information and city operations. Transitory in nature.

Clerk ACT Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.
02-01-03 Informational Brochures & Pamphlets Clerk CY+2 GC 34090; 2 year minimum requirement 02-01-04 Public Hearing Notices / Proof of Publication Clerk CY+4 GC 34090; 2 year minimum requirement CCP 343; Statutes of limitations, 4 years
02-02-00 City Council & Governing Bodies
02-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-02-02 Agenda Packets Agenda, staff reports, speaker cards, supplemental communications and all other supporting
documentation for City Council / Redevelopment
Agency / Redevelopment Successor Agency, Public
Financing Authority, Employee Pension Trust Board,
Municipal Services Corporation and Oversight Board
regular and special meetings. Includes letters to the
state or federal legislators supporting or opposing
legislation. Final actions reflected in official minutes, resolutions and ordinances are kept permanently.

Clerk CY+7
CY + 30
GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain agenda packets for
the current year plus 7 30 years for reference purposes. 02-02-03 Affidavits of Posting, Mailing and/or Publication Affidavits of Posting, Mailing and/or Publication Declarations indicating agendas and other notices are
completed in compliance with state law and City Clerk
department guidelines.

Clerk CY+4 GC 34090; 2 year minimum requirement
CCP 343; Statutes of limitations, 4 years
02-02-04 Ceremonial Items Includes Mayoral certificates of special commendation, certificates of recognition.

Clerk H EY+2 GC 34090; 2 years minimum
02-02-05 Council Meeting Summaries Unofficial record of council actions prepared after meetings for distribution to the public and staff.

Replaced by the finalized minutes.

Clerk CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-02-06 Minutes Includes City Council / Redevelopment Agency / Redevelopment Successor Agency Oversight Board,
Public Financing Authority, Employee Pension Trust
Board, and Municipal Services Corporation, Official
Written Minutes – Bound Volumes.

Clerk V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
02-02-07 Meeting Recordings Videostream Archives stored with CivicPlusGranicus (current), Video Tapes and DVD (legacy) and Audio
Tapes (legacy).

Clerk CY+30 GC 54953.5; 30 days after recording
Administrative Decision: Maintain recordings for the
current year plus 30 years for public and staff reference.

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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

Bound Ordinance Books maintained by the City Clerk.

Clerk V, H P GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent
02-02-09 Municipal Code El Cerrito Municipal Code – Codification and Supplementation of the City’s Municipal Code.

Maintained in paper form by the City Clerk, and
electronically on the City’s website.

Clerk V, H P
CY+2
GC 34090(e); Permanent for decisions of the City
State of California Guidelines; Permanent
02-02-10 Resolutions Resolutions are separate from ordinances and record decisions, opinions or wishes of the Council or
Governing Body and express the municipality’s position
on various issues or concerns about government policy,
regulations or funding and also provide direction to
staff. Resolutions are enacted by the City Council,
Redevelopment Agency (legacy)/Redevelopment
Successor Agency, Public Financing Authority
Employee Pension Trust Board, Municipal Services
Corporation and Oversight Board.

Clerk V, H P GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent
02-02-11 Mayor & Councilmember Correspondence General correspondence to or from outside sources including individual member coorespondance in support
or opposition of legislation.

Clerk / Council CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-02-12 Council Events Mayors Conference, Commissioner Dinner, Wall of Fame, Other – planning timelines, invitations, program, script, attendance lists, recognition lists, invoices and follow up correspondence.

Clerk H CY+3 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
Administrative Decision: Maintain for the current year
plus 3 years for historical reference. Retain one copy of the invitation and program for historical purposes.
02-02-13 Council Portraits Official portraits taken at the time Councilmembers begin their service on the City Council.

Clerk H P GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
Administrative Decision: Maintain council photographs
permanently for historical purposes.
02-02-14 Oaths of Office Administered upon certification of election results.

Employee oaths are kept with personnel files. See HR.

Clerk AT+6 GC 34090; 2 year minimum requirement
State of California Guidelines; 6 years after termination for elected officials.
02-02-15 West County Mayors and Supervisors
Association
Agendas, meeting materials, and other records
pertaining to organizing and facilitating the meeting.

Minutes for meetings hosted by the City.

Clerk EY+2
P
GC 34090; 2 year minimum
02-03-00 Boards, Commissions & Committees - Membership Materials 02-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-03-02 Commission Administrative Files Attendance reports, web page development, communications to staff liaisons, training and resource materials, appointment, termination and leave of
absense correspondence, programmatic rules review,
research and analysis.

Clerk L+5
CY+5
GC 34090; 2 years minimum
State of California Guidelines; 5 years after board,
commission or committee is dissolved.
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

Clerk IND Transitory Record; Databases are maintained while active
02-03-04 Commission Rosters Reflects current membership. Maintained in paper format. Transitory in nature.

Clerk ACT Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.
02-03-05 Meeting Calendars Meeting calendar and staff liaison contact information maintained in brochure format for the public’s ease of
reference.

Clerk CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-03-06 Recruitment Materials Includes annual Maddy Act Notices, annual and periodic notices of vacancy, press releases and other
vacancy information.

Clerk CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-03-07 Applications, Appointed Member Files Applications submitted as part of the Council recruitment/interview or Committee appointment
process are retained as part of the Council agenda
packet. Includes applications, oath of office, training certificates, coorespondance, and other records related to the appointment and service of city advisory
members.

Retention applies after the member has not served on
any advisory body for a period of 6 years.

Clerk L+5
AT+6
GC 34090; 2 years minimum
State of California Guidelines; 5 years after board,
commission or committee is dissolved.

Administrative Decision: Keep the same period of time
as employee files.
02-03-08 Applications, Reserved Additional applications kept on file should an unexpected vacancy occur.

Clerk CY+2
CY+4
GC 34090; 2 year minimum;
GC 12926; 4 years minimum
Administrative Record, State of California Guidelines
02-03-08 Commissioner's Member Handbook Manual Retain one copy permanently for historical reference. Clerk P GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Maintain one copy
permanently for historical purposes.
02-04-00 Agreements / Contracts / MOUs
02-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Primarily public works and capital projects.

Clerk AC+5 GC 34090; 2 years minimum
CCP 337; Statute of limitations
State of California Guidelines; 5 years after audit for successful bids.

Administrative Decision: 5 years after completion of
project associated with the bid.
02-04-03 Services, Equipment, Supplies Agreements Contracts with vendors and consultants – includes related records such as disclosure forms, change
orders, term amendments and certificates of insurance.

Clerk/Depts AC+5 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.601; 5 years for procurements exceeding
$25,000
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CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 02-04-04 Lease, Loan and License Agreements Clerk AE+5 CCP 337.2; Statutes of limitations, leases 4 years CCP 343; Statutes of limitations, general 4 years
48 CFR 4.601; 5 years for procurements exceeding
$25,000
02-04-05 Settlement Agreements, General Clerk AC+5 CCP 343; Statutes of limitations, general 4 years State of California Guidelines; Permanent for recorded
documents
Administrative Decision: Maintain general settlement
agreements for 5 years after closure/completion to
coincide with other general city agreements.
02-04-06 Settlement Agreements, Recorded Clerk P CCP 343; Statutes of limitations, general 4 years State of California Guidelines; Permanent for recorded
documents
02-04-07 Franchise Agreements Clerk P CCP 337.2; Statutes of limitations CCP 343; Statutes of limitations
48 CFR 4.601; 5 years for procurements exceeding
$25,000
State of California Guidelines; Permanent
02-04-08 Capital Improvement Projects Contracts in which the contractor develops real property, or constructs or provides design consultation or construction management services for improvement
to real property. Includes change orders and term
amendments.

Clerk P GC 34090(a); Real property records, maintain
H&S 19850; Life of Building, with exceptions
CCP 337.15; 10 years
State of California Guidelines; Permanent
02-04-09 Non-CIP Construction Contracts & Agreements Clerk AC+10 CCP 337.15; 10 years State of California Guidelines; 10 years after project
completion
02-04-10 Public Agency Funding Agreements Revenue agreements, joint powers, mutual aid and subcontracts with public agencies.

Clerk P State of California Guidelines; Permanent for joint powers authorities for insurance.
02-04-11 Real Property Purchase Agreements Property purchased and maintained by the City. Clerk P GC 34090(a); Real property records, maintain H&S 19850; Life of Building, with exceptions
CCP 337.15; 10 years
State of California Guidelines; Permanent
02-04-12 Real Property Sale Agreements Property sold by the City Clerk AC+10 GC 34090; 2 years minimum GC 6254; Record disclosure
CCP 337.1; 4 years after completion of construction or
improvement
CCP 337.15; 10 years after completion of construction
or improvement
36 CFR 64.11; 3 years after last payment for public
property acquisition.

State of California Guidelines; Completion expiration + 10 years for acquisitions.
02-04-13 Property Development Agreements Includes Subdivision Agreements, Disposition & Development Agreements, Owner Participation
Agreements and Development Agreements under
Subdivision Map Act, approved, amended or cancelled
by resolution.

Clerk P GC 34090(a), Real property records, maintain
CCP337, 337.1(a), 337.15; Statutes of limitations
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

H&S 19850; Life of Building, with exceptions.
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

Clerk / Public
Works
P GC 34090(a); Permanent for land and property related
documents
24 CFR 1710; Permanent
02-04-15 Bond Agreements Clerk AC+10 GC 34090; 2 years minimum GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statutes of limitations, 6 years after
expiration
FC 3368; Maintain
FC 30210; Maintain
State of California Guidelines; 10 years after
closure/expiration
02-04-16 Labor Agreements & MOUs Clerk P 29 USC 211c; Maintain, indefinite 29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
02-05-00 Elections Materials
02-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-05-02 Assessment District Elections Prop. 218 proceedings and election materials. Clerk / Public Works
P GC 34090(a); Permanent for land and property records
CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
02-05-03 Assessment District Ballots & Protest Letters Clerk AC+2 GC 53753; 2 years after completion for ballots GC 53755; 2 years after completion for protests
02-05-04 Municipal Elections (General & Special) Includes ballot material copies, voter rosters, official precinct materials, correspondence, and election signs, notices and legal publications. Original canvass
information and statement of votes from the County
Registrar of Voters are approved and incorporated by
reference by City Council resolution. City Clerk
administrative, research and working files retained for future reference.

Certification of votes maintained permanently with the
approved resolution.

Clerk AC+5 EC 17000-1; Affidavits and indexes are 5 years EC 17300; 5 years after election for election rosters
EC 17302-6; 6 months after election, if no contest, for election records
GC 81009; Campaign reports, not including candidate's
campaign statements
GC 34090.7; Duplicate copies may be destroyed at any
time if the City Council has prescribed a procedure for destruction of duplicates per GC 34090.7. Non-records
may be destroyed at any time.

For all election documents where the State's
requirement is permanent, but for which the County
maintains the original documents.
02-05-05 Certificates of Election Presentation to successful candidates required by Government Code. Incorporated into agenda packet.

Clerk CY+7 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain certificates for the
current year plus 7 years to follow retention of the
Council agenda packets.
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

Clerk AT+4 GC 34090; 2 year minimum requirement
EC 17100; 4 years after term ends
02-05-07 Candidate Filing Forms and Nomination
Documents, Unsuccessful Candidates
Unsuccessful candidates. Clerk AC+2 GC 34090; 2 year minimum requirement EC 17100; 4 years after term ends
02-05-08 Council Sponsored Measures, Charter-related Clerk P GC 34460; Indefinite. Maintain copy of charter related documents in archives.

EC 17000-1; Affidavits and indexes are 5 years
EC 17302-6; 6 months after election, if no contest, for election records
GC 81009; Campaign reports, not including candidate's
campaign statements
02-05-09 Council Sponsored Measures, Other Ballot Question is approved by Council resolution.

Direct Arguments for and against measures, and
argument rebuttal filer and author are filed with the City Clerk. Does not include charter related measures.

Clerk AC+5 EC 17000-1; Affidavits and indexes are 5 years EC 17302-6; 6 months after election, if no contest, for election records
GC 81009; Campaign reports, not including candidate's
campaign statements
Administrative Decision: Maintain council sponsored
measures not related to the City charter for 5 years after closure of the election to match retention for Municipal Election materials.
02-05-10 Initiative Measures, Referendums & Recall
Petitions
Includes petitions with original signatures. Clerk C AC+8M EC 17200; 8 months after election closes for initiative and referendum petitions.

EC 17400; 8 months after election/final examination for election recall petitions.
02-05-11 Council Candidate Handbook Information relating to running for and qualifying for City Council and filing requirements and obligations.

Revised and replaced each election.

Clerk AC+2 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum period.

Administrative Decision: Maintain for 2 years after
election closes for relevance to subsequent elections.
02-05-12 Measure Handbook Information regarding filing of direct arguments and rebuttals and timelines. Revised and replaced each
election.

Clerk AC+2 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum period.

Administrative Decision: Maintain for 2 years after
election closes for relevance to subsequent elections.
02-05-13 Historical Election Files Copy of voter pamphlet and Voting statistics for each election.

Clerk P GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
Administrative Decison: Maintain historical election files permanently for historical purposes.
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All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-06-02 Campaign Statements – Elected (Forms 410,
460, 470, 501, 497)
FPPC Campaign Financial Disclosure Statements for
Elected officials and candidate controlled and/or
committees primarily formed to support or oppose
them. Filing obligation exists until committee is
terminated. Includes noticing and processing
correspondence.

Clerk P GC 81009(b); maintain elected indefinitely
02-06-03 Campaign Statements – Unsuccessful (Forms
410, 460, 470, 501, 497)
FPPC Campaign Financial Disclosure Statements for
unsuccessful candidates for office including committees that directly support or oppose them. Filing obligation exists until committee is terminated. Includes noticing and processing correspondence.

Clerk AT+5 GC 81009(b); 5 years for unsuccessful candidates 02-06-04 Campaign Statements – Committees (Forms
410, 460, 470, 497)
FPPC Campaign Financial Disclosure Statements for
general purpose and ballot measure committees. Filing
obligation exists until committee is terminated. Includes noticing and processing correspondence.

Clerk AC+5
AC+7
GC 81009(be); 5 years for unsuccessful 7 years for all
other reports or statements not specified 81009 (a-d)
02-06-05 Campaign and Form 700 tracking MS-Access
databases.

Tracks noticing, correspondence and filing dates. Clerk IND Transitory Record; Databases are maintained while active
02-06-06 Statement of Economic Interests (Form 700) –
Elected Officials & 87200 Filers
Mayor, City Councilmembers, Planning Commissioners,
City Manager and City Attorney. Since 2016 Govt.

Code Section 87200 filers file electronically with the
FPPC. Copies retained on file.

Clerk AC+7 GC 81009(f); 4 year requirement for copies
Administrative Decision: Maintain all forms for 7 years per GC 81009(e) for consistency in retention.
02-06-07 Statement of Economic Interests (Form 700) –
Employees & Commissioners, Consultants as
applicable
Positions designated in the City’s Conflict of Interest Code file with the City Clerk.

Clerk AC+7 GC 81009(e); 7 year requirement for originals GC 81009(f); 4 year requirement for copies
02-06-08 Statement of Economic Interests (Form 700) –
Candidates for Elective Office
Prior to election, Candidates’ Statement of Economic
Interests are filed with the City Clerk along with other election forms [see Elections]. (Originals are filed with the FPPC).

Clerk AC+7 GC 81009(e); 7 year requirement for originals GC 81009(f); 4 year requirement for copies
02-06-09 Ethics Training Certifications Mayor and City Councilmembers are required to file with City Clerk every two years by state law. Arts &
Culture Commissioners, Design Review Board
Members, Financial Advisory Board, Parks &
Recreation Commissioners and Planning
Commissioners All city board, commission, and
committee members are also obligated to file with City
Clerk (Resolution No. 2021-562013–67.)
Clerk AC+5
AC+6
GC 53235(b); 5 years
02-06-10 Forms 801, 802 and 806 Gift to Agency Reports (Form 801), Ceremonial Role Events and Tickets (Form 802) and Public Official
Appointments (Form 806) as applicable and necessary.

Clerk AC+7 FPPC Recommendation; 7 years as relates to 2 CCR 18944
02-06-11 Quarterly Reports of Lobbyist and Employer Copies of reports filed with the FPPC on behalf of the City’s Sacramento Lobbyist.

Clerk CY+7 GC 81009(e); 7 years for other reports and statements ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. XX.XX.2023 Agenda Packet Page 90 of 301
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-07-02 Laserfiche EDMS Repository for official electronic records. All Depts IND Transitory Record; Databases are maintained while active
02-07-03 Administration Program planning and policy development research and reference materials. (Reference library of manuals,
catalogs, magazines, books, pamphlets, etc. Training
materials). Purged/updated as needed.

