Attachment III Exhibit B — Hayward City Council, October 10, 2023

ATTACHMENT III

EXHIBIT B:

City’s Records Retention Schedule
Revised March 16, 2017
Revised 2023

CITYWIDE ADMINISTRATIVE RECORDS

LEGEND
ACT= Active Year AU = Audit CL = Closed/ Completion CY = Current Year DF = Digital Files E = Election FN = Film Negatives FY = Fiscal Year HCO = Hardcopy original HIST = Historic Value IND = Indefinite L = Life of LF = Laserfiche MAJ = Majority MAT = Maturity

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
3 CITYWIDE ADMINISTRATIVE RECORDS

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
4 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Administrative Rules IND 2 PC, DF GC §34090
Boards, Commissions, Committees, and Task Forces Minimum 2 2 DF GC §34090 Chronological Files Minimum 2 2 PC GC §34090
City Council Agenda Reports
When no
longer
required
When no
longer
required
PC GC
§34090.7
City Operating Budget Files IND 2 PC GC
§34090.7
Contracts and Professional Services Agreements Minimum L + 4 L + 4 HCO, PC CCP §337
Departmental Accounting Files Minimum 2 2 PC GC §34090 Departmental Operating Budget Files Minimum 2 2 PC GC §34090 Department Personnel Files Minimum 2 2 PC GC §34090
Departmental Payroll, Benefits, Sick Leave, and Timecards Minimum 2 2 PC GC §34090 Electronic Mail 60 days - DF City Policy
Electronic Written Communication (Electronic Mail, MS
Teams Chat, Zoom Chat, Q&A, Cell Phone Texts, and other Platform for Communication)
90 days 90 days DF GC §34090
§34090.5
Exempt Group (Council, E-Team & Certain Employees) 2 years 90 days DF GC §34090 §34090.5
Zoom/MS Teams Video (City Employees, Trainings) 2 years 30 days
after
recording
DF GC
§54953.5
Employee Files TEN + 2 TEN + 2 PC GC §12946
General Correspondence Files Minimum 2 2 PC GC §34090
General Subject Files Minimum 2 2 DF, HCO GC §34090
Leave Request Forms Minimum 2 2 HCO, DF GC §34090
Master Fee Schedule Minimum
2 2 DF GC §34090
Public Records Act Request Logs Minimum 2 2 PC GC §34090

CITY ATTORNEY

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
6 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Administrative Office Files 4 2 HCO, PC GC §34090
Agreements for Governmental Agencies ACT + 2 2 HCO, PC GC §34090 Client Department Files
Airport 4 2 HCO, PC GC §34090
Community & Economic Development 4 2 HCO, PC GC §34090
Finance 4 2 HCO, PC GC §34090
Fire 4 2 HCO, PC GC §34090
Human Resources 4 2 HCO, PC GC §34090
Library 4 2 HCO, PC GC §34090
Planning 4 2 HCO, PC GC §34090
Police 4 2 HCO, PC GC §34090
Public Works 4 2 HCO, PC GC §34090
Redevelopment 4 2 HCO, PC GC §34090
Charter Files 4 2 HCO, PC GC §34090
Municipal Code & Ordinances 4 2 HCO, PC GC §34090
General Legal Services Files
Boards and Commissions 6 2 HCO, PC GC §34090
City Attorney Opinions PERM 2 HCO, PC GC §34090
Closed Session Memos 6 2 HCO, PC GC §34090
Conflict of Interest 6 2 HCO, PC GC §34090
Elections 6 2 HCO, PC GC §34090
Research Files 2 2 HCO, PC GC §34090

CITY ATTORNEY

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
7 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Litigation
Legal Services 6 2 HCO, PC GC §34090
Rent Control 6 2 HCO, PC GC §34090
Rent Review
Annual Rent Fee Files 10 2 HCO, PC GC §34090
Mobilehome Arbitrations 10 2 HCO, PC GC §34090
Ordinances Revisions 6 2 HCO, PC GC §34090
Residential Arbitrations 10 2 HCO, PC GC §34090
Residential Mediations 10 2 HCO, PC GC §34090
Risk Management
Accident Reports/ Investigations 6 2 HCO, PC GC §34090
Claims IND 2 HCO, PC GC §34090
Insurance PERM 2 HCO, PC GC §34090

CITY CLERK

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
9 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Affidavits of Publication 4 2 HCO GC §34090
Agreements/ Contracts
Appointee Contracts TERM + 4 TERM + 4 HCO, DF CCP
§337.2
Community Development Block Grant (CDBG)
PERM ACT + 4 HCO CCP
§337.2
Easements PERM PERM HCO GC §34090
Franchises PERM PERM HCO, DF CCP
§337.2
Leases ACT + 4 ACT + 4 HCO CCP
§337.2
Memorandum of Understanding (MOU) PERM PERM HCO GC §34090 Projects (Certain may be ACT + 4) PERM PERM HCO, DF GC §34090 Real Property Contracts PERM PERM HCO GC §34090
Social Services PERM PERM HCO GC §34090
Street Improvement Contracts PERM PERM HCO GC §34090
Utility Service PERM PERM HCO GC §34090
Annexation Records PERM PERM HCO GC §34090
Assessment Districts PERM PERM HCO GC §34090
Boards, Commissions, Committees, and Task Forces
Agenda Reports 5 CY + 2 HCO, DF GC
§34090(d)
Board and Commission Recruitment Files 2 2 HCO GC §34090 Minutes PERM PERM HCO GC §34090
Original Applications of Members: Selected TERM + 5 TERM + 5 HCO GC §40801 Original Applications of Members: Not Selected CL + 2 CL + 2 HCO GC §34090

CITY CLERK

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
10 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Certificates of Completion, Mandatory Training for Ethics and Harassment Prevention 5 5 HCO
GC
§53235.2
(b)
GC
§53237.2
(b)
Planning Commission Minutes PERM PERM HCO, DF GC
§34090(d)
Planning Commission Speaker Cards 2 6 months HCO, DF GC §34090 Bonds MAT + 4 MAT + 4 HCO CCP
§337.2
Budget and Financial Documents
Audit Reports PERM 4 HCO CCP
§337.2
Comprehensive Annual Financial Report (CAFR) PERM AU + 7 HCO GC §34090.7
Recommended City Budget PERM CY + 2 HCO GC §34090
Final City Budget PERM PERM HCO GC §34090
Five-Year Capital Improvement Program PERM TEN + 5 HCO CCP §337.2
Master Fee Schedule PERM PERM HCO GC §34090
Ten-Year Capital Improvement Program PERM TEN + 5 HCO CCP §337.2
City Manager’s Biweekly Report, Employee Newsletter IND 2 PC, DF GC §34090 Election Records
Ballots PERM PERM HCO
CA
Constitution
Art XIII,
Prop 218
Assessment
Districts
Candidate Statements PERM E + 4 HCO GC §81009
Election Results PERM 2 HCO GC §34090

CITY CLERK

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
11 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Nomination Papers: Successful E + 4 E + 4 HCO EC §17100 Nomination Papers: Unsuccessful E + 2 E + 2 HCO GC
§81009(b)
Oath of Office TERM + 6 TERM + 6 HCO GC §34090
Petition, Initiative, Referendum, and Recall 9 months 9 months HCO EC §17200 Sample Voter Pamphlet PERM 2 HCO GC §34090
Fair Political Practice Filings
Campaign Disclosure Records
Unsuccessful Incumbent Candidates PERM PERM HCO GC §81009 Unsuccessful Non-Incumbent Candidates E + 5 E + 5 HCO GC §81009(b)
Successful Candidates PERM PERM HCO
GC
§81009(b)
GC
§81009(g)
Statement of Economic Interest (Form 700)
Copies 4 4 PC GC
§81009(f)
Originals TERM + 7 TERM + 7 HCO, DF GC
§81009(e)
Governing Boards*
Agendas 5 CY + 2 HCO, DF GC §34090
Agenda Reports 5 CY + 2 HCO, DF GC
§34090(d)
Minutes / Legislative History PERM PERM HCO, DF GC
§34090(e)
Ordinances PERM PERM HCO, DF GC
§34090(e)
Council Correspondence CY + 2 CY + 1 HCO GC §50115
GC §6253
Public Hearing Notices/Affidavits of
Publication/Distribution List 5 CY + 4 HCO CCP §343
GC §34090

CITY CLERK

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
12 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
*Includes City Council, Geologic Hazard Abatement District, Redevelopment Successor Agency Oversight Board, South Hayward BART Station Access Authority, Redevelopment/Successor Agency, Housing Authority, and Hayward Public Finance Authority.