All Depts CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-07-04 Deeds of Gift Certificates of gifts or transfers to outside agencies of City of El Cerrito records which are deemed to have
historical value. Examples: El Cerrito Historical
Society, Bancroft Library, California Local Government
Records Program and archives.

Clerk P GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
Administrative Decision: Retain permanently for
historical value
02-07-05 Forms/Form Control Records Inventory, transfer and disposition forms and worksheets. Records retention update forms.

Clerk S Administrative Record, State of California Guidelines 02-07-06 Destruction Certificates, Destruction
Documentation and Department Destruction Logs
Clerk P GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded Administrative Decision: Permanent for destruction
approvals for tracking purposes.
02-07-07 Public Records Act and Information Requests Log and requests, correspondence, documentation and responses that require city-wide coordination across
departments by the City Clerk. (Department specific
Public Records Act Requests and Responses are
maintained by the Department.)
All Depts AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion 02-07-08 Records Center Inventories Index to all permanent and inactive records maintained in offsite storage.

Clerk S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 02-07-09 Records Management Manual Manual of Records Management procedures and policy including instructions and forms. City Clerk will
maintain one copy permanently. Departments to
maintain current edition only.

Clerk S+5 GC 34090; 2 year minimum
CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 03-01-00 General City Management Materials
03-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually
for relevance to current subject matter or
projects, inclusion in an associated
record series, or creation of a new record
series.
02-01-02 City Manager Off-Agenda Reports to Council Periodic operational news and off-agenda reports to Council from all City departments. Maintained
electronically.

Clerk CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for
management reports
03-01-03 Strategic Planning Manager S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years
after strategic plan is superseded.
03-01-04 Administrative Policies & Procedures Manager S+5 GC 34090; 2 year minimum CCP 343; 4 years to commence action
Administrative Record, State of California
Guidelines recommends retaining for 5
years after superseded.
03-01-05 Grand Jury Responses to routine Grand Jury requests that are sent to all cities in the County.

Manager CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current
year plus 2 years
03-01-06 Public Outreach Includes flyers, brochures and other community outreach.

Manager S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years
after superseded
03-01-07 Press Releases Manager CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current
year plus 2 years
03-01-08 Newsletters Retain one copy for historical purposes. Manager H CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; 2 years
after superseded
Administrative Decision: Maintain
newsletters for the current year plus 2
years; review annually for historical
content.
03-01-09 Event Planning Manager CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current
year plus 2 years

CITY MANAGEMENT
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
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Manager CY+5 GC 34090; 2 year minimum requirement
State of California Guidelines; Current
year plus 2 years
Administrative Decision: Maintain
requests for the current year plus 5 years
for reference purposes.
03-01-11 Certificates of Insurance, Contractors Certificates provided by contractors and vendors for liability coverage.

Manager P
CY + 10
GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent
for insurance certificates filed separately
from contracts/agreements, including
insurance filed by licensees.
03-01-12 Tobacco License Renewal Manager P GC 34090; 2 years minimum State of California Guidelines; Current
year plus 2 years for temporary use
permits
Administrative Decision: Maintain
permanently for retention purposes.
03-02-00 City Attorney Records
03-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually
for relevance to current subject matter or
projects, inclusion in an associated
record series, or creation of a new record
series.
03-02-02 Legal Opinions Attorney AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years
after superseded
Administrative Decision: Maintain legal
opinions for 2 years after the matter is
closed. The State's guideline is
inconsistent with the type of documents.
03-02-03 Litigation Duplicate of originals on file with the County.

General cases
High profile cases
Attorney
AC+7
P
GC 34090; 2 year minimum requirement
State of California Guidelines; 7 years
after closure for case records; maintain
high profile cases permanently.
03-02-04 City Attorney Correspondence Attorney / Client privelige Attorney C CY+2 GC 34090; 2 year minimum requirement ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. XX.XX.2023 Agenda Packet Page 93 of 301
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CITY MANAGEMENT
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
03-02-05 Subpoenas Duces Tecum, Summons and
Bankruptcy Notices
Subpoenas and supoenas for records or property. Records CY+2 GC 34090.7; Duplicate records may be destroyed at any point before the total
retention period
State of California Guidelines; Current
year plus 2 years. Courts/County maintain
the original record.
03-03-00 General Information Techologies
03-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

IT IND Transitory Record; Databases are
maintained while active
03-03-03 Technical Network Diagrams Documents related to network configuration. IT C IND Transitory Record; Databases are maintained while active
03-04-00 IT Projects & Licensing Records
03-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually
for relevance to current subject matter or
projects, inclusion in an associated
record series, or creation of a new record
series.
03-04-02 Software Installation Includes executable software systems. IT S+2 Transitory Record; Maintain as long as necessary for current business activities.

Administrative Decision: Maintain
software executables for 2 years after
updates are released and installed to
allow for roll-backs if errors occur.
03-04-03 Licenses & Support Includes software EULA licenses, and maintenance and support agreements. Also may available on the
vendor's website.

IT AT+5 CCP 337.2; Statutes of limitations of 4
years
CCP 343; Statutes of limitations of 4
years
48 CFR 4.601; 5 years after completion
for procurements exceeding $25,000
03-04-04 Process / Users Guides Includes vendor provided manuals and in-house created how-to guides.

IT ACT Transitory Record; Maintain as long as
necessary for current business activities.

GC 34090.7; Duplicate information may
be destroyed within the 2 year minimum
retention requirement.
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

IT AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current
year plus 2 years for maintenance and
operations
03-04-06 IT Supported Projects Assistance with departments on software acquisition and evaluation.

IT AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current
year plus 2 years for maintenance and
operations
03-05-00 Backup and Recovery Plans
03-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually
for relevance to current subject matter or
projects, inclusion in an associated
record series, or creation of a new record
series.
03-05-02 Daily backup 1 week incremental IT 1 Week Rotating GC 34090.7; Duplicate records may be destroyed within the 2 year minimum
period
State of California Guidelines; Current
month plus 2 months for daily backups
Administrative Decision: Maintain a 1
week rotating set of daily backups to
allow for recovery. Information is
duplicated on the file servers.
03-05-03 Weekly Backup 8 weeks full IT 8 Weeks Rotating GC 34090.7; Duplicate records may be destroyed within the 2 year minimum
period
State of California Guidelines; Current
Month plus 6 months for weekly backups
Administrative Decision: Maintain an 8
week rotating set of weekly backups to
allow for recovery. Information is
duplicated on the file servers.
03-05-04 Monthly Backup Currently 12 month rotation full backup IT 12 Months Rotating
GC 34090.7; Duplicate records may be
destroyed within the 2 year minimum
period
State of California Guidelines; Current
month plus 1 year for monthly backups
Administrative Decision: Maintain a 12
month rotating backup set to allow for
electronic record retention compliance.
03-05-05 E-mail Backup System See e-mail policy for inbox and archive retention periods.

IT Varies City Policy
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

All Depts AR Administrative Record; Review annually
for relevance to current subject matter or
projects, inclusion in an associated
record series, or creation of a new record
series.
03-06-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain
for the Current Year plus 2 years
03-06-03 Minutes Clerk P GC 34090(e); Minutes of governing bodies, Permanent
GC 36814; Maintain record of
proceedings
GC 40801; Maintain record of
proceedings
State of California Guidelines; Permanent
03-07-00 Centenial Task Force
03-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually
for relevance to current subject matter or
projects, inclusion in an associated
record series, or creation of a new record
series.
03-07-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain
for the Current Year plus 2 years
03-07-03 Minutes Clerk P GC 34090(e); Minutes of governing bodies, Permanent
GC 36814; Maintain record of
proceedings
GC 40801; Maintain record of
proceedings
State of California Guidelines; Permanent
03-08-00 Charter Committee
03-08-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually
for relevance to current subject matter or
projects, inclusion in an associated
record series, or creation of a new record
series.
03-08-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain
for the Current Year plus 2 years
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

CITY MANAGEMENT
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
03-08-03 Minutes Clerk P GC 34090(e); Minutes of governing bodies, Permanent
GC 36814; Maintain record of
proceedings
GC 40801; Maintain record of
proceedings
State of California Guidelines; Permanent
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 04-01-00 General Accounting Group
04-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-01-02 New World Systems Financial Database Tyler Technologies Finance IND Transitory Record; Databases are maintained while active
04-01-03 Journal Entries Finance AA+2 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit
04-02-00 Accounts Payable
04-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-02-02 Accounts Payable Files Includes invoices and vendor information, and payroll related AP charges. Hardcopy checks, invoices and
backup information are maintained.

Finance AA+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
04-02-03 Payment Registers Paper format check registers. Finance AA+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after audit
04-02-04 Petty Cash Includes petty cash requests, receipts, approvals and other backup documentation. Maintained by
administrative staff in each department.

All Depts AA+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
04-02-05 Quarterly Tax Payments Includes payments on sales and other taxes due. Finance AA+5 GC 34090; 2 year minimum 29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
04-02-06 CalCard Statements Currently in paper format. Moving to electronic statements.

Finance AA+4 GC 34090; 2 year minimum requirement
CCP 337; 4 year statute of limitations
State of California Guidelines; 4 years after audit
04-02-07 W-9 / 1099 Reporting Also includes 1096 summary forms. Finance AA+4 GC 34090; 2 year minimum requirement 26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
04-02-08 Purchase Orders Printed copy of the purchase order automatically required when the purchase order is created.

Finance AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations
State of California Guidelines; 4 years after audit
04-03-00 Budgeting
04-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Finance AA+2 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit
04-03-03 Budget Workpapers, Finance Includes workpapers, forecasts and other budget creation related documents maintained by the
departments.

Finance AA+2 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit

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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.
04-03-05 Budget Adjustments & Journal Entries Includes documentation on sales tax and Measure I receipts.

Finance AA+2 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit
04-04-00 Accounts Receivable
04-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-04-02 Tax Billing Includes sales, utility user, and other tax billing. Finance AA+3 GC 34090; 2 year minimum requirement CCP 338; Statute of limitations, 3 years for action
State of California Guidelines; 3 years after audit
04-04-03 Master Fee Schedule Finance CY+2 GC 34090; 2 year minimum requirement 04-04-04 Miscellaneous Receivables Finance AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
04-04-05 Cash Receipts & Deposits Includes cash, credit cards, credit card receipts and other miscellaneous revenue.

Finance AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
04-04-06 Collections Finance AA+6 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations of 4 years
State of California Guidelines; 4 years after audit
Administrative Decision: Maintain for 6 years after the annual audit to follow credit improvement time periods. 04-04-07 Adjustments & Accruals Finance AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
04-04-08 Trust Accounts Includes developer escrow, police asset seizure and other trust accounts maintained by the City.

Finance AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
04-05-00 Debt Financing
04-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-05-02 Bond Issues Finance P GC 43900-43903; Destruction guidelines for bonds FC 30210; Maintain
State of California Guidelines; Permanent for bond
issues
04-05-03 Bond Statements & Reports Includes official statements, arbitrage, annual statements, bond disclosure, bond pay-offs, bond
covenance and cash/surety bonds.

Finance AC+10 GC 34090; 2 year minimum requirement
GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statutes of limitations, 10 years after
expiration
FC 30210; Maintain
State of California Guidelines; 10 years after
closure/expiration
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-06-02 CAFR Annual Financial Statement Finance P GC 34090; 2 years minimum State of California Guidelines; 7 years after audit
Administrative Decision: Maintain annual financial
statements permanently.
04-06-03 Single Audit Includes the general audit of City financials. Finance P GC 34090; 2 years minimum State of Calfornia Guidelines; Permanent
04-06-04 Annual Individual Audits Includes sales tax, utility users and other annual audits. Finance P GC 34090; 2 years minimum State of Calfornia Guidelines; Permanent
04-06-05 IRS Audits Finance P GC 34090; 2 years minimum State of Calfornia Guidelines; Permanent
04-06-06 Year-End Work Papers Finance AA+2 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit.
04-07-00 Payroll
04-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-07-02 Employee Time Sheets Maintained by the department and signed by the employee. Includes time spreadsheets and working
documents for time tracking. Soon to be electronic
submissions.

Finance AA+6 GC 34090; 2 year minimum requirement
29 CFR 516.2; Maintain
29 CFR 516.6; 2 years
R&T 19530; 3 years after tax return due
R&T 19704; 6 year statute of limitations
LC 1174; 2 years after pay period
26 CFR 31.6001-1; 4 years after tax return due
29 USC 255(a); 2 to 3 years statute of limitations for
minimum wages
State of California Guidelines; 6 years after audit
04-07-03 Payroll Registers For reference and retention of old payroll processes and printouts.

Finance P GC 34090; 2 years minimum
GC 12946; 2 4 years after termination
29 CFR 516.2-6; 4 years after tax return filing
29 CFR 1627; 3 years
State of California Guidelines; Permanent
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

FINANCIAL SERVICES RECORDS
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 04-07-04 PERS Retirement Reports Employer contribution reports and circulars. Finance P GC 34090; 2 year minimum requirement GC 12946; 2 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year
after benefit plan termination
State of California Guidelines; Permanent for PERS
working documents, 4 years after termination for
employee deduction reports.
04-07-05 Quarterly Returns Includes Form 941, DE9 and other quarterly returns. Finance P GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
R&T 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
04-07-06 W-4 / DE-4 Forms Finance AA+6 GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
R&T 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
04-07-07 W-2s / W-2 Reporting Finance AA+6 GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
R&T 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
04-07-08 Accrual Report Management report for fringe benefit accruals. Finance AA+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for management reports
Administrative Decision: Maintain accrual reports for 2 years after the annual audit to follow common finance
retention periods.
04-07-09 Withholding Orders Includes active garnishments, child support, IRS liens, FTB liens, vehicle registration liens, etc.

Finance AT+6 GC 34090; 2 years minimum
R&T 19704; 6 year statute of limitations
29 USC 436; 5 years
26 CFR 31.6001-1; 4 years
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 3 years after termination 04-08-00 Banking & Investing
04-08-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-08-02 Bank Statements & Reconciliations Finance AA+5 GC 34090; 2 years minimum 26 CFR 31.6001-1(e)(2); 4 years
State of California Guidelines; 5 years after audit
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All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-09-02 State Controllers Reports Finance P GC 34090; 2 years minimum State of California Guidelines; Permanent
04-09-03 GASB 45, 68 & 72 Finance P GC 34090; 2 years minimum State of California Guidelines; Permanent
04-09-04 Annual Street Reports - SCO Finance P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent
04-09-05 Maintenance of Effort for Public Safety Report Relates to an assembly bill. Required report for the annual street report.

Finance P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent
04-09-06 CCTA Transit Reports - SCO Includes reports on fuel and depreciation for fleet vehicles. Goes to the State Controller, MPC and the
federal government.

Finance P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent
04-09-07 Use Tax Reports Reported to the BOE electronically and printed for reference. Includes sales & use tax reporting.

Finance AA+5 GC 34090; 2 year minimum requirement
29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
04-09-08 Underground Storage Tank Reports BOE fuel usage reports. Finance AA+5 GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
04-10-00 Business Licensing
04-10-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Finance CY+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations
State of California Guidelines; 4 years after termination Administrative Decision: Maintain renewals for the
current year plus 4 years to support the business
license activity and to simplify retention.
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All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-11-02 Capital Assets Includes the depreciation schedule spreadsheet. Finance AA+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit for tax reporting.

Administrative Decision: Maintain depreciation
schedules for 4 years after the annual audit to follow
retention for tax reporting.
04-11-03 Fixed Asset Inventory Finance AA+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit for fixed asset inventories, no specific retention for
depreciation schedules.
04-12-00 Financial Advisory Board
04-12-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-12-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
04-12-03 Minutes Clerk P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 05-01-00 Personnel Files
05-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
05-01-02 Full & Part Time Employees Includes Personnel Action Forms, original application, training certificates, educational incentive programs & tuition reimbursement, performance evaluations,
disciplinary actions, EDD claims, DOJ fingerprinting,
employment contracts / agreements (not including union
negotiations and resulting contracts/agreements),
insurance information, fingerprints and miscellaneous
communications.

HR C AS+6 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 4 years after termination or action
State of California Guidelines; 3 years after
termination
05-01-04 Councilmembers Includes minimal pay structure. HR C AS+6 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 4 years after termination or action
State of California Guidelines; 3 years after
termination
05-01-05 Employee Medical Files FMLA, exposure, doctor's notes, worker's compensation claim approvals and other medical information.

HR C AS+30 8 CCR 15400; Maintain reports
LC 110 - 139.6; 5 years for auditing
LC 6410; OSHA, maintain
29 CFR 1627.3(b)(1); 1 year from action
29 CFR 1910.1020; 30 years after employee
termination
State of California Guidelines; 30 after
completion/closure
05-01-06 I-9 Forms - Full Time Employees Maintained in a binder. HR AS+3 AS+4
GC 12946; 2 4 years after completion/position filled
GC 6250; Public Records Act, release of confidential
information
29 CFR 1602.14; 1 year after position filled
29 CFR 1607; Maintain
29 CFR 1627.3(b)(1); 1 year from action
29 USC 211c; Maintain, no retention period stated
USCIS Form I-9; Maintain for 3 years after completion
or 1 year after employment is terminated, whichever
is longer.

Administrative Decision: Maintain for 3 years after
separation to follow the longest retention on the I-9
Form guidelines.

HUMAN RESOURCES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. XX.XX.2023 Agenda Packet Page 104 of 301
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

HUMAN RESOURCES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-02-00 Personnel Management Records
05-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
05-02-02 Personnel Rules & Regulations HR S+2 GC 34090; 2 year minimum requirement State Recommendation; 2 years after superseded
05-02-03 Job Descriptions HR S+2 GC 34090; 2 year minimum requirement Administrative Decision: Maintain job description for 2 years after superseded to meet the minimum
requirement and method of managing the
documents.
05-02-04 Salary Schedule Specific for each job and broken down by bargaining unit. HR S+10 GC 34090; 2 year minimum GC 12946; 2 4 years after completion/position filled
29 CFR 516.6(2); 2 years for wage rate tables, etc.
2 CCR 570.5; 5 years for pay schedules and special
compensation records
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the
current year they are drafted, plus two additional
years.

Administrative Decision: Maintain salary schedules
for 10 years after superseded for trending reference
and relation to current and previous contracts.
05-02-05 Salary Surveys HR CY+2
AC+4
GC 34090; 2 year minimum
GC 12946; 2 4 years after completion/position filled
29 CFR 516.6(2); 2 years for wage rate tables, etc.
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the
current year plus 2 years.
05-02-06 EEOC Claims Hired employees, non-sworn:

Hired employees, sworn:

Applicants who filed a complaint:

HR AT+2
AT+4
AT+5
AT+2
AT+4
GC 34090; 2 year minimum requirement
GC 12946; 2 4 years after completion
29 CFR 1602.14; 1 year after action/change
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; 2 years after
termination for general employees, 5 years after
termination for safety employees
05-02-07 Employee Complaints Including harrassment complaints.

Hired employees, non-sworn:

Hired employees, sworn:

HR
AT+2
AT+4
AT+5
GC 34090; 2 year minimum requirement
GC 12946; 2 4 years after completion
29 CFR 1602.14; 1 year after action/change
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; 2 years after
termination for general employees, 5 years after
termination for safety employees
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HUMAN RESOURCES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-03-00 Personnel Recruitment Records
05-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
05-03-02 Recruitment File Physical files include applications, practical test and assessment centers, oral board, rejection letters and
eligibility lists. Remaining documents managed in
NEOGOV.

HR AC+3
AC+4
GC 12946; 2 4 years after completion/position filled
29 CFR 1602.14; 1 year after position filled
29 CFR 1627.3; 1 year after position filled
State of California Guidelines; 3 years after
completion/position filled
05-04-00 Safety & Training Records
05-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

HR S+5 GC 34090; 2 year minimum,
8 CCR 3204; 1 year for IIPP training records
State of California Guideline: 5 years after
superceded or expired
05-04-03 Employee Training Programs Sign-in sheets, handouts, consultant training programs, tailgate meetings and other program information for
general employee training and lunchtime workshops. Does not include Police or Fire training.

HR CY+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 2 4 years after termination
GC 6250; PRA, confidential record status
State of California Guidelines; Current year plus 7
years for non-safety training records. Current year
plus 2 years for certificates and designations training. 05-04-04 Random Drug Pulls - DOT Records of inspection, maintenance, and calibration of EBTs
Records of negative and cancelled drug test results and alcohol test results with a concentration of less than 0.02 Records of alcohol test results indicating an alcohol
concentration of 0.02 or greater; records of verified
positive drug test results; documentation of refusals to take required alcohol and/or drug tests (including
substituted or adulterated drug test results); SAP reports; and all follow-up tests and schedules for follow-up tests.

All filed by year completed.

HR C CY+2
CY+1
CY+5
49 CFR 40.333; 1 to 5 years depending upon
document type. All documents must be maintain in a
secured area.
05-04-05 DMV Pull Notice Program HR C S VC 1808.1; must pull record at least every 12 months 05-05-00 Worker's Compensation Records
05-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
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HR C P
AS+30
8 CCR 15400; Maintain reports
8 CCR 15400.2; 5 years
8 CCR 10102; 5 years
LC 129(a); 5 years for auditing
State of California Guidelines; Permanent for workers
compensation working files (claim files, reports,
incidents). Originals filed with third party
administrator.
05-05-03 Third Pary Administrator - MPA Correspondence, reports and general information from the TPA.

HR CY+2, AR GC 34090; 2 year minimum requirement
State of California Guidlines; Administrative Record
05-05-04 OSHA 300 Reports & Logs Maintained electronically as attachments to e-mail. Also includes quarterly audit reports.

HR CY+5 GC 34090; 2 year minimum requirement
29 CFR 1904.33; 5 years for OSHA reports
8 CCR 14300.33; 5 years for OSHA 300 reports
8 CCR 10102;5 years from date of injury
State of California Guideline: 5 years after completed
05-05-05 Workers Compensation Loss Run Reports Monthly reports HR CY+5 8 CCR 15400; Maintain reports 8 CCR 15400.2; 5 years
8 CCR 10102; 5 years
LC 129(a); 5 years for auditing
State of California Guidelines; State recommends
Permanent retention, but no relevant statues; Risk
Management Reports (including Loss Analysis
Reports) are 5 years after completion/closure.
05-06-00 CalPERS & PARS Records
05-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

Original hardcopy maintained by the City Clerk.

Clerk P GC 34090; 2 year minimum requirement
GC 12946; 2 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year
after benefit plan termination
State of California Guidelines; Permanent for PERS
documents
05-06-03 Rate Changes Supplied by PERS for rate changes. Accessible electronically on the myCalPERS website.

HR P GC 34090; 2 year minimum requirement
GC 12946; 2 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year
after benefit plan termination
State of California Guidelines; Permanent for PERS
documents
05-06-04 Valuation Reports Supplied by PERS for rate changes. Accessible electronically on the myCalPERS website.

HR P GC 34090; 2 year minimum requirement
GC 12946; 2 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year
after benefit plan termination
State of California Guidelines; Permanent for PERS
documents
05-07-00 Benefit Records
05-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

HUMAN RESOURCES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-07-02 Employee Benefits Includes the benefits guide and plan documents given to employees for medical, dental, vision, flexible benefits, short & long term disability, life insurance, deferred
compensation, employee assistance program and other
benefit plans. Also includes the annual benefit renewals from the broker.

HR S+2
S+4
GC 34090; 2 year minimum
GC 12946; 2 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year
after benefit plan termination
State of California Guidelines; 2 years after action
05-08-00 Labor Relations Records
05-08-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
05-08-02 Negotiations HR P 29 USC 211c; Maintain, indefinite 29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
05-08-03 Memorandums of Understanding Includes management / confidential resolution. HR P 29 USC 211c; Maintain, indefinite 29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
05-08-04 Grievances Hired employees, non-sworn:

Hired employees, sworn:

HR AS+2
AS+4
AS+5
GC 12946; 2 4 years after completion
29 CFR 1602.14; 1 year after action/change
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; 2 years after
termination for general employees, 5 years after
termination for safety employees
05-09-00 Risk Management Records
05-09-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

General information and correspondence with the JPA.

Does not include liability loss reports.

HR CY+2, AR GC 34090; 2 year minimum requirement
State of California Guidlines; Administrative Record
05-09-03 Claims Against the City Filed individually by claim. HR AC+6 GC 34090; 2 year minimum requirement 29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 5 years after settlement or closure
05-09-04 Recovery Claims Claims by the City for damages from another person or entity.

HR AC+6 GC 34090; 2 year minimum requirement
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 5 years after settlement or closure
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HUMAN RESOURCES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-09-05 Incident Reports Reports submitted by the associated department. HR AC+7 GC 34090; 2 year minimum requirement 42 USC 1983; Definitions
29 CFR 1904.2-7; OSHA recordkeeping
GC 25105.5; 5 years after closure/completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

GC 910 - 913; 6 months to 1 year after event occurs.

State of California Guideline; 7 years after settlement or closure
05-09-06 Liability Loss Reports HR CY+5 GC 34090; 2 year minimum requirement 29 CFR 1904.33; maintain OSHA reports for 5 years
from the end of the calendar year they relate to.
8 CCR 10102; whichever is longer of the following: 5
years from date of injury; 1 year from date
compensation was last provided; upon payment of all
compensation due; when audit findings are final.

State of California Guideline: 5 years after completed
05-09-07 General City Insurance Policies & Certificates Includes facilities, auto and other general insurance policies
HR P
CY+10
GC 34090; 2 year minimum
State of California Guidelines; Permanent for liability and property insurance
05-09-08 Ergonomic Requests & Accommodations HR AC+2 GC 34090; 2 year minimum State of California Guidelines; Current year plus 2
years for employee statistics, benefit activity and
liability loss reports.

Administrative Decision: Maintain requests for 2 years
after completed.
05-10-00 Civil Service Board
05-10-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
05-10-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the
Current Year plus 2 years
05-10-03 Minutes Clerk P GC 34090(e); Minutes of governing bodies, Permanent
GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
05-11-00 Human Relations Commission
05-12-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
05-12-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the
Current Year plus 2 years
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HUMAN RESOURCES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-12-03 Minutes Clerk P GC 34090(e); Minutes of governing bodies, Permanent
GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 06-01-00 Community Development Administration
06-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-01-02 CRW Trackit Database CD Admin IND Transitory Record; Databases are maintained while active
06-01-03 Community Surveys CD Admin AC+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for general studies and surveys
06-01-04 Public Noticing CD Admin CY+4 GC 34090; 2 year minimum requirement CCP 343; Statutes of limitations, 4 years
06-01-05 Business License Files Includes applications, renewals, notices, zoning information/questionaire, and other supporting
documentation.

CD Admin CY+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations
State of California Guidelines; 4 years after termination Administrative Decision: Maintain renewals for the
current year plus 4 years to support the business
license activity and to simplify retention.
06-01-06 Residential Parking Permit Program Includes resident’s vehicle and address documentation as part of the application.

CD Admin CY+5 GC 34090; 2 year minimum requirement
06-01-07 Rental Registry Includes general rental property information including rents and occupancy data submitted to the City
annually. May also include letters/notices.

Annual Statistical Report run from the database.

CD Admin CY+2
CY+15
GC 34090; 2 year minimum requirement
Administrative Decision: 15 years, older data would not be relevent.
06-01-08 Progressive Solutions Incorporated (PSI)
Database
Residential Parking Permits, Rental Registry and
Business License database
CD Admin IND Transitory Record; Databases are maintained while active
06-02-00 Planning Applications & Projects
06-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-02-02 Accessory Dwelling Units Planning P GC 34090(a); Real property records, maintain Permanently
GC 4003, 4004; Maintain costs, records and plans
H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
06-02-03 Certificate of Compliance Planning P GC 34090(a); Real property records, maintain Permanently
State of California Guidelines; Permanent
06-02-04 Chicken Clearance Ministerial permit to keep chickens. Includes unanimous neighbor consents.

Planning P GC 34090(a); Real property records, maintain Permanently
State of California Guidelines; Permanent

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Planning P GC 34090(a); Real property records, maintain Permanently
GC 4003, 4004; Maintain costs, records and plans
H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
06-02-07 Environmental Review Includes initial studies, draft and final EIRs, mitigated negative declarations, notices of determination, initial studies and other environmental documents.

Planning P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent
recommendation for environmental related documents.
06-02-08 Fence Clearance Ministerial permit required to build a fence. Planning P GC 34090(a); Real property records, maintain Permanently
State of California Guidelines; Permanent
06-02-09 Goat Weed Abatement Ministerial permit to use goats for weed clearance. Planning P GC 34090(a); Real property records, maintain Permanently
State of California Guidelines; Permanent
06-02-10 Home Occupation Permits Zoning check for home occupations Planning P GC 34090(a); Real property records, maintain Permanently
State of California Guidelines; Permanent
06-02-11 Honeybee Clearance Ministerial permit to keep honeybees. Includes unanimous neighbor consents.

Planning P GC 34090(a); Real property records, maintain Permanently
State of California Guidelines; Permanent
06-02-12 Large Family Daycare Large Family Daycare Planning P GC 34090(a); Real property records, maintain Permanently
State of California Guidelines; Permanent
06-02-13 Lot Line Adjustments Planning P GC 34090(a), Real property records, maintain Permanently
06-02-14 Lot Merger Planning P GC 34090(a); Real property records, maintain Permanently
CC 1351; definitions, community property
State of California Guidelines; Permanent
06-02-15 Massage Operator Permits Planning P
06-02-16 Subdivision / Parcel Maps Planning P GC 34090(a); Real property records, maintain Permanently
CC 1351; definitions, community property
State of California Guidelines; Permanent
06-02-17 Rebuild or Interpretation Letter Planning P GC 34090(a), Real property records, maintain Permanently
06-02-18 Sign Permits - Permanent Planning P GC 34090(a); Real property records, maintain Permanently
GC 4003, 4004; Maintain costs, records and plans
H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
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COMMUNITY DEVELOPMENT
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 06-02-19 Sign Permits - Temporary Planning AC+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 years for Temporary Use Permits
06-02-20 Specific Plans Planning P GC 34090(a); Real property records, maintain Permanently
GC 4003, 4004; Maintain costs, records and plans
H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
06-02-21 Street Vacations Planning P GC 34090(a); Real property records, maintain Permanently
CC 1351; definitions, community property
State of California Guidelines; Permanent
06-02-22 Temporary Use Permits Including temporary COVID outdoor dining and retail. Planning AC+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 years for Temporary Use Permits
06-02-23 Tentative Maps - Major Planning P GC 34090(a); Real property records, maintain Permanently
CC 1351; definitions, community property
State of California Guidelines; Permanent
06-02-24 Tentative Maps - Minor Planning P GC 34090(a); Real property records, maintain Permanently
CC 1351; definitions, community property
State of California Guidelines; Permanent
06-02-25 Tobacco License Renewal Planning P GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 years for temporary use permits
Administrative Decision: Maintain permanently for
retention purposes.
06-02-26 Use Permits Administrative and commission approved. Includes conditional use permits and notice of approval.

Administrative and supporting documentation for
approval.

Planning P
CY+2
GC 34090(a); Real property records, maintain
Permanently
State of California Guidelines; Current year plus 2 years for forms and documents related to federal and state
agency permits
06-02-27 Variances Planning P GC 34090(a); Real property records, maintain Permanently
CC 1351; definitions, community property
State of California Guidelines; Permanent
06-02-28 Zoning Map & Ordinance Amendments Planning P GC 34090(a); Real property records, maintain Permanently
CC 1351; definitions, community property
State of California Guidelines; Permanent
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Administrative and supporting documentation for
permits.

P
CY+2
GC 34090; 2 years minimum; GC 34090(a); Real
property records, maintain Permanently
GC 4003, 4004; Maintain costs, records and plans
H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Current year plus 2 years for temporary use permits, property records permanent.

Administrative Decision: Maintain permanently.
06-03-00 Plans & Policies
06-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-03-02 General Plan Includes elements. Planning P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
06-03-03 General Plan Amendments Planning P GC 34090(a); Real property records, maintain State of California Guidelines; Completion plus 2 years for approved, current year plus 3 years for denied.

Administrative Decision: Maintain amendments
permanently to support the general plan.
06-03-04 Annual Reports Required reports for compliance with state policies on reporting regarding the General Plan and Housing
Element.

Planning P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
06-03-05 Plan Development Workpapers General plan formation documents. Planning CY+2 GC 34090; 2 year minimum requirement 06-03-06 Plans & Plan Amendments Includes specific plans, urban greening plans, active transportation plans and associated amendments.

Planning P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
06-04-00 Building Records
06-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-04-02 Building Permits - Not Issued/Withdrawn Building CY+2 GC 34090; 2 year minimum requirement 06-04-03 Building Permits - Residential Includes Site Plan, Floor Plan, Structural Plans, Structural Calculations, Soils Reports, Land Surveys,
Pad Elevations, Special Inspection Reports, Plan
Check Comments / Responses, Request for Waiver for
Accessibility Requirements, Inspection Reports and
Cards with wet signatures, and other documents for
building projects.

Other administrative and supporting documentation for
approval.

Building P
CY+2
H&S 19850; Building plans - Life of Building, with
exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent
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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

Administrative and supporting documentation for
approval.