Resolutions PERM PERM HCO, DF GC
§34090(e)
Speaker Cards 2 6 months HCO, DF GC §34090
Tapes: Audio & Video IND CY + 3
months TAPE GC
§34090.7
Granicus Videos In
Perpetuity
30 days
after
recording
DF GC
54953.5
YouTube Videos In
Perpetuity
30 days
after
recording
DF GC
54953.5
Zoom/ MS Teams Videos
30 days
after
recording
30 days
after
recording
DF GC
54953.5
Historical Documents PERM PERM HCO GC §34090
Landscape & Lighting Assessment District (LLD) PERM PERM HCO GC §34090(d)
Legal Documents
Claims against City of Hayward 6 ACT + 2 HCO, DF GC §34090 Summons & Complaints Log CY + 2 2 HCO GC §34090
Loans CL Life of
Loan HCO GC §34090
Local Improvement District (LID) PERM PERM HCO GC §34090 Mandated Costs: Form Open Meetings Act – 3 2 2 PC GC
§34090(d)
Oaths of Office – Personnel PERM 2 HCO GC §34090
Passports
Certification for Passport Program CY + 2 CY + 2 HCO US Dept. of State
Passport Transmittals 2 2 HCO US Dept.
of State

CITY CLERK

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
13 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Policies and Procedures, Directives
Administrative Rules PERM PERM HCO, DF GC §34090
Boards, Commissions, and Committee By-Laws PERM PERM HCO, DF GC §34090 Conflict of Interest Codes PERM PERM HCO GC §34090
Certificates of Destruction PERM 2 HCO GC §34090
Request for Authorization to Destroy Records Memos PERM 2 HCO GC §34090 Records Retention Schedule PERM CL + 4 HCO, DF CCP §343 Public Records Act Request Log and Responses CL + 2 CL + 2 HCO, DF GC §34090 Recorded Documents/Deeds PERM PERM HCO, DF GC §34090
Tract Files PERM PERM HCO GC §34090
Vehicle Ownership & Title Transfers IND Until Sold HCO, DF VC §9900 Prop 218 Protest Letters CY + 2 CY + 2 HC GC 53753

CITY MANAGER

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
15 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference

ADMINISTRATION
Citizen Communications 2 2 HCO/PC GC §34090
City Manager’s Biweekly Reports 2 2 HCO GC §34090
Committee Packets 2 2 PC GC §34090
City Manager’s Community Reports 2 2 PC GC 34090
Organizational Departments Intervention 2 2 PC GC §34090 Quarterly Department/ Community Reports 2 2 PC GC §34090 Strategic Planning Documents 2 2 PC GC §34090

ECONOMIC DEVELOPMENT
Community Development Block Grant Small Business
Revolving Loan Fund Files CL + 4 4 HCO
24 CFR /
570.502(b)
(3)
(7)(i)(A)
Council Economic Downtown Committee Meeting Records
(except minutes) 2 2 HCO GC §34090
Economic Development Strategic Plan PERM 2 DF GC §34090 Economic Development working files 5 2 HCO GC §34090
Industrial Development Bond Project Files
MAT + AU MAT + 4 HCO/PC CCP §337
Small Business Revolving Loan Fund Committee: Meeting
Records 5 2 HCO GC §34090

NEIGHBORHOOD SERVICES
Access Hayward Information Hard Copy 2 2 HCO/PC GC §34090 Hayward Unified School District/ Hayward Area Recreation and Park District use of School Facilities and Related Forms 2 2 HCO/PC GC §34090 Neighborhood Interest and Asset Surveys PERM 2 HCO/PC GC §34090 Neighborhood Partnership Program Files PERM 2 HCO/PC GC §34090

CITY MANAGER

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
16 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Operations Information Procedures/ Forms PERM 2 HCO/PC GC §34090 Special Projects 7 2 HCO/PC GC §34090

REDEVELOPMENT & HOUSING
Council Downtown Committee Meeting Packets 10 2 DC, HCO, PC GC §34090
Downtown Business Improvement Advisory Board Meeting
Packets 10 2 DC, HCO,
PC, GC §34090
Hayward Redevelopment Agency Committee (HRAC)
Meeting Packets 10 2 DC, HCO,
PC GC §34090
Contracts for Downtown Vendors L + 4 L + 4 HCO, PC CCP §337 Downtown Events Files 5 2 HCO, PC GC §34090
Downtown Programs Redevelopment/Economic
Development Loan Programs L + 4 L + 4 HCO, PC CCP §337 Financial/ Fiscal
Audits 5 2 HCO, PC GC §34090
Revenue & Taxation:

Mortgage Revenue Bonds Project Files

MAT + AU 2 DF, HCO,
PC GC §34090
Redevelopment Agency Bonds MAT + 4 2 DF, HCO,
PC GC §34090
Leases (Month-to-Month) L + 4 L + 4 HCO, PC CCP §337
Legal Services L + 4 L + 4 HCO, PC CCP § 337
Outside Organization Files 2 2 HCO, PC GC §34090
Personnel
Training, Workshops & Seminars (Informational Materials) CY 2 PC GC §34090 Policy and Procedures
City 2 2 PC GC §34090

CITY MANAGER

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
17 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Redevelopment Agency (RDA) Bylaws 2 2 PC GC §34090
Records Management PERM 2 HCO, PC GC §34090
Professional Services Contracts/ Agreements L + 4 L + 4 DF, HCO, PC CCP §337
Redevelopment Plans & Studies 2 2 DF, HCO,
PC GC §34090
Redevelopment Project Contracts & Agreements PERM PERM DF, HCO, PC GC §34090
Files of Participants in Housing Projects or Programs
238 Stipend Payouts and Tenant Files L + 4 L + 4 HCO, PC GC §34090 CCP § 337
B Street Bungalows – Loans/Homes – Community
Development Block Grant (CDBG) CL + 4 CL + 4 HCO
24 CFR

85.42 as
amended
by
24 CFR
570.502(a)
(16)
CDBG Loans (Shared Appreciation) CL + 4 CL + 4 HCO
24 CFR

85.42 as
amended
by
24 CFR
570.502(a)
(16)
FHP (First Time Home Buyer Program) Electronic
Payments(Low-Mod) L + 4 L + 4 HCO CCP §337
FHP Homebuyer Loans (Low-Mod) L + 4 L + 4 HCO CCP §337
Housing Programs (Master Files)
Agreements and Records Affecting Title/Liens PERM PERM HCO, DF GC §34090 Refinances and Resales PERM PERM HCO GC §34090
Federal Funding Records (CDBG and Neighborhood
Stabilization Program) IND CL + 4 HCO
24 CFR

85.42 as
amended
by

CITY MANAGER

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
18 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
24 CFR
570.502(a)
(16)
Buyer qualifications and related correspondence IND 2 HCO GC §34090 Mortgage Revenue Bonds Monitoring Project Files IND MAT + 4 HCO CCP §337 238 Settlement and Agreement PERM PERM HCO/PC GC §34090 Housing Development Action Grant Files (HODAG) -
Funded Projects PERM PERM HCO GC §34090
Professional Services Contracts L + 4 L + 4 HCO, PC CCP §337 Redevelopment Successor Agency Oversight Board Files
Recognized Obligation Payment Schedule IND 10 DF CCP §337 Long Range Property Management Plan IND CL + 5 DF GC
§34090(e)
Due Diligence Reviews IND 10 DF GC
§34090(e)
Finding of Completion IND CL + 5 DF GC
§34090(e)
Asset Transfer Review IND 5 DF GC
§34090(e)
Enforceable Obligation Payment Schedule (EOPS)
Document Request (State Request) L + 4 L + 4 HCO, PC CCP §337 County Trust Fund Reports July 1, 2011 – January 31,
2012 (Department of Finance 3/1/2012) 2 2 HCO, PC GC §34090 Oversight Board (meeting materials, attendance,
appointments) 2 2 HCO, PC GC §34090
DOF Document Request – 2012 Supporting Doc’s for
Enforceable Obligations (EOPS) 2 2 HCO, PC GC §34090

COMMUNITY SERVICES
Community Development Block Grant (CDBG)
Administration PERM CL + 4 HCO, DF
24 CFR

85.42,
as amended
by
24 CFR
570.502(a)(
7)(i)(A)

CITY MANAGER

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
19 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
CDBG Files -- Real Property Acquisition
(Title and Payoff Records) PERM PERM HCO, DF GC §34090
CDBG Files -- Real Property Acquisition (Project Files) L + 4 L + 4 HCO, DF 24 CFR

85.42,
as amended
by
24 CFR
570.502(a)(
7)(i)(A)
CDBG General Files CL + 4 CL + 4 HCO, DF
24 CFR

85.42,
as amended
by
24 CFR
570.502(a)(
7)(i)(A)
CDBG Construction Files (no interest in property) CL + 4 CL + 4 HCO, DF 24 CFR

85.42,
as amended
by
24 CFR
570.502(a)(
7)(i)(A)
CDBG Financial Files -- Other Than Real Property
Acquisitions CL + 4 CL + 4 HCO, DF
24 CFR

85.42 as
amended
by
24 CFR
570.502(a)(
7)(i)(A)
CDBG Housing Rehabilitation Contractor Files
CL + 4 CL + 4 HCO, DF
24 CFR

85.42 as
amended
by
24 CFR
570.502(a)(
7)(i)(A)
CDBG Housing Rehabilitation Loans (Project Files) L + 4 L + 4 HCO, DF 24 CFR

85.42 as
amended
by
24 CFR

CITY MANAGER

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
20 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
570.502(a)(
7)(i)(A)
CDBG Housing Rehabilitation Loans (Title and Payoff
Records) PERM PERM HCO, DF GC §34090
Para-Transit Program Applications FY + 4 2 HCO, DF GC §34090 Para-Transit Program Contacts FY + 4 2 HCO, DF GC §34090 Social Services Project Files

2 2 HCO, DF
GC §34090

DEVELOPMENT SERVICES

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
22 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference

BUILDING DIVISION
Building Permits PERM L
(Building) DF, MF H&S
19850
Permit Plans PERM PERM LF, MF GC §34090
Plan Check Files PERM PERM DF, HCO GC §34090
Street Files PERM PERM DF, HCO GC §34090
Unreinforced Masonry Buildings (URM) PERM PERM HCO GC §34090

CODE ENFORCEMENT
Community Enforcement Case Files 5 2 DF & HCO
GC §34090
Residential Rental Inspection Program Files 5 2 DF & HCO GC §34090
Vendor Files (Not including original contracts) CY + 2 2 PC GC §34090 Zoning Violation Files PERM PERM DF & HCO
GC §34090

HOUSING DIVISION
Rental Ordinance Administration
Ordinances Revisions 6 2 HCO, PC,
DF GC §34090
Annual Rent Fee Files 5 2 HCO, PC,
DF GC §34090
Rental Ordinance Files 5 2 HCO, PC,
DF GC §34090
Rent Increase and Termination Notices 5 2 HCO, PC,
DF GC §34090
Affordable Housing
Agreements and Records Affecting Title/Liens PERM PERM HCO, DF, LF GC §34090
Mortgage Revenue Bonds Project Files
MAT + AU 2 DF, HCO,
PC GC §34090
City Financed Affordable Housing Project Files MAT +AU 2 DF, HCO, PC GC §34090

DEVELOPMENT SERVICES

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
23 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Agreements and Records Affecting Title/Liens PERM PERM HCO, DF
GC
§34090
Refinances and Resales PERM PERM HCO GC §34090
Federal and State Funding Records
L +
additional
required by
contract
CL + 4 DF, HCO,
PC
24 CFR

85.42 as
amended
by
24 CFR
570.502(a)
(16)
Buyer/Ttenant application, qualifications, and related
correspondence
5 +
additional
required by
contract
2 DF,HCO GC §34090
Project Monitoring files
5 +
additional
required by
contract
MAT + 4 DF, HCO,
PC CCP §337
Buyer/borrower application, qualifications, monitoring
documentation and related correspondence
SALE /
PAY + 5 DF, HCO,
PC
Professional Services Contracts L + 4 L + 4 HCO, PC CCP §337

PLANNING DIVISION
Administrative Files
Bond/ Tree Preservation MAT + 10 MAT + 10 HCO CCP
§337.5
Hayward Area Recreation & Park District (HARD)/ Park
in lieu fees/ Park Dedication PERM PERM PC GC §34090
Certificate of Final Acceptance (also known as Landscape Inspection Files) PERM PERM PC GC §34090
Maintenance Bond MAT+10 MAT + 10 HCO CCP
§337.5
Tree Removal & Pruning Permit 7 5 2 PC GC §34090
Project Developments with equal or greater than 2,500 sq. ft. of landscape PERM PERM DF, HCO GC §34090

Annexation PERM PERM DF, HCO GC §34090

DEVELOPMENT SERVICES

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
24 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Applicant/Owner Cards PERM 5 2 DF, HCO GC §34090
Certificate of Compliance PERM PERM DF, HCO GC §34090
Certificate of Merger PERM PERM DF, HCO GC §34090
Certificate of Final Acceptance (Kept by Landscape Architect until deemed complete by Building Department or Certificate of Occupancy is issued.)

CL PERM DF, HCO GC
§34090(a)
Development Projects with 2,500 sq. ft. or Greater of
Landscape that require Civil Improvement Plans PERM PERM DF, HCO GC §34090 Development Projects with 2,500 sq. ft. or Greater of
Landscape seeking Building Permit CL PERM DF, HCO GC §34090 Encroachment Permits PERM PERM DF, PC GC §34090
Environmental Impact Reports PERM PERM DF, HCO GC §34090 General and Neighborhood Plans PERM PERM DF, HCO GC §34090 General Information re: Land Use, Environmental,
Demographic, Economic, Transportation PERM PERM DF, HCO GC §34090 Intergovernmental Referrals 3 2 DF, HCO GC §34090
Landscape Plans
Architect’s Files PERM PERM DF, HCO GC §34090
Planning Applications/ Permits PERM PERM DF, HCO GC §34090 Building Permits PERM PERM DF, HCO H&S
§19850
Lot Line Adjustment PERM PERM DF, HCO GC §34090
Project Files
Code Change PERM PERM DF, HCO GC §34090
Mobile Home Parks PERM PERM DF, HCO GC §34090
Site Plan Review PERM PERM DF, HCO GC §34090
Use Permit PERM PERM DF, HCO GC §34090

DEVELOPMENT SERVICES

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
25 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Variance PERM PERM DF, HCO GC §34090
Zone Change/ Pre-Zoning PERM PERM DF, HCO GC §34090
Sign Permits PERM 2 DF, HCO GC §34090
Street Cards PERM PERM 5 DF, HCO GC §34090
Tentative Tract/Parcel Map PERM PERM DF, HCO GC §34090
Tract Files PERM PERM DF, HCO GC §34090
Water and Sewer Agreement PERM PERM DF, HCO GC §34090

FINANCE

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
27 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference

ACCOUNTING
Annual Report for State Controller PERM PERM HCO, DF GC §34090 Bank Statements CY + 6 CY + 6 HCO. DF 26 CFR

1.6001-1
Trustee Statements CY + 6 CY + 6 HCO, DF CCP §337
Canceled Checks
CY + 4 CY + 4 DF CCP §337
Daily Cash Receipts CY + 4 CY + 4 HCO, DF CCP §337
General Ledger (Supporting Documents)
CY + 4 CY + 4 HCO, DF CCP §337
General Ledger-Year End CY + 4 CY + 4 HCO, DF CCP §337 Journal Vouchers
CY + 4 CY + 4 HCO, DF CCP §337
Salary Garnishments TEN + 5 TEN + 5 HCO, DF 29 CFR
516.2
All Other Payroll/Benefits CY + 5 CY + 5 HCO, DF CAC 22- 1085-2

ADMINISTRATION
Annual Audits CY + 4 CY + 4 HCO CCP §337
Adopted Budget 20 2 HCO GC §34090
Budget Related Information
2 2 HCO GC §34090
Certificate of Participation 2 2 HCO GC §34090
Community Program Budgets 2 2 HCO GC §34090
General Obligation Bonds MAT + 10 MAT + 10 HCO CCP
§337.5
Housing Authority Bonds
MAT + 10 MAT + 10 HCO CCP
§337.5
Investment Advisory Committee Files PERM PERM HCO 26 CFR