P
CY+2
H&S 19850; Building plans - Life of Building, with
exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent
06-04-05 Certificates of Occupancy Building LOB+2 GC 34090; 2 year minimum requirement State of California Guidelines; Life of building
Administrative Decision: Maintain certificates of
occupancy for the life of the associated business, since the certificate depends upon the business operations.
06-05-00 Code Enforcement Neighboorhood
Preservation Records
06-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Code AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion.
06-05-03 Administrative Appeals Appeals for code enforcement violations. Code AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
correction/completion.
6-04-06
06-05-04
Rental Inspections Includes inspection notices, inspection results, correction notices, certificates of compliance and tenant authorizations. Completed bi-annually.

AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-06-00 Economic Development Group
06-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Proposed Projects - Not Completed
Includes renderings, correspondence and legal
documents, any other project related documents. May
include feasibility studies.

ED C AC+5
AT+2
GC 34090; 2 year minimum requirement
CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.601; 5 years for procurements exceeding
$25,000
Administrative Decision: Maintain proposed and not
completed projects for 2 years after termination of the project.
06-06-03 Marketing Materials Includes advertisements, promotional brochures, property profile reports and other marketing materials.

ED EY+7, AR GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 7
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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

State of California Guidelines; 2 years plus the current year for event records.
06-07-00 Redevelopment / Successor Agency
06-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-07-02 Loan Agreements SA / Clerk AC+5 CCP 337.2; Statutes of limitations CCP 343; Statutes of limitations
48 CFR 4.601; 5 years for procurements exceeding
$25,000
06-07-03 Disposition & Development Agreements SA / Clerk P GC 34090(a), Real property records, maintain H&S 19850; Life of Building, with exceptions.
06-07-04 Feasibility & Technical Studies Attorney work product. Includes potential parking use, potential recreation use, engineering studies, proposed retail use and all other feasibility studies and reports.

SA C AC+5 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines; 5 years
06-07-05 City Appraisals SA AC+2 GC 34090; 2 year minimum requirement GC 6254(h); PRA, confidential record designation until
acquisition complete.

State of California Guidelines; 2 years after completion 06-07-06 RDA Projects Includes correspondence and supporting documents.

All disposition agreements, contracts, construction
contracts, future agreements and deeds are maintained
by the City Clerk.

SA AC+10 CCP 337.15; SOL of 10 years for construction defect actions
06-07-07 Soils & Geological Reports Agency sponsored reports. SA P GC 34090(a); Permanent for land related documents State of California Guidelines; Permanent for soils
reports.
06-07-08 General Surveys & Studies SA AC+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for general studies and surveys
06-08-00 Planning Commission
06-08-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-08-02 Agenda Packet Includes agenda bills and staff reports. CD Admn CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
06-08-03 Minutes CD Admn P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
06-08-04 Resolutions CD Admn P GC 34090(e); Permanent for decisions of the City GC 40801; Maintain
State of California Guidelines; Permanent
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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-09-02 Agendas & Agenda Packets CD Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
06-09-03 Minutes CD Admin P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
06-09-04 Resolutions CD Admin P GC 34090(e); Permanent for decisions of the City GC 40801; Maintain
State of California Guidelines; Permanent
06-09-05 Meeting Audio Recordings CD Admin 30 Days GC 54953.5; 30 days after recording 06-10-00 Subdivision Subcommittee
06-10-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-10-02 Agendas & Agenda Packets CD Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
06-10-03 Minutes CD Admin P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
06-10-04 Resolutions CD Admin P GC 34090(e); Permanent for decisions of the City GC 40801; Maintain
State of California Guidelines; Permanent
06-10-05 Meeting Audio Recordings CD Admin 30 Days GC 54953.5; 30 days after recording 06-11-00 Economic Development Committee
06-11-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-11-02 Agendas & Agenda Packets CD Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
06-11-03 Minutes CD Admin P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
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07-00-00 PUBLIC WORKS
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 07-01-00 Public Works Administration
07-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects,
inclusion in an associated record series, or creation
of a new record series.
07-01-02 City Council Agenda Bill Working Files Includes working files and documents used to create reports for City Council agenda packets.

All Divisions CY+2 Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.

Administrative Decision: Maintain agenda working
files for the current year plus 2 years for reference
purposes.
07-01-03 Trakit Project Management System Work order system and citizen requests. All Divisions IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
07-01-04 General Studies All Divisions CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for general studies and reports.

Administrative Decision; Current year plus 2 years,
review annually for relevance to projects.
07-01-05 Nuisance Abatement/Code Enforcement Abatement of graffiti, illigal dumping, homeless encampments and other nuisances. Includes letters to residents for:
i) Illegal Dumping
ii) Vegetation Management
iii) Sidewalk Repairs
PW Ops AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the
current year for maintenance projects.
07-01-06 Outreach, Education & Notifications Documents include:
i) Graphics
ii) Maps
iii) Newsletter Articles
iv) Photos
v) Public Notices & Signs
vi) Special Events - includes Earth Day, 4th of July, Hillside Festival, and other City wide events.
vii) Website Resources
All Divisions CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the
current year for event records.
07-01-07 Safety Programs & Procedures Includes sign-in sheets, attendance rosters, training materials for safety training classes and events. Includes IIPP.

All Divisions CY+7 GC 34090; 2 4 year minimum requirement 29 CFR 1627.3(b); 1 year for training records
GC 12946; 2 years after termination
GC 6250; PRA, confidential record status
State of California Guidelines; Current year plus 7
years for training records.
07-01-08 Material Safety Data Sheets PW Ops
All Divisions
CY+30 29 CFR 1910.1020; Retain MSDS records for 30
years unless another record of what, where and
when a chemical was used is maintained.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. XX.XX.2023 Agenda Packet Page 118 of 301
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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-01-09 Uniform and IT Logs Records of who has what equipment PW Ops All Divisions
CY+2 GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
07-01-10 Emergency Management EOC Organizational Chart, CCC EOC Exercise. All Divisions S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after strategic plan is superseded.
07-01-11 Interagency Coordination WCCUSD, CCEAC and Private Schools. Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for content.

All Divisions CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
07-01-12 Damage Events/Incidents Includes repairs to City property. All Divisions AC+6 GC 34090; 2 year minimum requirement 29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 5 years after settlement or closure
07-01-13 Climate Action Implementation Includes the climate action plan, technical data, outreach, 5 year inventories, tracking information and working documents.

PW Ops S+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years after
superseded for various programs.
07-02-00 Engineering Administration
07-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects,
inclusion in an associated record series, or creation
of a new record series.
07-02-02 Master Plans PW Eng S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master
plan is superseded.
07-02-03 Geotechnical & Soils Reports PW Eng P GC 34090(a) Real property records, maintain Permanently
State of California Guidelines; Permanent
07-02-04 Surveys & Studies - General PW Eng CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for general studies and reports.

Administrative Decision; Current year plus 2 years,
review annually for relevance to projects.
07-02-05 Underground Services Alert Reports PW Eng AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for maintenance projects.
07-02-06 GIS / Mapping Includes truck routes and circulation maps. Hosted on the GIS web server.

PW Eng S Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.

Administrative Decision: Maintain on the GIS system
until superseded.
07-02-07 Infrastructure Maps Maps for storm drains, lighting, utilities and other infrastructure maps.

PW Eng P GC 34090(a); Real property records, maintain
GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with
exceptions
CCP 337.15; 10 years
State of California Guidelines; Permanent
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Legend:

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects,
inclusion in an associated record series, or creation
of a new record series.
07-03-02 Agendas and Agenda Materials PW Eng CY+5
CY+2
GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the
Current Year plus 2 years
Administrative Decision: Maintain agendas for 5
years for reference purposes.
07-03-03 Minutes PW Eng P GC 34090(e); Minutes of governing bodies, Permanent
GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
07-03-04 Meeting Recordings PW Eng 30 Days GC 54953.5; 30 days after recording 07-04-00 Environmental Quality Committee
07-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects,
inclusion in an associated record series, or creation
of a new record series.
07-04-02 Agendas and Agenda Materials PW Eng
All Divisions
CY+5
CY+2
GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the
Current Year plus 2 years
Administrative Decision: Maintain agendas for 5
years for reference purposes.
07-04-03 Minutes PW Eng
All Divisions
P GC 34090(e); Minutes of governing bodies,
Permanent
GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
07-04-04 Meeting Recordings PW Eng
All Divisions
30 Days GC 54953.5; 30 days after recording
07-05-00 Urban Forest Committee
07-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects,
inclusion in an associated record series, or creation
of a new record series.
07-05-02 Agendas and Agenda Materials PW Ops
All Divisions
CY+5
CY+2
GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the
Current Year plus 2 years
Administrative Decision: Maintain agendas for 5
years for reference purposes.
07-05-03 Minutes PW Ops
All Divisions
P GC 34090(e); Minutes of governing bodies,
Permanent
GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
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Legend:

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects,
inclusion in an associated record series, or creation
of a new record series.
07-06-02 ADA Transition Plan PW Eng S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master
plan is superseded.
07-06-03 ADA Working Group PW Eng CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the
Current Year plus 2 years
07-06-04 Citizen Requests PW Eng AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for maintenance projects.
07-07-00 City Facilities
07-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects,
inclusion in an associated record series, or creation
of a new record series.
07-07-02 Maintenance Contracts Includes contracts under City Manager's authority for services maintained within Public Works.

PW Ops AC+5
AC+20
CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.601473(a); 5 years for procurements
exceeding $25,000 4 years after final payment
07-07-03 Inventory & Assessments Includes facility asset and condition inventories. PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for maintenance projects.
07-07-04 Buildings Includes permits and regulatory compliance documents for City buildings and facilities. Also include backflow testing.

PW Ops AE+2 GC 34090; 2 year minimum requirement
State of California Guidlines; Current year plus 2
years for municipal facility use permits and licenses
07-07-05 Utility Tracking Tracking of utility usage and efficiency throughout City facilities. PW Ops CY+2 GC 34090; 2 year minimum requirement 07-07-06 Inspection Calendar Spreadsheet tracking inspections. PW Ops CY+2 GC 34090; 2 year minimum requirement 07-07-07 Facility Safety Checklist Inspection Form Filed by year. PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for maintenance projects.
07-08-00 Parks, Public Landcapes & Urban Forest
07-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects,
inclusion in an associated record series, or creation
of a new record series.
07-08-02 Park, Natural Area & Greenway History Files General information and history of City parks, natural areas, pedestrian pathways and greenways. Includes Arlington Park, Canyon Trail, Castro Park, Central, Cerrito Vista, Dorothy Rosenberg Park, Harding, Hillside Natural Area, Cerrito Creek Greenway, Ohlone Greenway and other City parks, natural areas and greenways.

PW Ops P GC 34090(a); Real property records, maintain
GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with
exceptions
CCP 337.15; 10 years
State of California Guidelines; Permanent
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PW Ops AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
completion for maintenance projects.
07-08-04 Maintenance Contracts Includes contracts under City Manager's authority for services maintained within Public Works.

PW Ops AC+5
AC+20
CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.601473(a); 5 years for procurements
exceeding $25,000 4 years after final payment
07-08-05 Play Structure Inspection & Maintenance PW Ops AC+3 CCP 338; 3 years for action State of California Guidelines; Completion plus 2
years for inspection records in Parks, and 2 years
after audit for equipment inventories.
07-08-06 Integrated Pest Management Documents for the policy, reference materials, notifications and other working documents.

PW Ops CY+2 GC 34090; 2 year minimum requirement
07-08-07 Pesticide Usage Reports PW Ops P GC 34090; 2 year minimum requirement F&AC 14011.5 - 12, maintain and submit Pesticide
Use Reports
F&AC 14007, Restricted Materials Permits issued for
1 to 3 years.
07-08-08 Street Landscape Maintenance PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
completion for maintenance projects.
07-08-09 Tree Inventory Maintenance and Urban
Forest Program
Includes general management reports submitted to the City for tree status. And on Urban Forest Program
PW Ops CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for
management reports
07-08-10 Tree Permits Encroachment permits for planting or removing trees. PW Ops All Divisions
AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2
years for temporary use permits.
07-09-00 Stormwater, Drainage & Creeks
07-09-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects,
inclusion in an associated record series, or creation
of a new record series.
07-09-02 Inspections & Assessments Records of inspections and condition assessments. PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for maintenance projects.
07-09-03 Maintenance Contracts Includes contracts under City Manager's authority for services maintained within Public Works.

PW Ops AC+5
AC+20
CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.601473(a); 5 years for procurements
exceeding $25,000 4 years after final payment
07-09-04 Storm Season Preparation & Maintenance Includes storm season preparation projects, outreach to the public, and maintenance of the trash rack on EBMUD property.

PW Ops AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the
current year for maintenance projects.
07-09-05 Storm Drain Issues, Private Property All Divisions AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
correction/completion for code issues, 2 years plus
the current year for maintenance projects.
07-09-06 Creeks Includes issues and general information on creeks. PW Ops P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent for dams,
lakes, basins and creeks.
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All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects,
inclusion in an associated record series, or creation
of a new record series.
07-10-02 Transportation Programs Safe Routes to School, Car Share, Transportation Demand Management and other tranportation programs.

All Divisions S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
superseded for traffic safety programs.
07-10-03 Maintenance Contracts Includes contracts under City Manager's authority for services maintained within Public Works.

PW Eng S+5 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after master
plan or traffic safety program is superseded.

Administrative Decision: Maintain assessments for 5
years after superseded to reference previous actions.
07-10-05 Sidewalks PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
completion for maintenance projects.
07-10-06 Signs, Striping & Pavement Markings PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for maintenance projects.
07-10-07 Street Lighting PW Ops LOS+2 GC 34090; 2 year minimum requirement CCP 337; 3 year statute of limitations
State of California Guidelines; Life of system plus 2
years
07-10-08 Traffic Signals PW Ops LOS+2 GC 34090; 2 year minimum requirement CCP 337; 3 year statute of limitations
State of California Guidelines; Life of system plus 2
years
07-10-09 Detailed Traffic Order, (DTO) Includes implementation of traffic requests and other city-led traffic changes
PW Eng P GC 34090; 2 year minimum requirement
CCP 337; 3 year statute of limitations
State of California Guidelines; Life of system plus 2
years
Administrative Decision: Maintain DTO's
permanently for tracking the infrastructure.
07-10-10 Neighborhood Traffic & Parking Programs Traffic calming, residential parking, blue curb and other neighborhood traffic management systems. Documents include requests, petitions, public meetings and other documents associated with instigating the traffic device.

PW Eng AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
completion for maintenance and operations projects.
07-10-11 Interagency Transportation Coordination Including BART, CalTrans, CCTA, AC Transit, WCCTAC, FHWA and other local agencies.

PW Eng CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
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Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-10-14 Traffic Engineering Studies & Surveys PW Eng AC+7 AC+10
GC 34090; 2 year minimum requirement
State of California Guidelines; Completion of survey
plus 2 years
Administrative Decision: Maintain traffic studies and
surveys for 710 years after completion for trending
purposes.
07-11-00 Fleet Management
07-11-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects,
inclusion in an associated record series, or creation
of a new record series.
07-11-02 Maintenance Contracts Includes contracts under City Manager's authority for services maintained within Public Works.

PW Ops AC+5
AC+20
CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.601473(a); 5 years for procurements
exceeding $25,000 4 years after final payment
07-11-03 Vehicle & Equipment Maintenance Records Paper history of equipment and vehicles. Includes registration, purchase, maintenance and other specific vehicle and
equipment related information. Also tracked in Hansen.

PW Ops LOV+4 GC 34090; 2 year minimum requirement
CCP 343; 4 years for action
State of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records
of vehicles. State does not reference any citations.
07-11-04 Vehicle Maintenance Reports Received by the contractor summarizing work performed on the fleet.