1.6001-1
Master Fee Back Up Files 2 2 HCO GC §34090

FINANCE

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
28 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Master Fee Schedule 10 2 DF GC §34090
Mid-Year Information 2 2 HCO GC §34090
Redevelopment Agency Bonds MAT + 10 MAT + 10 HCO CCP
§337.5
Sewer Bonds MAT + 10 MAT + 10 HCO CCP
§337.5
St. Rose Hospital Bonds MAT + 10 MAT + 10 HCO CCP
§337.5
Water Bonds MAT + 10 MAT + 10 HCO CCP
§337.5

PURCHASING & ACCOUNTS PAYABLE
Accounts Payable CY + 4 CY + 4 HCO CCP §337
Auction Item List 2 2 HCO GC §34090
Bid Files CL + 4 CL + 4 HCO CCP §337
Bid Files (construction, communications, IT) CL + 4 CL + 4 HCO CCP §337 Bid Lists 2 2 HCO GC §34090
Insurance Certificates CY + 4 CY + 4 HCO CCP §337
Office Equipment Maintenance Contracts ACT + 4 ACT + 4 HCO CCP §337 Purchase Orders CY + 4 CY + 4 HCO CCP §337
Retiree Direct Deposit Forms CY + 4 CY + 4 HCO CCP §337 Surplus Property Disposal 2 2 HCO GC §34090
Sealed Bid Sales CY + 4 CY + 4 HCO CCP §337
W-9 Forms 5 5 HCO GC §34090

REVENUE
Business License ACT + 4 2 HCO GC §34090

FINANCE

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
29 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Original Applications, Renewals, and Nonprofit
Exemptions IND 2 HCO GC §34090
Transient Occupancy Tax IND ACT + 4 HCO CCP §337
Special Permits IND ACT + 4 HCO CCP §337
Customer Water Account Records
Customer Service Checks IND 2 HCO GC §34090
Customer Service Office Action Cards 2 2 HCO GC §34090
Customer Service Turn Off/On Cards 2 2 HCO GC §34090
Low Income Applications 2 2 HCO GC §34090
New Service & Change Cards 2 2 HCO GC §34090
Original Customer Service Address Cards 2 2 HCO GC §34090 Water Adjustment Cards 2 2 HCO GC §34090
Water Billing Registers 2 2 HCO GC §34090
Water Meter Change Cards 2 2 HCO GC §34090
Water Service Repair Orders 2 2 HCO GC §34090
Water Service Restrictions 2 2 HCO GC §34090
Water Work Orders ACT + 2 2 HCO GC §34090
Duplicate Revenue Vouchers CY + 6 CY + 6 PC 26 CFR

1.6001-1
Excise Tax and Utility Users Tax Exemption Files 2 2 HCO GC §34090 Parking Citations CY + 5 CY + 5 HCO VC
§40222-b
Permit Parking List 2 2 HCO GC §34090
Real Property Transfer Tax

FINANCE

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
30 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Alameda County/City of Hayward Reports CY + 4 CY + 4 DF CCP § 337 Grant Deed Documents IND 2 DF GC §34090
Revenue Files – Fees/Fines/Forfeitures/Licenses/Taxes CY + 6 CY + 6 HCO 26 CFR

1.6001-1

FIRE

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
32 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference

ADMINISTRATIVE FILES
Administrative Leave Reports CY + 3 2 DF GC §34090
Basic Life Support (BLS) –
Pre-hospital Care Audits/Reports CY + 7 2 HCO GC §34090 Department Directives IND 2 PC GC §34090
Department Log Books (Historical) PERM PERM HCO GC §34090 Personnel – Exposure Records TENURE
+30 30 DF, HCO 29 CFR
1910.1020
Personnel – Medical Records 30 years CY + 30 DF, HCO 29 CFR 1910.1020
Downtown Photo Project (Magdaleno) PERM 2 HCO GC §34090 Facilities Work Orders CY + 2 2 PC GC §34090
Fire Incident Reports PERM 3 DF, MF UFC
104.3.2
Financial Reports CY + 2 2 DF GC §34090
Fuel Reports
CY + 2 2 HCO GC §34090
Utstein Forms – Cardiac Arrest Incident Reports CY + 4 2 HCO GC §34090 Holiday Postings CY + 4 2 HCO GC §34090
Intubation Forms CY + 4 2 HCO GC §34090
Purchase Orders (All types) CY + 4 CY + 4 HCO, PC CCP §337 Significant Incident File IND 3 DF, LF,

MF, HCO
UFC
104.3.2

EMERGENCY MEDICAL OFFICE RECORDS
American Heart Association Class Rosters 3 2 HCO GC §34090 Advanced Cardiac Life Support Cards 2 2 HCO GC §34090
Alameda County (ALCO) EMT CE Certificates 3 2 PC GC §34090 FIRE

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
33 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
ALCO EMT Renewal Applications 3 2 PC GC §34090
ALCO EMT Cards 2 2 PC GC §34090
Cardio Pulmonary Resuscitation (CPR) Instructor Cards 2 2 PC GC §34090 CPR Instructor Renewal Applications 3 2 PC GC §34090
CPR Provider Cards 2 2 PC GC §34090
Paramedic License CE (Continuing Education) 4 2 PC GC §34090 Paramedic License 2 2 PC GC §34090
Paramedic Renewal Applications 4 2 PC GC §34090
Patient Care Reports (PCRs) 7* Title 22 DF
CA Code
of
Regulations
PALS Cards (Pediatric Advanced Life Support) 2 2 PC GC §34090 Refusal of Care 7* Title 22 HCO
CA Code
of
Regulations
Refusal of Service 7* Title 22 HCO
CA Code
of
Regulations
FIRE MARSHAL’S OFFICE ADMINISTRATIVE RECORDS
False Alarm Reports 2 2 HCO GC §34090
Lock Box Records PERM 2 HCO GC §34090

FIRE PREVENTION RECORDS
Fire Extinguisher Training, Affidavits, Fumigations, and Pig Roast 2 2 HCO GC §34090
Plan Reviews and Inspections PERM 3 DF, LF,
MF
UFC
103.3.4
Fire Investigation Photos PERM 3 DF, FN
UFC
104.3.2

FIRE

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
34 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Fire Investigation Reports, General PERM 3 DF UFC
104.3.2
* Pediatric cases – one year past the age of maturity (18) Fire Investigation Reports, Arson (Evidence of homicide) PERM PERM DF PC §799 Fire Investigation Reports, Arson (Evidence of great bodily harm) PERM 6 DF PC §799
Inspection Records – Annual Inspection Files PERM 3 HCO, LF, MF
UFC
104.3.2
New Construction Files - Other than Real Property ACT + 2 3 DF, HCO, LF, MF
UFC
103.3.4
New Construction Files (related to fire) - Real Property PERM PERM DF, HCO, LF, MF
UFC
103.3.4
Sign-out book for Fire Incident Reports for customers 5 2 HCO GC §34090 Underground Plans PERM PERM DF, HCO,
LF, MF GC §34090
HAZARDOUS MATERIALS (HazMat) RECORDS
California Accidental Release Program (Cal ARP) Records CalARP Audit Reports PERM 5 HCO 27 CCR
§15185
CalARP Registration Form PERM 5 HCO 27 CCR
§15185
CalARP Risk Management Plans PERM 5 HCO 27 CCR
§15185
Case Investigation Records
HazMat/ HazWaste Complaint Report PERM 5 HCO 27 CCR
§15185
HazMat/ HazWaste Incident Report PERM 5 HCO 27 CCR
§15185
HazMat/ HazWaste Investigation Report PERM 5 HCO 27 CCR §15185
HazMat/ HazWaste-Related Correspondence PERM 5 HCO 27 CCR §15185
Certified Unified Program Agency (CUPA)-to-State Reports CUPA Annual Report to CalEPA (California
Environmental Protection Agency) PERM 5 DF, HCO 27 CCR
§15185
FIRE

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
35 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
CUPA Annual Self Evaluation PERM 5 DF, HCO 27 CCR
§15185
CUPA Application PERM 5 HCO 27 CCR
§15185
CUPA Billings Report PERM 5 DF, HCO 27 CCR
§15185
CUPA Evaluation by CalEPA PERM 5 DF, HCO 27 CCR
§15185
CUPA Policies & Guidelines PERM 5 DF, HCO 27 CCR
§15185
CUPA Staff Training Records PERM 5 DF, HCO 27 CCR
§15185
CUPA State Charges Remittance Report PERM 5 DF, HCO 27 CCR §15185
Customer Satisfaction Survey –Forms PERM 5 DF, HCO 27 CCR §15185
Customer Satisfaction Survey -Report PERM 5 DF, HCO 27 CCR §15185
Periodic Reports – Data Printout PERM 5 DF 27 CCR
§15185
Facility Closure Records
Facility Closure Notification PERM 5 HCO 27 CCR
§15185
Facility Closure Report PERM 5 HCO 27 CCR
§15185
Facility Closure Work Plan PERM 5 HCO 27 CCR
§15185
Hazardous Materials Business Plans (HMBP)
Hayward Hazardous Materials Area Plan PERM 5 DF, HCO 27 CCR §15185
Hazardous Materials Business Plan PERM 5 HCO 27 CCR
§15185
HMBP Certification PERM 5 HCO 27 CCR
§15185
HMBP Claim of Exemption PERM 5 HCO 27 CCR
§15185
Hazardous Materials Enforcement Records
Enforcement Referrals & AEOs
(Administrative Enforcement Orders) PERM 5 HCO 27 CCR
§15185
FIRE

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
36 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Notice of Non-Compliance PERM 5 HCO 27 CCR
§15185
Notice of Pre-Enforcement Hearing PERM 5 HCO 27 CCR
§15185
Hazardous Materials Facility Application
Business Activities Form PERM 5 HCO 27 CCR
§15185
Chemical Inventory & Worksheets PERM 5 HCO 27 CCR
§15185
Fire Department One-time Permit PERM 5 HCO 27 CCR
§15185
HazMat/ CUPA Permit Application PERM 5 HCO 27 CCR
§15185
HazMat Facility Tracking Form PERM 5 HCO 27 CCR
§15185
HazMat Project Construction Plans PERM 5 HCO 27 CCR
§15185
HazMat Project Punch List & Approval PERM 5 DF, HCO 27 CCR §15185
Hazardous Materials Facility Permits
HazMat/ CUPA Permit & Registration PERM 5 HCO 27 CCR
§15185
Permit Transfer Form PERM 5 HCO 27 CCR
§15185
Hazardous Materials Inspection Reports
Inspection Checklists PERM 5 HCO 27 CCR
§15185
Inspection Report (Notes & Narrative) PERM 5 HCO 27 CCR §15185
Inspection Report Summary PERM 5 HCO 27 CCR
§15185
Notice to Comply PERM 5 HCO 27 CCR
§15185
Summary of Violations PERM 5 HCO 27 CCR
§15185
Hazardous Waste Records
HazWaste Disposal Records PERM 5 HCO 27 CCR
§15185
FIRE

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
37 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
HazWaste Generator Records PERM 5 HCO 27 CCR
§15185
HazWaste Generator Reports PERM 5 HCO 27 CCR
§15185
HazWaste Minimization Certification PERM 5 HCO 27 CCR
§15185
HazWaste Tank Certification PERM 5 HCO 27 CCR
§15185
HazWaste Treatment Notification PERM 5 HCO 27 CCR
§15185
RCRA-LQG Report to DTSC
(Resource Conservation Recovery Act – Large
Quantity Generators) (Department of Toxic Substance
Control)
PERM 5 HCO 27 CCR
§15185
Tiered Permit Closure Plan & Cost PERM 5 HCO 27 CCR
§15185
Tiered Permit Financial Assurance Certification PERM 5 HCO 27 CCR §15185
Site Contamination Records
Site Contamination Activity Report PERM 5 DF, HCO,
LF
27 CCR
§15185
Site Contamination Closure Document PERM 5 DF, HCO,
LF
27 CCR
§15185
Site Contamination Closure Request PERM 5 DF, HCO,
LF
27 CCR
§15185
Site Contamination Work Plan PERM 5 DF, HCO,
LF
27 CCR
§15185
Unauthorized Release Form & Report PERM 5 HCO, LF 27 CCR §15185
Underground Storage Tanks Records
UST Certification of Installation/ Modification PERM 5 HCO 27 CCR §15185
UST Designated Operator PERM 5 HCO 27 CCR
§15185
UST Financial Responsibility Certification PERM 5 HCO 27 CCR §15185
UST Monitoring Plan PERM 5 HCO 27 CCR
§15185
UST Monitoring System Test & Certification PERM 5 HCO 27 CCR §15185
FIRE

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
38 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
UST Operating Permit PERM 5 HCO 27 CCR
§15185
UST Registration for Facility - Form A PERM 5 HCO 27 CCR §15185
UST Registration for Tank - Form B PERM 5 HCO 27 CCR
§15185
UST Removal Report PERM 5 HCO 27 CCR
§15185

HUMAN RESOURCES

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
40 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Applications TEN + 5 2 HCO, LF,
PC GC 12946
California Occupational Safety and Health Administration (CAL OSHA) ACT + 5 ACT + 5 HCO 8 CCR
14300.33
Office of Fair Employment and Housing / Equal
Employment Opportunity Commission Files ACT + 2 ACT + 2 HCO, DF GC §12946
Certifications TEN + 5

TEN + 3

HCO, LF,
PC
Cal. Labor
Code
§1198.5
(AB 2674)
Disciplinary Actions TEN + 5
TEN + 3 HCO, PC
Cal. Labor
Code
§1198.5
(AB 2674)
Employee Benefits ACT + 6 ACT + 6 HCO, LF,
PC
29 USC
1027
Employee Relations Complaints TEN + 5

TEN + 3
LF, PC
Cal. Labor
Code
§1198.5
(AB 2674)
Employment Required Licenses TEN + 5

TEN +3

HCO, LF,
PC
Cal. Labor
Code
§1198.5
(AB 2674)
Grievances TEN + 5

TEN + 3
LF, PC
Cal. Labor
Code
§1198.5
(AB 2674)
Job Analysis Studies IND 2 HCO, PC GC §34090
Labor Relations IND 2 HCO GC §34090
Performance Appraisals TEN + 5

TEN + 3

HCO, LF,
PC
Cal. Labor
Code
§1198.5
(AB 2674)
Personnel Policies PERM PERM HCO GC §34090
Personnel History TEN + 5

TEN + 3

HCO, LF,
PC
Cal. Labor
Code
§1198.5
(AB 2674)

HUMAN RESOURCES

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
41 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Reference Checks
TEN + 5 TEN + 2 HCO, PC GC §12946
Safety Inspections (CAL/OSHA) IND 2 HCO, DF GC §34090
Salary Surveys 2 2 HCO, PC GC §34090
Testing 2 2 HCO, LF,
PC GC 12946
Worker’s Compensation Claims - Third Party Administrator is the custodian PERM PERM HCO
CCR
14311,
15400.2,
Cal. Labor
Code §110-
139.6

INFORMATION TECHNOLOGY

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
43 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Consultant Contracts L + 4 L + 4 HCO, PC CCP §337
Databases
Access Hayward IND IND DF GC §34090
GC §34090.5
Agenda Manager IND IND DF GC §34090
GC §34090.5
ArcGIS IND IND DF GC §34090
GC §34090.5
Chameleon IND IND DF GC §34090
GC §34090.5
Exchange IND IND DF GC §34090
GC §34090.5
Govor IND IND DF GC §34090
GC §34090.5
Granicus/Legistar IND IND DF GC §34090
GC §34090.5
Laserfiche IND IND DF GC §34090
GC §34090.5
Munis IND IND DF GC §34090
GC §34090.5
Netfile IND IND DF GC §34090
GC §34090.5
Police Database IND IND DF GC §34090
GC §34090.5
SQL Server IND IND DF GC §34090
GC §34090.5
Energov and Tyler IND IND DF GC §34090
§34090.5
GovQA IND IND DF GC §34090
§34090.5
Primary Care (Vaccination Records) IND IND DF GC §34090 §34090.5
VEOCI (EOC Records) IND IND DF GC §34090
§34090.5
Help Desk System CL+2 CL+2 DF GC
§34090(d)
Social Media IND2 IND2 DF GC §34090
Website Content S+2 S+2 DF GC §34090

LIBRARY & COMMUNITY SERVICES

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
45 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference

COMMUNITY SERVICES
Community Development Block Grant (CDBG)
Administration PERM CL + 4 HCO, DF
24 CFR