PW Ops CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for
management reports
07-11-05 Daily & Quarterly Inspection Forms PW Ops CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the
current year.
07-12-00 Clean Water Program
07-12-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects,
inclusion in an associated record series, or creation
of a new record series.
07-12-02 Annual Reporting Compilation of information from C.2 - C.10 subsections for County reporting
PW Ops CY+5 40 CFR 122.21; 3 years after approval
40 CFR 122.41; 3 years after report
State of California Guidelines; Current year plus 5
years for discharge monitoring reports
07-12-03 C.2 Program - Municipal Operations PW Ops CY+5 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
State of California Guidelines; Current year plus 5
years for discharge monitoring reports
07-12-04 C.3 Program - New Development PW Eng P GC 34090a; Real property records, maintain Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent
Administrative Decision: Maintain development
projects permanently to coincide with CEQA
guidelines and environmental recommendations.
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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-12-05 C.4 Program - Industrial & Commercial
Inspections
PW Ops CY+5 40 CFR 122.21; 3 years after approval
40 CFR 122.41; 3 years after report
State of California Guidelines; Current year plus 5
years for discharge monitoring reports
07-12-06 C.5 Program - Industrial & Illicit Discharge PW Ops AC+5 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
State of California Guidelines; Current year plus 5
years for discharge monitoring reports
Administrative Decision: Maintain incidents for 5
years after correction or resolve.
07-12-07 C.6 Program - Construction PW Eng CY+5 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
State of California Guidelines; Current year plus 5
years for discharge monitoring reports
07-12-08 C.7 Program - Public Information & Outreach PW Ops CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the
current year for event records.
07-12-09 C.9 Program - Pesticide Toxicity Control PW Ops CY+5 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
State of California Guidelines; Current year plus 5
years for discharge monitoring reports
07-12-10 C.10 Program - Trash Load Reduction PW Ops CY+5 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
State of California Guidelines; Current year plus 5
years for discharge monitoring reports
07-13-00 Engineering Permits
07-13-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects,
inclusion in an associated record series, or creation
of a new record series.
07-13-02 Encroachment Permits - Concrete Permanent construction encroachment permits. PW Eng P GC 34090(a) Real property records, maintain Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
State of California Guidelines; Permanent for
construction based encroachment permits.
07-13-03 Encroachment Permits - Paving/Street Cut Includes street cuts and paving temporary encroachments. PW Eng AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2
years for maintenance projects, and for temporary
use permits.
07-13-04 Oversize Transportation Permits Temporary use permit for access of oversized vehicles. PW Eng AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2
years for temporary use permits.
07-13-05 Hold Harmless Agreements Non-standard permanent encroachments in City right-of-way. PW Eng P GC 34090(a) Real property records, maintain Permanently
State of California Guidelines; Permanent for
construction based encroachment permits.
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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-13-06 Encroachment Permits - Other Large
Projects
Off the Grid, Large Fiber Optic Projects, Large Utility Projects PW Eng P GC 34090(a) Real property records, maintain Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
State of California Guidelines; Permanent for
construction based encroachment permits.
07-14-00 Capital Improvement Program
07-14-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects,
inclusion in an associated record series, or creation
of a new record series.
07-14-02 Capital Improvement Projects - Grant
Funded
CIP Construction Records including planning, design,
construction, conversion or modification of local governmentowned facilities, structures & systems; environmental / CEQA reports and documents (ie. streets, curbs, gutters, sidewalks, storm drains, etc.):

CIP Engineering Project Records. Supporting documents
including appraisal reports, bidders lists, non-environmental reports, work orders, schedules, exhibits, construction staking documentation and correspondence:

PW Eng
P
AC+10
GC 34090(a); Real property records, maintain
GC 4003, 4004, Maintain
H&S 19850; Life of Building, with exceptions,
CC 1351; Definitions, community property
CCP 337.15; 10 years
State of California Guidelines; Permanent
CCP 337.15; 10 years
State of California Guidelines; 10 years after project
completion
07-14-03 Capital Improvement Projects - Non-grant
Funded
CIP Construction Records including planning, design,
construction, conversion or modification of local governmentowned facilities, structures & systems; environmental / CEQA reports and documents (ie. streets, curbs, gutters, sidewalks, storm drains, etc.):

PW Eng
P
AC+10
GC 34090(a); Real property records, maintain
GC 4003, 4004, Maintain
H&S 19850; Life of Building, with exceptions,
CC 1351; Definitions, community property
CCP 337.15; 10 years
State of California Guidelines; Permanent
CCP 337.15; 10 years
State of California Guidelines; 10 years after project
completion
07-15-00 Private Developments
07-15-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects,
inclusion in an associated record series, or creation
of a new record series.
07-15-02 Grading & Transportation Permits Includes haul routes and the permit for transportation of 50 cubic yards or more of materials.

PW Eng P GC 34090(a), Real property records, maintain
CCP337, 337.1(a), 337.15; Statutes of limitations
GC 4003, 4004; Maintain
State of California Guidelines; Permanent
07-15-03 Plan Review/Working Files PW Eng ACT Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.
07-15-04 Subdivision Working Files Includes correspondence with surveyors, plan review information and other project related documents used to support Community Development projects.

PW Eng ACT Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.
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07-00-00 PUBLIC WORKS
Legend:

PW Eng ACT Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.
07-15-06 Lot Line Adjustments Includes correspondence with surveyors, plan review information and other project related documents used to support Community Development projects.

PW Eng ACT Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.
07-16-00 Integrated Waste Management
07-16-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Divisions AR Administrative Record; Review annually for relevance to current subject matter or projects,
inclusion in an associated record series, or creation
of a new record series.
07-16-02 Hazardous Material Waste Management Includes the hazardous materials business plan, HHW permits, DTSC e-waste, medical waste and other compliance permits and reports to agencies.

Int. Waste Mgmt P GC 34090; 2 year minimum requirement
State of California Guidelines: Current year plus 2
years, with caveat recommendation of permanent for
environmentally sensitive documents.
07-16-03 Stormwater Pollution Prevention Plan SWPP, Visual Inspection Reports, COC's, PH Tests, Training Docs.

Int. Waste Mgmt P GC 34090; 2 year minimum requirement
State of California Guidelines: Current year plus 2
years, with caveat recommendation of permanent for
environmentally sensitive documents.
07-16-04 Recycling Purchase Agreements Small contracts for recycling services to the City. Includes materials tracking database and recycling purchase and disposal agreements.

Int. Waste Mgmt AC+5 CCP 337.2; Statutes of limitations CCP 343; Statutes of limitations
48 CFR 4.601; 5 years for procurements exceeding
$25,000
07-16-05 Franchise Agreement Management Documents include:
1) Year by year calculation of Solid Waste Rate and IWM Fees, including annual rate application from Franchise Hauler and PostCollection Vendor; public hearing notices; data. 2) Rate Studies
Int. Waste Mgmt CY+2 GC 34090; 2 year minimum requirement 07-16-06 Solid Waste Ordinance, Policy & Code
Enforcement
Documents include:
1) Solid Waste Ordinance - current copy and background for any revisions
2) Solid Waste Exemptions - users excluded from solid waste pick-up
3) Code Enforcement - warning letters and enforcement actions based on address and customer
4) Policy and Legislative LOS or Letters of Opposition
Int. Waste Mgmt AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
correction/completion.
07-16-07 Recycling Programs Includes working documents, data and reporting for recycling programs for CalRecycle, commercial, multi-family, single family, C&D recycling, HHW and Unwaste and city facilities.

Int. Waste Mgmt CY+4 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for tonnage reports and management
reports.

Administrative Decision: Maintain reporting and
information for the current year plus 4 years for
reference and trending.
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Legend:

State of California Guidelines; 2 years plus the
current year for event records.

Administrative Decision: Review annually for
historical content.
07-16-09 Bills of Lading HHW and other materials. Int. Waste Mgmt CY+10 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for tonnage reports, current year plus 10
years for hazardous waste disposal referencing 40
CFR 122.21
07-16-10 Batching Reports Semi-monthly report sent to Finance to balance cash transactions with money stored at the facility. Receipts maintained by Integrated Waste Management.

Int. Waste Mgmt AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
07-16-11 Route Sheets Driver routes and addresses for recycling pickup. Int. Waste Mgmt S+2 GC 34090; 2 year minimum requirement Administrative Decision: Maintain route sheets for 2
years after superseded.
07-16-12 Stop Lists Lists from garbage providers for users who have not paid their bill.

Int. Waste Mgmt CY+2 GC 34090; 2 year minimum requirement 07-16-13 Tipping Wall Binder Tipping Wall Daily Logs, Monthly Inspection Reports, Training Docs. Compliance for the County's 5 year environmental health permit.

Int. Waste Mgmt CY+5 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
completion for maintenance and operations activities
Administrative Decision: Maintain logs, inspection
reports and training materials for the current year
plus 5 years to meet the County 5 year
environmental health permit cycle.
07-16-14 IIPP Compliance Binder Training docs and sign-in sheets Int. Waste Mgmt CY+7 GC 34090; 2 4 year minimum requirement 29 CFR 1627.3(b); 1 year for training records
GC 12946; 2 years after termination
GC 6250; PRA, confidential record status
State of California Guidelines; Current year plus 7
years for non-safety training records. Current year
plus 2 years for certificates and designations training. 07-17-00 Utilities
07-17-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

PW Eng CY+2, AR GC 34090; 2 year minimum requirement
Review annually for relevance to current projects.
07-17-03 AT&T Includes correspondence, reports and communications with utility for non-City facilities.

PW Eng CY+2, AR GC 34090; 2 year minimum requirement
07-17-04 EBMUD Includes correspondence, reports and communications with utility for non-City facilities.

PW Eng CY+2, AR GC 34090; 2 year minimum requirement
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07-00-00 PUBLIC WORKS
Legend:

PW Eng CY+2, AR GC 34090; 2 year minimum requirement
07-17-06 Telecom Other Includes correspondence, reports and communications with utility for non-City facilities.

PW Eng CY+2, AR GC 34090; 2 year minimum requirement
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08-00-00 RECREATION
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 08-01-00 Parks & Recreation Administration
08-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
08-01-02 RecTrac Recreation Registration Database Classes, reservations, facility rentals, enrollment, events and other recreation activities used by members of the
public.

Recreation IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
08-01-03 Key Sign In/Out Log Recreation IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
08-01-04 Programs Records Includes program rules, code of conduct, curriculum, City contact information, attendee sign in sheets and rosters, emergency contact information, and evaluation forms filed by program. Not for licensed programs.

Recreation CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
08-01-05 Attendance Records Sign in sheets and rosters, and emergency contact information (printed from RecTrac d) for programs.

Recreation C CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years
08-01-06 Registration Packets Documentation Includes applications, registration scolarships (and supporting documentation), waivers, schedule change
forms, names, address, emergency contacts, field trip forms and other registration related information for individuals.

Recreation C CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
08-01-07 Scholarships May include tax returns and other sensitive personal information. Subsidized discount to elligible students.

Recreation C CY+2 GC 34090; 2 year minimum requirement
08-01-08 Payment Plan Agreements Used for payment assistance. Recreation AC+5 CCP 337.2; Statutes of limitations CCP 343; Statutes of limitations
48 CFR 4.601; 5 years for procurements exceeding
$25,000
08-01-09 Cash Receipts Written receipts for individuals. Recreation AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
08-01-10 Volunteers Includes the application, contact information, fingerprint verification, correspondence and any general information about the volunteer.

Accepted applications:

Denied applications:

Recreation C
AT+2
AC+2
GC 12946; 2 4 years after completion/position filled
State of California Guidelines; 2 years after
completion/position filled
08-01-11 Co-sponsorship Includes organizations that co-sponsor services with the City. Tennis, soccor, garden club, youth baseball and other organizations working with the City.

Recreation CY+2 GC 34090; 2 year minimum requirement
08-01-12 Instructors Agreements Includes contracts, W-9, Livescan and other instructor information.

Recreation AT+4 CCP 337.2; Statutes of limitations of 4 years CCP 343; Statutes of limitations of 4 years
Administrative Decision: Maintain instructor files for 4 years after the instructor terminates the class.
08-01-13 Program Fliers & Brochures Marketing
Materials
Final Includes program fliers, and brochures, and activity guides printed to PDF for retention purposes.

Recreation CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. XX.XX.2023 Agenda Packet Page 130 of 301
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08-00-00 RECREATION
Legend:

Recreation AC+7 GC 34090; 2 year minimum requirement
42 USC 1983; Definitions
GC 25105.5; 5 years after closure/completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

GC 910 - 913; 6 months to 1 year after event occurs.

State of California; 7 years after closure for
accident/incident reports
08-01-16 Training & Certifications, Volunteers & Staff Includes documentation of required employee certifications, driver training, red shirt lifeguard training, skill audits and other training for certificates and regular training.

Recreation AT+7 GC 34090; 2 4 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 2 years after termination
GC 6250; PRA, confidential record status
State of California Guidelines; Current year plus 7
years for non-safety training records.
08-01-17 Training & Certifications, Paid Participants Includes documentation of certifications fo lifeguard training, red cross, babysitters and other external certifications to the public.

Recreation CY+2 GC 34090; 2 year minimum requirement
08-02-00 Special Events
08-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
08-02-02 Special Event Organization Includes contact information, planning, supply acquisition, staffing, copies of contracts and other event organization information.

Recreation CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years
08-02-03 Vendor Applications Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years
08-02-04 ABC Liquor Licenses Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for Temporary Use Permits
08-02-05 Health Department Inspections Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years
08-02-06 Health Department Permits Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years
08-02-07 Event Outreach Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years
08-03-00 Facilities
08-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
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08-00-00 RECREATION
Legend:

Recreation AE+2 GC 34090; 2 year minimum requirement
State of California Guidlines; Current year plus 2 years for municipal facility rental / use permits
08-03-03 Facility Operation Permits Includes health certificates, slides, pool lifts, CUPA, hazardous materials and other permits for facility
operations.

Recreation AE+2 GC 34090; 2 year minimum requirement
State of California Guidlines; Current year plus 2 years for various permits required by federal and state
agencies
08-03-04 Trust Fund Accounts For facility rental security deposits. Copies sent to Finance to process. May be used for audits of receipts.

Recreation AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
08-03-05 Inspections Includes County health department, OSHA, SERS and other regulatory inspections.

Recreation AC+5 GC 34090; 2 year minimum requirement
29 CFR 1904.33; maintain OSHA reports for 5 years
from the end of the calendar year they relate to.
8 CCR 14300.33; current year plus 5 years for OSHA
300 reports
8 CCR 10102; whichever is longer of the following: 5
years from date of injury; 1 year from date
compensation was last provided; upon payment of all
compensation due; when audit findings are final.

State of California Guidelines; 3 to 5 years after
completion of inspection
08-03-06 Daily Opening / Closing Checklist Checklists by lifeguards for pool conditions. Includes daily chemical and water testing logs.

Recreation CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects.
08-03-07 SDS Information Similar to an MSDS. Recreation CY+30 29 CFR 1910.1020; Retain MSDS records for 30 years unless another record of what, where and when a
chemical was used is maintained.
08-03-08 Swim Center Staff Logs Tracks staff attendance and work schedules, daily issues and unusual activities, and other communications between lifeguards staff.

Recreation CY+2 GC 34090; 2 year minimum requirement
08-04-00 Paratransit & Vehicles
08-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
08-04-02 Vehicle Maintenance Includes all maintenance records, smog certificates and Bureau of Automotive Repair documentation for Parks &
Recreation vehicles.

Recreation LOV+4 GC 34090; 2 year minimum requirement
CCP 343; 4 years for action
State of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records of vehicles. State does not reference any citations.
08-04-03 Daily Vehicle Inspection Logs Recreation CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year.
08-04-04 Paratransit Driver Manifest Includes listings of drivers and who they drive for the day. Recreation CY+2 GC 34090; 2 year minimum requirement. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. XX.XX.2023 Agenda Packet Page 132 of 301
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08-00-00 RECREATION
Legend:

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
08-05-02 Senior Nutrition Program Registration Files on seniors who participate in the program. Annual forms include the name, address, phone number, birth date, emergency contact information, nutritional assessments, and other information on seniors.

Recreation C AT+5 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.

Contra Costa County; Current year plus 5 years.

Administrative Decision: Maintain while applicant is
actively participating in programs plus 5 years.
08-05-03 CoCo Café Program Senior Nutrition Program Includes menus, sign-in sheets, County daily activity forms, monthly activity summaries, county reimbursement forms, staff and volunteer program training materials, site
inspections and other general program information.

Recreation CY+5 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 6250; PRA, confidential record status
State of California Guidelines; 2 years after completion Contra Costa County; Current year plus 5 years
08-05-04 County Activity Summaries Sent monthly to the County summarizing activities. Recreation CY+5 GC 34090; 2 year minimum State of California Guidelines; 2 years for management
reports
Contra Costa County; Current year plus 5 years
08-05-05 Transportation Reimbursement Forms Monthly County summary of transportation reimbursements for the nutrition program. Finance receives funds from the County based on the reimbursement form.

Recreation CY+5 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
Contra Costa County; Current year plus 5 years
08-05-06 County Provided Training Program Staff training on the nutrition program by the County. Staff then trains the volunteers.

Recreation CY+5 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 2 years after termination
GC 6250; PRA, confidential record status
State of California Guidelines; Current year plus 7
years for non-safety training records.
08-05-07 Site Inspections Performed monthly by the County to check whether the City is following protocol for food service.

Recreation CY+5 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years
Contra Costa County; Current year plus 5 years
08-05-08 APS Mandated Reporting Required reporting for child abuse to APS. Recreation C AC+10 PC 11169; Maintain PC 11170; 10 years from date of reporting , DOJ
Recommendation
PC 288, 647; Definitions
Administrative Decision: Maintain senior/elder abuse
reports for the same retention as child abuse reports.
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08-00-00 RECREATION
Legend:

Recreation CY+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
08-06-03 Caregivers Includes permits, credentials, LiveScan fingerprinting, and other information regarding caregivers. Also for special needs aides.

Recreation C AT+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
California Social Services Recommendation: 3 years
after termination for personnel records.
08-06-04 Childrens Files Includes registration and licensing for child care. Recreation C AT+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
22 CCR 101221; 3 years after termination
08-06-05 Sign In Sheets Also includes emergency contact information. Recreation C CY+2 GC 34090; 2 year minimum requirement 22 CCR 101229.1; maintain sign-in sheet for 1 month
State of California Guidelines; Current year plus 2
years
08-06-06 Incidents / Accidents Required by the State licensing for serious medical incidents.

Recreation C AC+7 GC 34090; 2 year minimum requirement
42 USC 1983; Definitions
GC 25105.5; 5 years after closure/completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

GC 910 - 913; 6 months to 1 year after event occurs.

State of California; 7 years after closure for
accident/incident reports
08-06-07 CPS Mandated Reporting Required reporting for child abuse to CPS. Recreation C AC+10 PC 11169; Maintain PC 11170; 10 years from date of reporting , DOJ
Recommendation
PC 288, 647; Definitions
08-06-08 Emergency Action Plans For active shooter, disaster, fire and other emergency actions.

Recreation S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
superseded
08-07-00 Park & Recreation Commission
08-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
08-07-02 Agendas/Agenda Packets Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
08-07-03 Minutes Recreation P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
08-07-04 Meeting Recordings Recreation 30 Days GC 54953.5; 30 days after recording ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. XX.XX.2023 Agenda Packet Page 134 of 301
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08-00-00 RECREATION
Legend:

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
08-08-02 Agendas/Agenda Packets Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
08-08-03 Minutes Recreation P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
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09-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 09-01-00 Fire Administration
09-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Fire IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
09-01-03 Department Personnel Files Includes employee backgrounds, physical ability tests (upon hire), psychological evaluations, history, training, certifications and license cards.

Fire C AS+6 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 4 years after termination or action
State of California Guidelines; 3 years after termination 09-01-04 Strike Team Activities Used to submit forms for reimbursement from the State and Federal government. Filed by incident.

Fire CY+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations of 4 years
09-01-05 Ride Alongs Forms Includes release waivers. Fire CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by
neglect.
09-01-06 Communications Binder Includes policies, procedures and directives from the Fire Chief
Fire P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent, no citation
given.
09-01-07 Disaster Preparedness Plan Fire S+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after superseded 09-01-08 Mutual Aid Agreements Clerk/Fire AC+4 CCP 335.1; Statutes of limitations, 2 years CCP 343; Statutes of limitations, 4 years
09-01-09 CPR / First Aid Class Rosters Used for public certification. Fire CY+2 GC 34090; 2 year minimum requirement 09-01-10 Car Seat Inspection Forms Forms for public inspections of car seat installations. Fire CY+2 GC 34090; 2 year minimum requirement 09-01-10 Background Checks - Unsuccessful Candidates Fire C AC+4 29 CFR 1627.3 - 3 years 8 CCR 11040 (7)(C) - 3 years
GC 12946 - 4 years
09-01-11 Department Personnel Medical Records Similar to HR Medical files and may include records such as FMLA, exposure, doctor's notes, worker's
compensation claim approvals and other medical
information.

Personnel C AS+30 8 CCR 15400; Maintain reports
LC 110 - 139.6; 5 years for auditing
LC 6410; OSHA, maintain
29 CFR 1627.3(b)(1); 1 year from action
29 CFR 1910.1020; 30 years after employee
termination
State of California Guidelines; 30 after
completion/closure
09-02-00 Fire Prevention
09-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.

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09-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

Non-Arson
Arson with Great Bodily Harm
Arson with Homicide
Fire
AC+3
AC+6
P
CCP 338; 3 year statute of limitations for action
PC 800; 6 year statute of limitations after commission of the offense
PC 799; No statutes of limitations on actions for murder.

Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.
09-02-03 Pending Construction Includes plan checks on new construction. Fire ACT GC 34090.7; Duplicates may be destroyed within the 2 year minimum period.
09-02-04 Building Inspections Includes fire alarm plans, fire sprinkler plans and other inspection documents.

Fire AC+5 UFC 103.34 New construction/alterations of buildings; Retain inspection records for 3 years.

IFC 104.6; Retain for 5 years after renewal/expiration of fire permit
State of California Guidelines; 3 years after completion of inspection
09-02-05 School Inspections Includes fire alarm plans, fire sprinkler plans and other inspection documents.

Fire AC+5 UFC 103.34 New construction/alterations of buildings; Retain inspection records for 3 years.

IFC 104.6; Retain for 5 years after renewal/expiration of fire permit
State of California Guidelines; 3 years after completion of inspection
09-02-06 Special Permits Includes christmas tree lots, temporary tents, demolition permits, rocket launching and other temporary use
permits related for Fire.

Fire AE+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for Temporary Use Permits
09-02-07 Weed Abatement Commercial and vacant land, and residential abatement.

Fire AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion.
09-03-00 Fire Suppression & Equipment
09-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
09-03-02 Station Log Books Maintained by the stations. Fire CY+3 GC 34090; 2 year minimum requirement CCP 340.5; Healthcare providers is 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.
8 CCR 3203(b)(1); Injury & Illness Prevention Program
inspection records, maintain at least 1 year.
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09-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.
8 CCP 3203(b)(1); Injury & Illness Prevention Program
inspection records, maintain at least 1 year.

Administrative Decision: Possibility of defending an
equitable indemnity claim up to 5 years
09-03-04 SCBA Fit & Flow Test Annual tests for both person and unit. Fire P 8 CCR 3203; IIPP training, at least 1 year State of California Guidelines; 2 years after superseded for training materials.

Individual training information maintained by employee
is retained for termination/separation plus 2 years, per State of California Guidelines
Administrative Decision: Permanent for long term
potential medical issues and varying retention periods
of the citations.
09-03-05 Hose Testing Records Fire CY+2 CY+5 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for equipment and gear logs.
09-03-06 Ladder Testing Fire CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for equipment and gear logs.
09-03-07 Daily Vehicle & Equipment Inspection Log Inspection of vehicles by drivers prior to driving.

Required by the DOT. Includes safety equipment, liquid
levels, tire condition, appearance, operations, lights and other aspects. Also includes HURST, SCBA and air
compressor forms.

Fire CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year.
09-03-08 Breathing Compressor / SCBA Fill Station Inspection by an outside company with resulting certificate of compliance.

Fire AC+3
AC+5
GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.

State of California Guidelines; Current year plus 2 years for equipment and gear logs.
09-04-00 Training & EMS
09-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
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09-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

FIRE SERVICES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 09-04-02 Target Safety Electronic Training and Tracking Database System including Training Evolutions
Computerized training on general city and fire specific training sessions as well as documentation for other
trainings completed by the individual,. After training is completed, Battalion Chief inputs into Target Solutions or FireRMS.

Fire IND 29 CFR 1627.3(b); 1 year for training records
GC 34090; 2 year minimum requirement
GC 12946; 4 years minimum
State of California Guidelines; Current year plus 7 for non-safety training, and 2 years for certificates and
designations training.

Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system. Such transfer
must include at least 7 year history of data.
09-04-03 CERT Training Community Emergency Response Team training.

Records for individual classes.

Fire CY+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 2 4 years after termination
GC 6250; PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training.
09-04-04 Patient Care Reports Includes refusal of care and the patient care report.

Reports for minors are kept for the total retention
beginning when they turn 18 years of age.

Fire C AC+3 AC+7 GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.
22 CCR § 70751(c) maintain patient records for 7 years
09-04-05 Paramedic Check Sheets Forms used by paramedics to document equipment checks, narcotics inventories, order supplies. Daily and monthly reports.

Fire AC+5 GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.

Administrative Decision: Possibility of defending an
equitable indemnity claim up to 5 years
09-04-06 Narcotic Administration Form Log of adminsitration of narcotics and distribution of remaining narcotics.

Fire AC+5 GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

Administrative Decision: Possibility of defending an
equitable indemnity claim up to 5 years
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09-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

FIRE SERVICES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 09-04-07 Training Evolutions Fire CY+7 GC 34090; 2 year minimum requirement 29 CFR 1627.3(b); 1 year for training records
GC 12946; 2 years after termination
GC 6250; PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training.
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10-00-00 POLICE SERVICES
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 10-01-00 Administration / Chief of Police
10-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
10-01-02 Administrative Staff Memos General status updates on current projects and items of interest. COP/Admin CY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Maintain permanently for
reference purposes.
10-01-03 CHP 187 Vehicle Pursuits Includes a log tracking filing and sending the report, a summary of the actions, and proof of delivery from the CHP.

COP/Admin IND VC 17004.7; Maintain vehicle pursuit records, no retention.
10-01-04 Concealed Weapons Permits Includes application, background and records checks reviewed by the Chief of Police for the issuance of the permit. Also includes notification from the Sheriff’s Department of the County of Alameda advising they have issued a Concealed Weapons Permit for a subject residing, employed in or owing a business in the City.

Denied permit applications
COP/Admin AE+2
CY+2
GC 34090; 2 year minimum requirement
PC 12071, Maintain records
PC 12078, Maintain records
State Recommendation, 2 years after the license
expires.
10-01-05 Equipment Inventory Equipment issued to officers and other department equipment. COP/Admin S+2 GC 34090; 2 year minimum requirement State Recommendation; 2 years after superseded for
listings of equipment assigned to divisions and
officers.
10-01-06 General Orders Maintained in Lexipol. COP/Admin C P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent, no citation
given.
10-01-07 Internal Affairs / Investigations Also includes officer involved deaths, traffic collision internal review documents
Sustained findings of misconduct.

COP/Admin C AC+5
AC+15
PC 832.5(b) Statutory minimum is 5 years, 15 years
for sustained misconduct.

EVC 1045; 5 years for conduct
PC 801.5; SOL of 4 years after event
PC 803(c); public officer, crime descriptions
VC 2547; SOL of 3 years for officer fraud
GC 12946; 2 4 years after completion/position filled
10-01-08 Livescan Fingerprinting Includes fingerprinting for massage, medical marijuana and taxi permits.

COP/Admin C CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain fingerprint
information for city employment for 2 years after
termination.
10-01-09 Locker & Riot Locker Logs Includes combinations and assigned lockers COP/Admin C S+2 GC 34090; 2 year minimum requirement State of California Guidelines; After superseded
10-01-10 Operation Orders Includes vacation sign ups and special details. Moves the bulk of staff all at once based on the event / order.

COP/Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for watch assignments, daily schedules and
timekeeping records.
10-01-11 Paid Overtime Signup Sheet Maintained by the individual division. Includes special details. COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for timekeeping records.
10-01-12 Pitchess Motions Copy maintained with the officer's file. COP/Admin CY+2 GC 34090; 2 year minimum requirement AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. XX.XX.2023 Agenda Packet Page 141 of 301
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10-00-00 POLICE SERVICES
Legend:

COP/Admin AE+2 GC 34090; 2 year minimum requirement
PC 12071, Maintain records
PC 12078, Maintain records
State Recommendation, 2 years after the license
expires.
10-01-14 Ride Along Requests COP/Admin CY+2 GC 34090; 2 year minimum requirement retention State of California Guidelines; 2 years plus the current year
10-01-15 Rules & Regulations COP/Admin C P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent, no citation
given.
10-01-16 Supervisor Staff Memos General status updates on current projects and items of interest.

Pertains mainly to operational issues.

COP/Admin CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
10-01-17 Video Surveillance Recordings - City
Facilities and Parks
Includes buildings, parking lots and city parks and pathways. COP/Admin 100 366 days * GC 34090.6; 100 days. 1 year * If a claim is filed or pending litigation, retain with the case file.

State of California Guidelines; 180 days for audio,
telephone and radio communication tapes., with
exceptions of recordings pertaining to GC 34090.6
10-01-18 Unusual Incident Reports Completed with Use of Force, CHP 187, injuries to employees and other unusual events.

COP/Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for use of force files
10-01-19 Use of Force Reports COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for use of force files
10-01-20 Vehicle Records Includes registration documents, equipment installation, maintenance records and other associated documentation.

COP/Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for daily activity logs.
10-01-21 Volunteer Program Includes application, ride-along waiver, background authorization, supplemental background information form, criminal history and records checks, LiveScan fingerprinting, training, community service records, background letters to neighboring agencies, and ID cards.

Denied volunteer applications
COP/Admin AT+3
AC+3
GC 12946; 2 4 years after completion/position filled
State of California Guidelines; 2 years after
termination
Administrative Decision: Maintain volunteer files for 3 years after termination for hired, 3 years after position filled for denied applications to follow recruitment
retention.
10-01-22 Work & Duty Schedules COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for watch assignments, daily schedules and
timekeeping records.
10-02-00 Records *** Maintain all case files confidential while active. California Public Records Act to be consulted. 10-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
10-02-02 Mark43 Database Electronic case management system. Records C IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
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10-00-00 POLICE SERVICES
Legend:

Records V Varies See specific case retention periods and citations listed below this heading:
187 - Murders Records V, C *** P PC 187; Definitions
PC 799; No statutes of limitations on actions
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

Officer Involved Shootings Includes shootings Records V, C *** AC+25 EVC 1045; Discovery of officer information on Internal Affairs cases. 5 year access limit.

PC 832.5; 5 years after case closure, confidential
document not for public exposure.

VC 2542 & 2547; Officer fraud or misrepresentation. 3
years after act or omission.

State Recommendation; Closure of case plus 25
years.

DOJ regulates, if not involving felonies, the report can be destroyed after 3 years, provided that accounting of incident has been placed with the case file.

Child Molestation Records V, C *** AC+10 PC 11169; Maintain PC 11170; 10 years from date of reporting , DOJ
Recommendation
Drug / Sex Crime Registration Sex offenders - Adult
Sex offenders - Juvenile
Records V, C *** L+2
* Varies
GC 34090; 2 year minimum requirement
* PC 290; definitions and references
W&IC 781; 5 years after record sealed or when
juvenile reaches 38 years. Permanent if tried as an
adult.

State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.

Sex Crimes Records V, C *** L+2 PC 261; Definitions
PC 220; Definitions & punishments
PC 286; Definitions & punishments
PC 289; Definitions & punishments
W&I 781; Juvenile records, when offender reaches
age 38, or 5 years after records are sealed.

Department of Justice recommends 25 years.

Administrative Decision: Maintain sex crime cases for
2 years after proof of offender's death.

Weapon Crimes Possession of illegal weapons, carrying concealed weapons, and other crimes relating to the possession or use of illegal weapons where no other crime has occurred.

Records V, C *** AC+10 GC 34090; 2 year minimum requirement Administrative Decision: Retain weapon crime
information for 10 years to track potentially violent
individuals.

Crimes with Death Records V, H, C *** P PC 799; No statutes of limitations on actions Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
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10-00-00 POLICE SERVICES
Legend:

DOJ recommends permanent for unsolved missing
persons.

Unattended Death / Suicide Suspicious
No suspicious circumstances
Records V, H, C ***
V, C ***
P
AC+2
PC 799; No statutes of limitations on actions
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
GC 34090; 2 year minimum requirement
Robberies / Burglary Records V, C *** AC+3 CCP 338 et al.; up to 3 years after commission of offense or after realization of offense.

State Recommendation; Closure of case plus 3 years.

Stolen Vehicles Records V, C *** AC+10 CA Law Enforcement Warrant Officers Association recommends keeping for 10 years.

Misdemeanors / Petty Theft Records V, C *** AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.

Marijuana Related Crimes Records V, C *** AC+2 * HS 11361.5, 11357 B, C, D, or E; 2 years after case closure, * or until offender reaches the age of 18 years provided there are no active warrants associated with
the case. Destroy Juvenile marijuana cases after age

18. Combined cases may be retained for the longest
applicable retention period.

Miscellaneous / Non-Criminal reports Includes Miscellaneous Civil/Juvenile/Investigation/Officer, Found Property, Lost Property, Abandoned Vehicle Abatement, 5150 WI, Private Property Tows, Repossessed Vehicles, vehicle and traffic collisions, etc.

Any type of report listed in this category description that pertains to a criminal case would be retained for the period of time indicated in the applicable case reports type described above.

Records/ Traffic C AC+2 GC 34090; 2 year minimum requirement ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. XX.XX.2023 Agenda Packet Page 144 of 301
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Legend:

Permanent if murder involved. Cases involving Murder
Records 366 Days *
P
GC 34090.6; 100 days. * If a claim is filed or pending
litigation, retain with the case file.

State of California Guidelines; 180 days for audio,
telephone and radio communication tapes., with
exceptions of recordings pertaining to GC 34090.6.