85.42,
as amended
by
24 CFR
570.502(a)(
16)
CDBG Files -- Real Property Acquisition
(Title and Payoff Records) PERM PERM HCO, DF GC §34090
CDBG Files -- Real Property Acquisition (Project Files) L + 4 L + 4 HCO, DF 24 CFR

85.42,
as amended
by
24 CFR
570.502(a)(
16)
CDBG General Files CL + 4 CL + 4 HCO, DF
24 CFR

85.42,
as amended
by
24 CFR
570.502(a)(
16 CDBG Construction Files (no interest in property) CL + 4 CL + 4 HCO, DF 24 CFR

85.42,
as amended
by
24 CFR
570.502(a)(
16 CDBG Financial Files -- Other Than Real Property
Acquisitions

CL + 4

CL + 4 HCO, DF
24 CFR

85.42 as
amended by
24 CFR
570.502(a)(
16)
CDBG Housing Rehabilitation Contractor Files

CL + 4

CL + 4 HCO, DF
24 CFR

85.42 as
amended by
24 CFR

LIBRARY & COMMUNITY SERVICES

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
46 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
570.502(a)(
16)
CDBG Housing Rehabilitation Loans (Project Files)
L + 4

L + 4 HCO, DF
24 CFR

85.42 as
amended by
24 CFR
570.502(a)(
16)
CDBG Housing Rehabilitation Loans (Title and Payoff
Records) PERM PERM HCO, DF GC §34090
Para-Transit Program Applications FY + 4 FY + 4 HCO, DF CCP §337 Para-Transit Program Contacts FY + 4 FY + 4 HCO, DF CCP §337 Social Services Project Files
2 2 HCO, DF GC §34090

LIBRARY ANNUAL REPORTS
Annual Report to State Library IND 2 DF, PC GC §34090
Housing and Urban Development Required Reports IND CL + 4 DF GC §34090 Hayward Public Library Circulation Reports PERM 2 DF, PC GC §34090

LIBRARY BUDGET DOCUMENTS
City Operating Budget IND 2 PC GC §34090

LIBRARY OPERATIONAL FILES
Grants IND Varies by
grant

HCO, DF,
PC GC §34090
Pacific Library Partnership ACT + 4 2 PC GC §34090
Library Policy and Procedure Manual 2 2 DF, HCO GC §34090

MAINTENANCE SERVICES

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
48 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference

BUILDING MANAGEMENT
Alameda County Tenant Rent Reports 2 2 HCO GC §34090
Capital Projects ACT + 2 ACT + 2 HCO GC §34090
City Hall/B Street General Files 2 2 HCO GC §34090
Key Receipts 2 2 HCO GC §34090
Rotunda Rental Agreements ACT + 4 ACT + 4 HCO CCP §337 Security Guard Reports 2 2 HCO GC §34090

FACILITIES MANAGEMENT
Completed Project Files 10 10 HCO CCP
§337.15
Daily Work Orders (CRMs) 2 2 DF CCP
§337.15
Elevator Permits for City Facilities

L
(Facility)
L of
equipment
+ 4
HCO GC §34090
Energy Reports for City Facilities 2 2 DF GC §34090
Equipment Files L (Equip.) L + 4 HCO CCP 337
Open Capital Project
ACT + 2 ACT + 2 HCO GC §34090
Surveillance Footage for City Hall/Parking Garage/Library 1 1 DF GC §34090.6
Underground Storage Tanks L L HCO LC
§7683(b)

FLEET MANAGEMENT
Acting Slips (Payroll & Benefits) 2 2 HCO
PC
GC §34090
GC
§34090.7
Capital Improvement Projects (Specifications and Plans) ACT + 2 ACT + 2 HCO GC §34090 Daily Work Orders (CRM’s) 2 2 HCO GC 34090

MAINTENANCE SERVICES

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
49 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Driver Log 2 2 HCO GC §34090
Restitutions (Accident Reports/ Investigations) 2 2 PC GC §34090 Safety Meeting Minutes 2 2 HCO GC §34090
Standby Log S S HCO GC §34090
Vehicle Maintenance Records L of
vehicle
L of
vehicle + 2 HCO, PC GC §34090
CCP 337
Vehicle Registration L of
vehicle CY HCO, PC GC §34090
Vehicle Specifications 2 2 HCO, PC GC §34090

LANDSCAPE MANAGEMENT
Requests (CRM, email, letters) Active Address Files –
TreeKeeper7Program 2 2 HCO GC §34090
Capital Improvement Project - Budget Information ACT + 2 ACT + 2 PC GC §34090 Requests (CRM, email, letters) Completed Addresses -
TreeKeeper7Program 2 2 HCO,
PC GC §34090
Contractor's Files 2 2 PC GC §34090
Daily Work Reports for Projects 2
3 2

HCO
PC
LC
§1174(d)
GC §34090
GC §12946
Daily Worksheet Schedules for Projects (Payroll/ Benefits) 2 2 HCO GC §34090 GC §12946
Disaster Guideline Information S S PC GC §34090
Engineering Project Information (CIP) 10 10 PC CCP
§337.15
Irrigation Plans Blueprints, controllers, wiring, backflows, service connectors. PERM PERM PC GC §34090
Landscaping Plans PERM PERM PC GC §34090
Memorial Tree Planting PERM PERM HCO GC §34090
Pesticide Spraying Records 2 2 HCO GC §34090

MAINTENANCE SERVICES

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
50 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Staff Safety Meeting Minutes 2 2 HCO GC §34090
Tree Inventory PERM PERM DF GC §34090
Tree Program Information PERM PERM DF GC §34090

STREET MAINTENANCE
Court Referral 2 2 PC GC §34090
Department Files 2 2 HCO, PC GC §34090
Keep Hayward Clean and Green Task Force
Meeting Packets (Agenda, Minutes, Posting Log, Sign-in
Sheets) PERM - HCO/PC GC §34090
Claims and Requisitions 2 2 DF GC §34090
Adopt-A-Block Program Files 2 2 DF GC §34090
Clean-Up Event Volunteer Liability Waivers 2 2 HCO GC §34090 Financial Reports 2 2 DF GC §34090
Member Roster and Attendance, Appointments,
Resignations 2 2 DF GC §34090
Finance Committee (Ad-Hoc review financial requests) 2 2 DF GC §34090 Litter Worksheets – Forms for court ordered community service 2 2 HCO GC §34090 Restitutions – Forms used to collect payment for damage 2 2 HCO, PC
GC§ 34090
GC
§34090.7
Staff Acting Slips 2 2 HCO
PC
GC §34090
GC
§34090.7
Staff Daily Employee Report Sheets 2 2 HCO GC §34090
Staff Daily Work Orders 3 3 HCO
PC
LC §1174
GC
§34090.7
Staff Overtime Worksheets 3 3 HCO LC
§1174(d)

MAINTENANCE SERVICES

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
51 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Staff Overtime Worksheets Court Referral Weekend Litter 3 3 HCO PC
LC
§1174(d)
GC §34090
Safety Staff Meeting Minutes 2 2 HCO GC §34090
Copies of Sidewalk Repair Letters to Property Owners 10 10 PC CCP 337.15
Standby and Emergency Call Logs 1 S HCO GC §34090
Street Projects PERM PERM HCO GC §34090
Street Work Orders 2 2 HCO, DF CCP
337.15
Storm Drain Log 10 10 HCO CCP
337.15
Staff Sweeper Reports – Daily Worksheet 3 3 HCO LC
§1174(d)

MAYOR & CITY COUNCIL

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
53 Title of Record
Department
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Retention
Legal
Retention
Record
Format
Legal
Reference
Awards/Certificates/Proclamations CY + 2 2 PC GC §34090 Citizen Complaint Files
CY + 2 2 DF GC §34090
Expense Files (Conference Expenses) TEN + 4 4 PC
CCP §337;
GC §
34090.7
Event Council Photos HIST 2 HCO, DF GC §34090
Sister City Files
Active: Funabashi, Japan; Ghazni, Afghanistan; Yixing, China Inactive: Faro, Portugal; San Felipe, Mexico
PERM 2 HCO, PC GC §34090

POLICE

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
55 Title of Record
Department
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Retention
Legal
Retention
Record
Format
Legal
Reference