Administrative Decision: Maintain for 366 day to meet
restriction of the storage system and to satisfy statutes of limitations.
10-02-05 Cash Receipt Books Log of monies receive at the PD counter. Records CY+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations of 4 years
State of California Guidelines; 4 years after annual
audit
10-02-06 Clearance Letters Includes requests from persons residing in the City asking for a cursory records check through our RMS system to ascertain if the person has any negative information on file in our RMS system. This request results in a letter stating the results of the records check.

Records AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
completion for requests for criminal history
10-02-07 Criminal Background Checks Requests for criminal history from an outside agency. Records CY+3 GC 34090; 2 year minimum requirement CCP 340; 1 year statute of limitations
11 CCR 707(c); 3 years after release of record
10-02-08 Criminal Subpoenas Any subpoenas having to do with a criminal case. Records CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain subpoena logs
and subpoena duplicates for the current year plus 2
years.
10-02-09 DOJ Audit Reports / NCIC Entries National Crime Information Computer. DOJ requires reporting monthly for stolen vehicles/license plates, stolen weapons, warrants, missing persons and restraining orders. Inhouse audit performed and results faxed to DOJ.

Records AA+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for weekly, monthly, quarterly, and annual
activity/statistical reports.
10-02-10 False Alarm Claims Records CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for false alarm duplicates.
10-02-11 Monthly DOJ/UCR/BACS (MACR) Report Electronic statistical report maintained on a flash drive for future analysis. MACR - Monthly Arrest & Citations Register - DOJ form JUS 750.

Records CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for weekly, monthly, quarterly and annual
statistical reports.
10-02-12 Record Sealings Adults
Juveniles
Records V, C *** AC+3 *
AC+5 **
PC 851.8(a); Factually innocent records, 3 years after
arrest, * with district attorney approval.

Date of court ordered destruction
W&IC 781; 5 years after sealed by court order for atrisk youth; ** W&IC 781; When juvenile reaches the age of 38 for
murder and/or sex crimes occuring before the child is
14 years of age
** W&IC 781; For murder and/or sex crimes occuring
on or after the child reaches age 14, DO NOT
DESTROY.
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Legend:

Records CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for weekly, monthly, quarterly and annual
statistical reports.
10-02-14 Subpoenas Duces Tecum Subpoenas for records or property. Records CY+2 GC 34090.7; Duplicate records may be destroyed at any point before the total retention period
State of California Guidelines; Current year plus 2
years. Courts/County maintain the original record.
10-03-00 Traffic Unit
10-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

Traffic CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for parking and traffic citations.

Administrative Decision: Maintain commercial vehicle
inspections for the current year plus 2 years to support traffic citations.
10-03-03 Equipment Calibrations Preliminary Alcohol Screening Device and radar calibration. Traffic AT+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
termination for radar calibration records
10-03-04 Taxi Permits & Inspections Includes vehicle inspections for service providers. Traffic CY+2 GC 34090; 2 year minimum requirement 10-03-05 Traffic Citations Includes Citations and supporting documents such as Certified Copies of DMV Order of Suspension / Revocation
Traffic CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for parking and traffic citations.
10-03-06 Traffic Data Collection Used to monitor traffic speed and data for specific locations. Traffic CY+2 GC 34090; 2 year minimum requirement 10-04-00 Personnel & Training Records
10-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
10-04-02 Department Personnel Records Includes equipment released, employee transaction forms, step increases, corrective performance evaluations, background checks, and other materials related to the employee.

Similar to the files maintained by HR but contains other confidential information on officers.

Personnel C ATAS+6 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 4 years after termination or action
PC 832.5; 5 years for officer complaints
State of California Guidelines; 3 years after
termination for non-safety employees; 5 years after
termination for safety employees.
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Legend:

Administrative Decision: Maintain background checks
for 3 years after the position is filled to meet
recruitment retention requirements.
29 CFR 1627.3 - 3 years
8 CCR 11040 (7)(C) - 3 years
GC 12946 - 4 years
10-04-04 Citizen Inquires Form completed by a citizen. Complaints become formal investigations. Non-complaints are forwarded to other divisions or departments, as needed.

Personnel ACT Transitory Record: Maintain indefinitely or until data is transferred to record series.
10-04-05 Field Training Includes binders filed by officer containing class outline, tests, precentages, roster, handouts, instructor's qualifications and resumes, daily evaluations, qualification criteria and training scenarios, range lesson plans, firearms safety plan, weapon maintenance, firearm training manuals, simulation training, range master and safety officer for firearms and less-lethal weapons.

Personnel AC+15 State of California Guidelines; 15 years after completion for range lesson plans. No citation given.
10-04-06 Supervisory Notes / Records of Discussion Maintained under lock and key by each division for employees.

Notes and observations on performance related issues for the deployment period. Cycle varies and results are maintained by the highest level supervisor of the officer. Related to training.

Personnel C AT+6 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 4 years after termination or action
State of California Guidelines; 3 years after
termination for non-safety employees; 5 years after
termination for safety employees.
10-04-07 Training Management System Database
(TMS)
Used to track all training for officers, including inhouse, POST and other training sessions.

Personnel IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
10-04-08 Training Reimbursement Forms Used for officer training reimbursements. Duplicated information that is sent to Finance for processing. Maintained for 1 year in PD.

Personnel AC+1 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum retention period
10-04-09 Department Personnel Medical Records Similar to HR Medical files and may include records such as FMLA, exposure, doctor's notes, worker's compensation claim approvals and other medical information.

Personnel C AS+30 8 CCR 15400; Maintain reports
LC 110 - 139.6; 5 years for auditing
LC 6410; OSHA, maintain
29 CFR 1627.3(b)(1); 1 year from action
29 CFR 1910.1020; 30 years after employee
termination
State of California Guidelines; 30 after
completion/closure
10-05-00 Criminal Investigation Services
10-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
10-05-02 Alcohol Licensing - Temporary Use Includes one day events. ABC form 221. CIS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for temporary use permits
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Legend:

Administrative Decision: Maintain annual card room
permits for the current year plus 2 years to follow
bingo retention requirements by the State.
10-05-04 Audio Recordings - Routine Includes telephone and radio communications. If crime related, the District Attorney must request audio within 100 days of the date. The City Attorney will inform the PD about pending litigation, and will approve destruction of recordings on a monthly basis.

Comm 1 year GC 34090.6; 100 days. If a claim is filed or pending litigation, retain until pending litigation is resolved and * destroy with consent of the City Attorney.

State of California Guidelines; 180 days for audio,
telephone and radio communication tapes, with
exceptions of recordings pertaining to GC 34090.6
Administrative Decision: Maintain for 1 year to meet
statute of limitations for misdemeanors.
10-05-05 Body Worn Cameras Includes all recording systems whether body worn, handheld, or integrated into portable equipment.

REFERENCE GC 3301 AREA FOR STATUTES.

Records or logs of access and deletion of data.

Traffic 366 Days *
P
PC 832.18; GC 3301; GC 34090.6; 100 days. 1 year *
If a claim is filed or pending litigation, retain with the case file.

State of California Guidelines; 180 days for audio,
telephone and radio communication tapes., with
exceptions of recordings pertaining to GC 34090.6.

Administrative Decision: Maintain for 366 day to meet
restriction of the storage system and to satisfy statutes of limitations.
10-05-06 Cabaret Permits - Annual Approved annually by Council. CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for certain licenses.

Administrative Decision: Maintain cabaret permits for
the current year plus 2 years to follow similar retention required by the State.
10-05-07 Cabaret Permits - Temporary CIS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for temporary use permits
10-05-08 Informant Files Maintained in paper form and reviewed annually for activity.

Includes vice crimes (gang, narcotics, prostitution, robbery).

CIS C AT+10 GC 34090; 2 year minimum requirement
State of California Guidelines; 10 years after
termination for informant files, no citation stated
10-05-09 Massage Parlor Establishments CIS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Completion plus 2
years for massage parlor permits.
10-05-10 Patrol Bulletins Informational notice about crimes in areas of the City. CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for weekly, monthly, quarterly and annual
statistical reports.
10-05-11 Pawn Slips CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for Secondhand Dealers and Pawn Brokers.
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Legend:

Adults
Juvenile
CIS
L+2
* Varies
GC 34090; 2 years minimum
* PC 290; definitions and references
W&IC 781; 5 years after record sealed or when
juvenile reaches 38 years. Permanent if tried as an
adult.

State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
10-05-14 Registration Files - 457.1 Arson - Adults
Arson - Juveniles
CIS L+2
* Varies
GC 34090; 2 years minimum
H&S 11594; 5 years after termination of parole or
probation
PC 186.32; 5 years after last registration requirement
* PC 457; Arson registration for juveniles, 25 years of age or when records are sealed per W&IC 781
State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
10-05-15 Second Hand Dealer Licenses Includes licenses for antique dealers and other second hand sellers.

Property CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for Secondhand Dealers and Pawn Brokers.
10-05-16 Track Fliers Includes BOLOs from to other agencies. CIS CY+2 GC 34090; 2 year minimum requirement 10-06-00 Property & Evidence
10-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
10-06-02 Asset Seizure/Forfeiture Form For monies seized over a certain amount. Requested from a major crimes task force, and ultimately scanned to Records with the case file. Originals are maintained by the DA, a copy is maintained by the City.

Property ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum retention period
10-06-03 Auction Reports Property CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after financial audit for surplus property auctions including listings of property.
10-06-04 Criminal Case Disposition
Notification/Reports
Case disposition confirmation from the District Attorney or court system. DOJ form 8715.

Property CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for case tracking records
10-06-05 Evidence Purge/Disposition Includes weapons destruction logs, drug destruction logs, deposit receipts, property disposition memorandums and returns to owners.

Property P State of California Guidelines; Permanent for gun destruction. No citation given. Current year plus 2
years for property control logs recording items coming
into and going out of property rooms.
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10-00-00 POLICE SERVICES
Legend:

Property P GC 34090; 2 year minimum requirement
State of California Guidelines; No citation given.

Current year plus 2 years for property control logs
recording items coming into and going out of property
rooms.
10-07-00 Crime Prevention Committee
10-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
10-07-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
10-07-03 Minutes Clerk P GC 34090(e); Minutes of governing bodies, Permanent
GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
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AGENDA BILL
Agenda Item No. 7.H.

Date: May 2, 2023
To: El Cerrito City Council
From: Eric Saylors, Fire Chief; Joseph Torres, Battalion Chief; Anthony Dawson, Engineer, Fire Department
Subject: Execute an Agreement for the Lease Purchase of Two Replacement Command Vehicles in an Amount Not to Exceed $150,000

ACTION PROPOSED
Adopt a Resolution to authorize the lease-to-own purchase of two (2) Chevrolet Tahoe SSV command staff vehicles from California Automotive Retailing Group, INC DBA Dublin Chevrolet of Dublin, CA.

BACKGROUND/ANALYSIS
The Fire Department’s staff vehicle fleet consists of nine vehicles that serve daily duty for the Fire Chief, Training Chief, three duty Battalion Chiefs, Fire Prevention Officer, two utility pickups, and a reserve vehicle. Of the current fleet vehicles in service, five have over 150,000 miles and vary from 13-15 years old. The vehicle currently being driven by the Fire Chief has 286,000 miles. The replacement of outdated vehicles will provide staff with safer, more efficient, and more reliable means by which to serve the citizens of El Cerrito. The cost of repairing the aging fleet will rise with continued use, and potential vehicle failure could put our employees and citizens at risk.

The 2023 4-wheel drive Chevrolet Tahoe SSV represents the industry standard in emergency response staff vehicles with an emergency light package and reflective striping. The incident command module will be capable of dual 800 Mhz Motorola radio communications and wireless mobile data terminal VHF radios. Safety features include six airbags, forward collision alert, off-road safety features and StabiliTrak/ESC. The 2023 Tahoe SSV comes equipped with a host of public safety-specific features that make it the ideal platform for a command vehicle. The purchase will be executed through a cooperative purchase “tag on” from Alameda County Fire Department (Attachment 2).

STRATEGIC PLAN CONSIDERATIONS
The approval of these contracts fulfills Goal B: Achieve Long-term Financial Sustainability and Goal E: Ensure the Public's Health and Safety.

ENVIRONMENTAL CONSIDERATIONS
During the evaluation and planning for the purchase of the new vehicles, staff explored all options regarding the purchase of electric vehicles. Due to the requirements for command vehicles, the following challenges or barriers were identified and considered in the determination not to purchase electric vehicles:

Agenda Packet Page 151 of 301
Agenda Item No. 7.H.
• The vehicle must accommodate at least four radios for in-county and out-ofcounty response (Challenge). • The vehicle must accommodate a command box, typically 44 inches x 22 inches x 28 inches, and a SCBA harness (Challenge).
• The vehicle must open up from the back, allowing the incident commander to stand at the back of the unit at the command box unimpeded (Challenge). • The vehicle must be ready to respond 24/7 to a fire (Barrier). • The vehicle must be ready to respond 24/7 to an out-of-county wildland fire (Barrier).
• Currently, the El Cerrito Fire Department does not have the capacity to change an electric vehicle (Barrier).
• The Ford F-150 Lightning is the only electric vehicle readily available on the market today that can meet the challenges of the command vehicle. However, the Lightning has a ten-hour charge time and cannot respond to wildland fires.

Furthermore, replacement of the current command vehicles will remove two significant polluting vehicles from the road, improving emissions and environmental impact. Staff therefore recommends the approval of the proposed lease purchase agreement. As with all vehicles in the City fleet, staff will continue to explore the use of electric and other alternative fuel vehicles that can meet the requirements for duty vehicles and allow the Fire Department to serve the public safely, and will seek to purchase and use such vehicles in the future when suitable vehicles and local charging infrastructure are available.

FINANCIAL CONSIDERATIONS
The cost of the lease-to-own purchase agreement is in an amount not to exceed $150,000. This cost includes the purchase price for each vehicle of $49,4810 (Attachment 3), radios for $9,173.33 (Attachment 4), and $41,774.03 to outfit both vehicles for emergency response and incident command capabilities (Attachments 5 and 6) for a total cost of $149,909.36. The cost of the vehicles is financed at an interest rate of 7.285% for 34 months. The first monthly payment of $4,923.77 would be due by July 1, 2023 and monthly thereafter for the duration of the agreement. At the end of the 34 month period, the vehicles will be paid off and owned by the City. Funds to cover the cost of purchasing both vehicles was approved by City Council on March 7, 2023 as part of midyear budget adjustments for FY 2022-23.

LEGAL CONSIDERATIONS
The City Attorney has reviewed and approved the terms of the lease-to-own financing.

Reviewed by:

Agenda Packet Page 152 of 301
Agenda Item No. 7.H.

Karen Pinkos, City Manager
Attachments:

1. Resolution

2. ALCO GM Dublin Contract

3. Dublin Automotive Group Quote

4. Motorola Radios quote

5. Lehr Command vehicle outfitting quote

6. Chiefs vehicle outfitting quote
Agenda Packet Page 153 of 301
Agenda Item No. 7.H.

Attachment 1
RESOLUTION 2023-XX

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL CERRITO AUTHORIZING

THE CITY MANAGER OR HER DESIGNEE TO EXECUTE AN AGREEMENT FOR

FINANCING THE PURCHASE OF TWO REPLACEMENT COMMAND STAFF VEHICLES IN AN AMOUNT NOT TO EXCEED $150,000
WHEREAS, the Fire Department requires staff vehicles for daily operations and to respond to emergencies; and
WHEREAS, Fire Department staff fleet vehicles must be maintained in an always ready state;
WHEREAS, five of the Fire Department’s nine staff vehicles are beyond their life expectancy and require replacement to avoid catastrophic mechanical failure; and WHEREAS, the Fire Department has obtained a competitive quote through a competitive purchase process conducted by Alameda County Fire Department for two replacement Command Staff vehicles. This is a qualifying exception to the City’s competitive purchase policy; and
WHEREAS, the purchase of the two replacement vehicles will be a lease to own purchase agreement for a term of 34 months.

NOW THEREFORE, BE IT RESOLVED by the City Council of the City of El Cerrito authorizes the City Manager or designee to execute an agreement for lease-to-own financing the purchase of two replacement command staff vehicles in an amount not to exceed $150,000, consistent with this resolution and the staff report related to this action, including all attachments, subject to approval as to form by the City Attorney.

BE IT FURTHER RESOLVED that this resolution shall become effective immediately upon passage and adoption.

I CERTIFY that at a regular meeting on May 2, 2023 the City Council of the City of El Cerrito passed this Resolution by the following vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

IN WITNESS of this action, I sign this document and affix the corporate seal of the City of El Cerrito on .
________________________
Holly M. Charléty, City Clerk
APPROVED:

Agenda Packet Page 154 of 301
Agenda Item No. 7.H.

Attachment 1
________________________
Lisa Motoyama, Mayor
Agenda Packet Page 155 of 301
Master Contract No. 901979
Procurement Contract No. 22889

COUNTY OF ALAMEDA

STANDARD SERVICES AGREEMENT
This Agreement, dated as of 9/ 28/ 2021 , is by and between the County of Alameda, hereinafter referred to as the "County", and California Automotive Retailing Group, Inc. dba Dublin Chevrolet, hereinafter referred to as the "Contractor".

WITNESS ETH
Whereas, County desires to obtain vehicle purchase which are more fully described in Exhibit A hereto ("Description of Services"); and
Whereas, Contractor is professionally qualified to provide such services and is willing to provide same to County; and
Now, therefore it is agreed that County does hereby retain Contractor to provide vehicle purchase, and Contractor accepts such engagement, on the General Terms and Conditions hereinafter specified in this Agreement, the Additional Provisions attached hereto, and the following described exhibits, all of which are incorporated into this Agreement hy this reference:

Exhibit A
Exhibit A-1
Exhibit B
Exhibit C
Exhibit D
Exhibit E
Definition of Services
Specific Requirements
Payment Terms
Insurance Requirements
Debarment and Suspension Certification
The Iran Contracting Act (ICA) of2010
-----
The term of this Agreement shall be from October 1, 2021 through September 30, 2024.

The County neither warrants nor guarantees any minimum compensation to the Contractor under this Agreement. Payment to Contractor shall be based on actual services performed on behalf of the County. The compensation payable to Contractor hereunder shall be paid from a total pool contract amount for the vehicle purchase. The total pool amount for all contracts shall not exceed Nine Million dollars ($9,000,000) for the term of this Agreement.

Agenda Item No. 7.H.

Attachment 2
Agenda Packet Page 156 of 301
Master Contract No. 901979
Procurement Contract No. 22889
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year first above written.

COUNTY OF ALAMEDA
By: ____ -+c;:----'-~-D~- cu-Slg-'-~-·d-by- :------
4fg1l1at<\if'e90 .

Name: Detra Dillon -----=-"--"~=-c.cc.c..=-"-------
(Printed)
Title: Procurement Administrator ·------"'....;:,,.;;;,.=c...c.=~c..c....cc..===.c=...="-'-'--- Date: 9/ 28/ 2021 ---------------

CALIFORNIA AUTOMOTIVE

RETAILING GROUP, DBA DUBLIN

CHEVROLET
By: l!=~~
coo3F@f,gffflture
Name: Richard Slade
(Printed)
Title: Director of Fleet and commercial
Date: 9/ 27 ;2021
By signing above, signatory warrants
and represents that he/she executed this
Agreement in his/her authorized
capacity and that by his/her signature
on this Agreement, he/she or the entity
upon behalf of which he/she acted,
executed this Agreement.

Page 2 of 15 ends

Agenda Packet Page 157 of 301
Master Contract No. 901979
Procurement Contract No. 22889

GENERAL TERMS AND CONDITIONS

1. INDEPENDENT CONTRACTOR: No relationship of employer and employee is created by this Agreement; it being understood and agreed that Contractor is an independent contractor. Contractor is not the agent or employee of the County in any capacity whatsoever, and County shall not be liable for any acts or omissions by Contractor nor for any obligations or liabilities incurred by Contractor.

Contractor shall have no claim under this Agreement or otherwise, for seniority, vacation time, vacation pay, sick leave, personal time off, overtime, health insurance medical care, hospital care, retirement benefits, social security, disability, Workers' Compensation, or unemployment insurance benefits, civil service protection, or employee benefits of any kind.

Contractor shall be solely liable for and obligated to pay directly all applicable payroll taxes (including federal and state income taxes) or contributions for unemployment insurance or old age pensions or annuities which are imposed by any governmental entity in connection with the labor used or which are measured by wages, salaries or other remuneration paid to its officers, agents or employees and agrees to indemnify and hold County harmless from any and all liability which County may incur because of Contractor's failure to pay such amounts.

In carrying out the work contemplated herein, Contractor shall comply with all applicable federal and state workers' compensation and liability laws and regulations with respect to the officers, agents and/or employees conducting and participating in the work; and agrees that such officers, agents, and/or employees will be considered as independent contractors and shall not be treated or considered in any way as officers, agents and/or employees of County.

Contractor does, by this Agreement, agree to perform his/her said work and functions at all times in strict accordance with currently approved methods and practices in his/her field and that the sole interest of County is to insure that said service shall be performed and rendered in a competent, efficient, timely and satisfactory manner and in accordance with the standards required by the County agency concerned.

Notwithstanding the foregoing, if the County determines that pursuant to state and federal law Contractor is an employee for purposes of income tax withholding, County may upon two week's notice to Contractor, withhold from payments to Contractor hereunder federal and state income taxes and pay said sums to the federal and state governments.

2. INDEMNIFICATION: To the fullest extent permitted by law, Contractor shall hold harmless, defend and indemnify the County of Alameda, its Board of Supervisors,

Page 3 of 15 ends

Agenda Packet Page 158 of 301
Master Contract No. 901979
Procurement Contract No. 22889
employees and agents from and against any and all claims, losses, damages, liabilities and expenses, including but not limited to attorneys' fees, arising out of or resulting from the performance of services under this Agreement, provided that any such claim, loss, damage, liability or expense is attributable to bodily injury, sickness, disease, death or to injury to or destruction of property, including the loss therefrom, or to any violation of federal, state or municipal law or regulation, which arises out of or is any way connected with the performance of this agreement ( collectively "Liabilities") except where such Liabilities are caused solely by the negligence or willful misconduct of any indemnitee.

The County may participate in the defense of any such claim without relieving Contractor of any obligation hereunder. The obligations of this indemnity shall be for the full amount of all damage to County, including defense costs, and shall not be limited by any insurance limits.

In the event that Contractor or any employee, agent, or subcontractor of Contractor providing services under this Agreement is determined by a court of competent jurisdiction or the Alameda County Employees' Retirement Association (ACERA) or California Public Employees' Retirement System (PERS) to be eligible for enrollment in A CERA and PERS as an employee of County, Contractor shall indemnify, defend, and hold harmless County for the payment of any employee and/or employer contributions for A CERA and PERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of County.

3. INSURANCE AND BOND: Contractor shall at all times during the term of the Agreement with the County maintain in force, at minimum, those insurance policies and bonds as designated in the attached Exhibit C, and will comply with all those requirements as stated therein. The County and all parties as set forth on Exhibit C shall be considered an additional insured or loss payee if applicable. All of Contractor's available insurance coverage and proceeds in excess of the specified minimum limits shall be available to satisfy any and all claims of the County, including defense costs and damages. Any insurance limitations are independent of and shall not limit the indemnification terms of this Agreement. Contractor's insurance policies, including excess and umbrella insurance policies, shall include an endorsement and be primary and non-contributory and will not seek contribution from any other insurance ( or selfinsurance) available to County. Contractor's excess and umbrella insurance shall also apply on a primary and non-contributory basis for the benefit of the County before County's own insurance policy or self-insurance shall be called upon to protect it as a named insured.

4. PREVAILING WAGES: Pursuant to Labor Code Sections 1770 et seq., Contractor shall pay to persons performing labor in and about Work provided for in Contract not less than the general prevailing rate of per diem wages for work of a similar character in the locality

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in which the Work is performed, and not less than the general prevailing rate of per diem wages for legal holiday and overtime work in said locality, which per diem wages shall not be less than the stipulated rates contained in a schedule thereof which has been ascertained and determined by the Director of the State Department of Industrial Relations to be the general prevailing rate of per diem wages for each craft or type of workman or mechanic needed to execute this contract.

5. WORKERS' COMPENSATION: Contractor shall provide Workers' Compensation insurance, as applicable, at Contractor's own cost and expense and further, neither the Contractor nor its carrier shall be entitled to recover from County any costs, settlements, or expenses of Workers' Compensation claims arising out of this Agreement.

6. CONFORMITY WITH LAW AND SAFETY:
a. In performing services under this Agreement, Contractor shall observe and comply with all applicable laws, ordinances, codes and regulations of governmental agencies, including federal, state, municipal, and local governing bodies, having jurisdiction over the scope of services, including all applicable provisions of the California Occupational Safety and Health Act. Contractor shall indemnify and hold County harmless from any and all liability, fines, penalties and consequences from any of Contractor's failures to comply with such laws, ordinances, codes and regulations.
b. Accidents: If a death, serious personal injury, or substantial property damage occurs in connection with Contractor's performance of this Agreement, Contractor shall immediately notify the Alameda County Risk Manager's Office by telephone.

Contractor shall promptly submit to County a written report, in such form as may be required by County of all accidents which occur in connection with this Agreement. This report must include the following information: (I) name and address of the injured or deceased person(s); (2) name and address of Contractor's sub-Contractor, if any; (3) name and address of Contractor's liability insurance carrier; and ( 4) a detailed description of the accident and whether any of County's equipment, tools, material, or staff were involved.
c. Contractor further agrees to take all reasonable steps to preserve all physical evidence and information which may be relevant to the circumstances surrounding a potential claim, while maintaining public safety, and to grant to the County the opportunity to review and inspect such evidence, including the scene of the accident.

7. DEBARMENT AND SUSPENSION CERTIFICATION: (Applicable to all agreements funded in part or whole with federal funds and contracts over $25,000).

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a. By signing this agreement and Exhibit D, Debarment and Suspension Certification, Contractor/Grantee agrees to comply with applicable federal suspension and debarment regulations, including but not limited to 7 Code of Federal Regulations (CFR) 3016.35, 28 CFR 66.35, 29 CFR 97.35, 34 CFR 80.35, 45 CFR 92.35 and Executive Order 12549.
b. By signing this agreement, Contractor certifies to the best of its knowledge and belief, that it and its principals:
( 1) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntary excluded by any federal department or agency; (2) Shall not knowingly enter into any covered transaction with a person who is proposed for debarment under federal regulations, debarred, suspended, declared ineligible, or voluntarily excluded from participation in such transaction.

8. PAYMENT: For services performed in accordance with this Agreement, payment shall be made to Contractor as provided in Exhibit B hereto.

9. TRAVEL EXPENSES: Contractor shall not be allowed or paid travel expenses unless set forth in this Agreement.

10. TAXES: Payment of all applicable federal, state, and local taxes shall be the sole responsibility of the Contractor.
11 . OWNERSHIP OF DOCUMENTS: Contractor hereby assigns to the County and its assignees all copyright and other use rights in any and all proposals, plans, specification, designs, drawings, sketches, renderings, models, reports and related documents (including computerized or electronic copies) respecting in any way the subject matter of this Agreement, whether prepared by the County, the Contractor, the Contractor's subContractors or third parties at the request of the Contractor (collectively, "Documents and Materials"). This explicitly includes the electronic copies of all above stated documentation.

Contractor also hereby assigns to the County and its assignees all copyright and other use rights in any Documents and Materials including electronic copies stored in Contractor's Information System, respecting in any way the subject matter of this Agreement.

Contractor shall be permitted to retain copies, including reproducible copies and computerized copies, of said Documents and Materials. Contractor agrees to take such

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further steps as may be reasonably requested by County to implement the aforesaid assignment. If for any reason said assignment is not effective, Contractor hereby grants the County and any assignee of the County an express royalty - free license to retain and use said Documents and Materials. The County's rights under this paragraph shall apply regardless of the degree of completion of the Documents and Materials and whether or not Contractor's services as set forth in Exhibit "A" of this Agreement have been fully performed or paid for.

In Contractor's contracts with other Contractors, Contractor shall expressly obligate its Sub-Contractors to grant the County the aforesaid assignment and license rights as to that Contractor's Documents and Materials. Contractor agrees to defend, indemnify, and hold the County harmless from any damage caused by a failure of the Contractor to obtain such rights from its Contractors and/or Sub-Contractors.

Contractor shall pay all royalties and license fees which may be due for any patented or copyrighted materials, methods or systems selected by the Contractor and incorporated into the work as set forth in Exhibit "A", and shall defend, indemnify and hold the County harmless from any claims for infringement of patent or copyright arising out of such selection. The County's rights under this Paragraph 11 shall not extend to any computer software used to create such Documents and Materials.

12. CONFLICT OF INTEREST; CONFIDENTIALITY: The Contractor covenants that it presently has no interest, and shall not have any interest, direct or indirect, which would conflict in any manner with the performance of services required under this Agreement.

Without limitation, Contractor represents to and agrees with the County that Contractor has no present, and will have no future, conflict of interest between providing the County services hereunder and any other person or entity (including but not limited to any federal or state wildlife, environmental or regulatory agency) which has any interest adverse or potentially adverse to the County, as determined in the reasonable judgment of the Board of Supervisors of the County.

The Contractor agrees that any information, whether proprietary or not, made known to or discovered by it during the performance of or in connection with this Agreement for the County will be kept confidential and not be disclosed to any other person. The Contractor agrees to immediately notify the County by notices provided in accordance with Paragraph 13 of this Agreement, if it is requested to disclose any information made known to or discovered by it during the performance of or in connection with this Agreement. These conflict of interest and future service provisions and limitations shall remain fully effective five (5) years after termination of services to the County hereunder.

13. NOTICES: All notices, requests, demands, or other communications under this Agreement shall be in writing. Notices shall be given for all purposes as follows:

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Personal delivery: When personally delivered to the recipient, notices are effective on delivery.

First Class Mail: When mailed first class to the last address of the recipient known to the party giving notice, notice is effective three (3) mail delivery days after deposit in a United States Postal Service office or mailbox. Certified Mail: When mailed certified mail, return receipt requested, notice is effective on receipt, if delivery is confirmed by a return receipt.

Overnight Delivery: When delivered by overnight delivery (Federal Express/Airborne/United Parcel Service/DHL WorldWide Express) with charges prepaid or charged to the sender's account, notice is effective on delivery, if delivery is confirmed by the delivery service. Telex or facsimile transmission: When sent by telex or facsimile to the last telex or facsimile number of the recipient known to the party giving notice, notice is effective on receipt, provided that (a) a duplicate copy of the notice is promptly given by first-class or certified mail or by overnight delivery, or (b) the receiving party delivers a written confirmation of receipt. Any notice given by telex or facsimile shall be deemed received on the next business day if it is received after 5:00 p.m. (recipient's time) or on a non-business day.

Addresses for purpose of giving notice are as follows:

To County:

To Contractor:

COUNTY OF ALAMEDA

GENERAL SERVICES AGENCY

MOTOR VEHICLE DIVISION
165-13th Street, Oakland, CA 94612
Attn: Ashwin Swenson, [email protected]

COUNTY OF ALAMEDA

PUBLIC WORKS AGENCY
6089 Madigan Road, Dublin, CA 94568
Attn: Jennifer Nuyten, [email protected]
ZONE 7 WATER DISTRICT
100 North Canyons Parkway, Livermore, CA 94551
Attn: Zeljka Bozic, [email protected]
CALIFORNIA AUTOMOTIVE RETIALING GROUP, INC.

DBA DUBLIN CHEVROLET
4200 John Monego Court, Dublin, CA 94568
Attn: Richard Slade, [email protected]

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Any correctly addressed notice that is refused, unclaimed, or undeliverable because of an act or omission of the party to be notified shall be deemed effective as of the first date that said notice was refused, unclaimed, or deemed undeliverable by the postal authorities, messenger, or overnight delivery service.

Any party may change its address or telex or facsimile number by giving the other party notice of the change in any manner permitted by this Agreement.

14. USE OF COUNTY PROPERTY: Contractor shall not use County property (including equipment, instruments and supplies) or personnel for any purpose other than in the performance of his/her obligations under this Agreement.

15. EQUAL EMPLOYMENT OPPORTUNITY PRACTICES PROVISIONS: Contractor assures that he/she/it will comply with Title VII of the Civil Rights Act of 1964 and that no person shall, on the grounds of race, creed, color, disability, sex, sexual orientation, national origin, age, religion, Vietnam era Veteran's status, political affiliation, or any other nonmerit factor, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under this Agreement.
a. Contractor shall, in all solicitations or advertisements for applicants for employment placed as a result of this Agreement, state that it is an "Equal Opportunity Employer" or that all qualified applicants will receive consideration for employment without regard to their race, creed, color, disability, sex, sexual orientation, national origin, age, religion, Vietnam era Veteran's status, political affiliation, or any other non-merit factor.
b. Contractor shall, if requested to so do by the County, certify that it has not, in the performance of this Agreement, discriminated against applicants or employees because of their race, creed, color, disability, sex, sexual orientation, national origin, age, religion, Vietnam era Veteran's status, political affiliation, or any other non-merit factor.
c. If requested to do so by the County, Contractor shall provide the County with access to copies of all of its records pertaining or relating to its employment practices, except to the extent such records or portions of such records are confidential or privileged under state or federal law.
d. Contractor shall recruit vigorously and encourage minority - and women-owned businesses to bid its subcontracts.

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El Cerrito City CouncilMay 2, 2023

El Cerrito City Council
May 2, 2023