ADMINISTRATION
Administrative Reports PERM 2 PC GC §34090
Chief’s Administrative Subject Files TEN OF
CHIEF + 5 2 PC GC §34090
Claims, Lawsuits 5 2 DF, HCO GC §34090
Concealed Weapons Permits ACT + 2 ACT + 2 PC GC §34090 Departmental Budget
Bank Statements for Checking Account

CY + 4 CY + 4 PC CCP §337
Fixed Assets
2 2 PC GC
§§34090
Grant Administration 5 VAR HCO
Grant
conditions
of
acceptance
Petty Cash Forms 3 2 PC GC §34090
General Orders/ Policies & Procedures PERM 2 DF, HCO GC §34090 Personnel & Training
Applicant Files for Non-Hires 2 2 HCO
GC
§34090;
GC §12946
Background Records (Successful Candidates) TEN + 5 2 HCO GC
§34090;
GC §12946
Personnel Photographs PERM TEN + 2 DF GC §34090
Training TEN + 5 2 HCO GC §34090

CITIZEN COMPLAINTS
Documented Complaints by Officer’s Name and Complaint
Number 5 5 DF, HCO PC 832.5
Pitchess Motions 5 ACT + 2 DF GC §34090
POLICE

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
56 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
INTERNAL INVESTIGATIONS 5 5
District Office Neighborhood Alert Records
2 2 HCO GC §34090
Internal Investigations 5 5 DF, HCO GC §34090
Patrol
Body Camera Videos – No Action, Training Demos 90 Days 90 Days DF City Manager
Administrativ
e Authority
Body Camera Videos – Field Interviews,
Administrative/Traffic Citations, Non-Criminal Incident Reports
5 5 DF
City Manager
Administrativ
e Authority
Body Camera Videos – Criminal Citations, Misdemeanor
Arrests, Misdemeanor Investigations 5 5 DF
City Manager
Administrativ
e Authority
Body Camera Videos – Restricted Access Internal Affairs, IA-CC/UOF 5 5 DF
City Manager
Administrativ
e Authority
Body Camera Videos – Felony Arrests, Felony
Investigations, Traffic Accidents 5 5 DF
City Manager
Administrativ
e Authority
Body Camera Videos – Death Investigations, Sex Crimes,
Restricted Access Criminal Incidents, Misdemeanor
Evidence, Felony Evidence
5 5 DF
City Manager
Administrativ
e Authority
Police Video Recording (including in-car/dashboard
cameras, body worn cameras and drones) which contains
“Evidentiary Data,” as defined in PC § 832.18(c)(1), of an incident involving a use of force, an officer involved
shooting, an incident that leads to detention or arrest or recording related to a formal or informal officer complaint, except if Video Recording pertains to Murder/ Kidnapping/ Embezzlement of Public Funds.
5 years 2 years DF
PC
§§.832.18(
b)(5)(B),
799;

Non-Evidentiary Data Police Video Recording (including
in-car/dashboard cameras, body worn cameras and drones) “Non-evidentiary data” means data that does not have
value to aid an investigation or prosecution, such as data of an incident or encounter that does not lead to an arrest or citation, or data of general activities the officer might perform while on duty. PC § 832.18(c)(2)
90 days 60 days DF
PC
832.18(b)(5
)(A;

Log of access or deletion of video recordings (including in- car camera and body worn camera) PERM PERM DF
PC
832.18(b)(5
)(E)
POLICE

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
57 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Field Interrogation Information 2 2 HCO GC §34090
License Plate Readers 60 Days 60 Days DF
CC
§1798.29,
§1798.82,
§1798.90.5
Officer Statistics 2 2 HCO GC §34090
Watch Commander Logs PERM 2 DF GC §34090
Statistical Reports and Supporting Worksheets 5 5 HCO GC §34090 Traffic
Billings to Alameda County for Blood, Breath, and Urine Tests CY + 4 CY + 4 HCO CCP §337
Tow Contracts ACT + 4 ACT + 4 HCO CCP §337
Use of Force Reports 5 5 DF GC §34090

CRIMINAL INVESTIGATIONS
Asset Seizures 2 2 PC GC §34090
Case Management 2 2 DF, HCO GC §34090
Detective Case Files ACT + 2 ACT + 2 HCO GC §34090
Disbursement of Narcotics Undercover Monies 2 2 HCO GC §34090 Fraudulent Check Writers Case Files
ACT + 2 ACT + 2 HCO GC §34090
Known Offenders 2 2 HCO GC §34090
Modus Operandi (Method of Operation – M.O.) Files
2 2 DF GC §34090
Narcotics Bureau Statistics 2 2 DF GC §34090
Narcotics Cases 6 6 HCO PC 800
Pawn Slips 2 2 HCO GC §34090
POLICE

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
58 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Phone Security Requests 2 2 PC GC §34090
Undercover Activity Financial Disbursement Records 5 2 HCO GC §34090

INFORMATION AND INTELLIGENCE
Auction Lists (Property) 2 2 HCO GC §34090
Business Permit Applications 2 2 PC GC §34090
Crime Statistics 5 2 DF GC §34090
Detective Case Files ACT + 2 ACT + 2 HCO GC §34090
Disbursement of Narcotics Undercover Monies 2 2 HCO GC §34090 Disposal of Narcotics PERM PERM HCO GC §34090
Disposal of Weapons PERM PERM HCO GC §34090
Evidence/ Property Records
Murder/ Kidnapping/ Embezzlement of Public Funds PERM PERM HCO PC 799 Narcotics, Weapons 6 6 HCO PC 800
Misdemeanors 3 3 HCO PC 801
Sex Crimes CL CL HCO PC 800
Fingerprints – Latent Prints
Murder/ Kidnapping/ Embezzlement of Public Funds PERM PERM HCO PC 799 Felony 6 6 HCO PC 800
Misdemeanors 3 3 HCO PC 801
Intelligence Information 2 2 DF GC §34090
Juvenile Statistical Reports 5 2 DF GC §34090
Juvenile Probation Conditions 10 10 DF Superior Court:

POLICE

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
59 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Alameda
County –
Juvenile
Juvenile Gang Entry Notifications 2 2 PC GC §34090
Supplies
(Inventory & Purchasing) 5 2 PC GC §34090
Traffic Citations
Felony 6 6 HCO PC 800
Misdemeanor 3 3 HCO PC 801
Undercover Activity Financial Disbursement Records 5 2 HCO GC §34090 Video Surveillance 1 1 DF GC
§34090.6

YOUTH & FAMILY SERVICES
Alphabetical Activity Cards for Juveniles 2 2 DF GC §34090 Clinical Case Files MAJ+7 MAJ+7 HCO
Superior
Court:

Alameda
County –
Juvenile

POLICE REPORTS
Civil/ Subpoena Fund Deposits ACT + 2 ACT + 2 HCO GC §34090 Dispatch Recorded Communications – Audio Recording 100 days 100 days DF GC §34090 False Alarm Reports 2 2 HCO GC §34090
Murder/Kidnapping/ Embezzlement of Public Funds PERM PERM DF PC §799 Felony 6 6 DF PC §800
Misdemeanor 3 3 DF PC §801
Misdemeanor Marijuana 2 2 DF H&S
§11361
POLICE

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
60 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Police Report Request Forms 2 2 HCO GC §34090
Records Sealings
Except Innocent Subject PERM PERM HCO GC §34090
Innocent Subject 3 3 HCO PC §851.8
Juveniles 10 10 HCO
Superior
Court;
Alameda
County -
Juvenile
Subpoena Log and Statistics 2 2 HCO GC §34090
Tow Log 2 2 HCO GC §34090
UCR (Uniform Crime Reporting)/ Statistical Reports to
California Department of Justice 2 2 HCO GC §34090
Warrant Files 2 2 HCO GC §34090
JAIL
Booking Sheets 2 2 HCO GC §34090
Intoxilizer Log
Felony Offense 6 6 HCO PC §800
Misdemeanor Offense 3 3 HCO PC §801
Jail Logs 2 2 HCO GC §34090
Jail Schedules 2 2 HCO GC §34090
Juveniles Secure Detention 10 10 HCO
Superior
Court:

Alameda
County -
Juvenile
Standards Training In Corrections (S.T.C.)
POLICE

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
61 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Employee Training 2 2 HCO GC §34090
Financial Backup 2 2 HCO GC §34090
Teletypes 2 2 HCO GC §34090

ANIMAL SERVICES
Adoption Applications 2 2 HCO GC §34090
Animal Medical Records 2 2 DF GC §34090
Behavior Tests 2 2 HCO GC §34090
Billings ACT + 1 2 PC GC §34090
Cash Receipts CY + 4 CY + 4 HCO CCP § 337
Euthanasia Lists 2 2 HCO GC §34090
Kennel Reports 2 2 HCO GC §34090
Notices to Comply 2 2 HCO GC §34090
Quarantine Reports 2 2 HCO GC §34090
Vicious Animal Hearing Reports 2 2 DF GC §34090
Volunteer Files 2 2 HCO GC §34090

PUBLIC WORKS:

ENGINEERING & TRANSPORTATION

PUBLIC WORKS: ENGINEERING & TRANSPORTATION

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
63 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference

AIRPORT ADMINISTRATION
Accident Reports: Aircraft 5 3 HCO FAA
Accident Reports: Other 5 3 PC GC §34090
Airport Chronological Correspondence 3 2 PC GC §34090
Airport History PERM PERM HCO, PC GC §34090
Airport Newsletters PERM PERM HCO GC §34090
Airport Reports 5 3 PC GC §34090
Airport Special Events: Administrative 3 2 HCO, PC GC §34090 Airport Special Events: Publicity PERM PERM HCO, PC GC §34090 Airport’s Insurance 2 1 HCO GC §34090
Aviation Newsletters & Publications 3 3 HCO GC §34090
City Policies, Procedures, Reports PERM 2 PC GC §34090
Claims Against the Airport 4 2 HCO
PC
GC §34090
GC
34090.7
Claims on behalf of the Airport 4 4
3 HCO
PC
GC §34090
GC
34090.7
Flying Clubs: Correspondence 4 2 PC GC §34090
Flying Clubs: Legal Documents, Insurance, Rosters
Permanent until superseded 4 4 PC CCP §337
Hayward Air Rally Forms 2 2 PC GC §34090
Incident Reports 3 1 HCO, PC
14 CFR
139.301,
139.329
Information Requests 2 2 PC GC §34090
PUBLIC WORKS: ENGINEERING & TRANSPORTATION

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
64 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Records Destruction Lists PERM 2 PC GC
§34090.7
Records Management & Audits 2 2 PC GC
§34090.7

AIRPORT FACILITIES
Airport Grant Applications
(successful – invoices, financial records) 5 3 PC
49 CFR
Part

18.42(c)
Airport Improvement Program (FAA), Grants – Capital
Improvement Projects PERM 20 PC
49 CFR
Part

18.42(c)
Airport Operations & Maintenance 4 3 PC
49 CFR
Part

18.42(c)
Airport Rules and Regulations S 2 PC GC §34090
Airport Work Orders/Requests 2 2 HCO GC §34090
Consultant Agreements 4
4 -
3 HCO,
PC

CCP §337

Consultant Correspondence 4 3 HCO, PC
49 CFR
Part

18.42(c)
Council Airport Committee Agendas, Minutes, Summaries 3 2 PC GC §34090.7
Council Airport Committee Reports 3 2 PC GC
§34090.7
Hangar Waiting Lists & Correspondence 3 2 PC GC §34090
Project Correspondence 5 2 PC GC §34090
Reports 5 3 PC
49 CFR
Part

18.42(c)
Video Surveillance 1 1 DF GC
§34090.6
PUBLIC WORKS: ENGINEERING & TRANSPORTATION

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
65 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference

AIRPORT DEVELOPMENT SERVICES
Airport Land Use Commission Agendas & Correspondence 5 2 PC GC §34090.7
Airport Master Plan PERM 2 HCO GC
§34090.7
Commercial Development 5 3 PC
49 CFR
Part

18.42(c)
Industrial Development 5 3 PC
49 CFR
Part

18.42(c)
Land Use Studies, Airport PERM 2 PC GC
§34090.7
Planning Correspondence 3 2 PC GC §34090
Planning Regulations PERM 2 PC GC §34090
Regional Airport Committee/ MTC Agendas, Minutes 2 2 PC GC §34090 Regional Airport Committee/MTC Reports 2 2 PC GC §34090 Zoning Regulations 2 2 PC GC §34090

AIRPORT FINANCIAL & FISCAL
Airport Audits, Financial Statements 4 3 PC
49 CFR
Part

18.42(c)
Airport Capital Improvement Budget 3 3 HCO
49 CFR
Part

18.42(c)
City Audits, Financial Statements 4 2 PC GC
34090.7
City Budget 4 2 DF GC
34090.7
Equipment Maintenance 4 L+4 PC CCP 337
Tax Reports: Alameda County Tax Assessor 4 2 PC GC
34090.7
PUBLIC WORKS: ENGINEERING & TRANSPORTATION

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
66 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference

AIRPORT HEALTH, SAFETY, AND WELFARE
Emergency Services Policies & Procedures CY CY +2 PC GC 34090 Hangar Safety Inspections 2 10 HCO
14 CFR
139.301.b.5
14 CFR
139.327
CCP
337.15
Mutual Aid Agreements 4 4 PC CCP 337
Noise Abatement Files 3 3 HCO, PC
49 CFR
Part

18.42(c)
Pesticide Control & Certification 1 ACT PC GC 34090
Police/Fire Incident Reports (Aircraft and/or ground vehicle) 3 2 PC 14 CFR
139.301,
139.329
Safety Procedures & Meetings 3 2 PC 14 CFR
139.327

AIRPORT HUMAN RESOURCES
Classifications & Salaries CY + 2 2 PC GC
34090.7
Employee Training Programs 3 2 PC
14 CFR
139.301,
139.303,
139.327
Unsolicited Resumes 2 2 HCO GC 12946

AIRPORT LEGAL LEGISLATIVE
Agreements (Hangar, Storage, Tiedown) 4 4 HCO CCP 337
Airport Business Temporary Permits 4 4 HCO CCP 337
Certificates of Insurance 3 3 HCO CCP 338
PUBLIC WORKS: ENGINEERING & TRANSPORTATION

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
67 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Easements PERM 2 PC GC
34090.7
FAA Control Tower Agreement 4 3 PC
49 CFR
Part

18.42(c)
FAA Letters of Agreement 4 3 PC
49 CFR
Part

18.42(c)
Ground Leases 4 4 PC CCP 337
Litigation 2 2 PC GC
34090.7
Storm Water Regulations - State 5 5 PC
SWRCB
Order 97-
03-DWQ
Storm Water Reports - State 5 5 HCO
GC 34090
SWRCB
Order 97-
03-DWQ

ENGINEERING
Approved Landscape Improvement Plans PERM PERM HCO GC 34090 Assessment Districts PERM PERM HCO, PC GC §34090
Reassessment Diagrams PERM PERM HCO, PC GC §34090
Base Maps PERM PERM HCO, PC GC §34090
Benefit Districts PERM PERM HCO, PC GC §34090
Capital Improvement Projects 10 10 HCO, PC CCP
§337.15
Real Property Projects and Others PERM PERM HCO, PC GC §34090 Budget Backup (Includes expenditure, Revenue, & Progress Payments) PERM 4 HCO, PC
CCP 337
Construction Plans PERM 10 HCO, PC CCP
§337.15
Daily Construction Reports (Final) PERM 10 HCO, PC CCP
§337.15
PUBLIC WORKS: ENGINEERING & TRANSPORTATION

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
68 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Engineering Studies 10 10 HCO, PC CCP
§337.15
Environmental Impact Reports 10 2 PC GC
§34090.7
Grading Permits ACT + 3 3 HCO, PC CCP 338
(2)
Index Maps PERM PERM HCO, PC GC §34090
Plans PERM PERM HCO GC §34090
Encroachment Permits ACT + 3 3 HCO, PC CCP 338
(2)
Specifications and Standard Details 10 10 HCO, PC CCP
§337.15
Surveys, Monument, Benchmark PERM PERM HCO, PC GC §34090 Tract Daily Construction Reports 10 10 HCO, PC CCP
§337.15
Tract Files PERM PERM HCO, PC GC §34090

TRANSPORTATION
Accident Data 10 10 HCO, PC CCP
§337.15
Accident Reports 5 5 PC GC
34090.7
High Volume Intersections ACT + 5 ACT + 5 HCO, PC GC
34090.7
Low Volume Intersections ACT + 5 ACT + 5 HCO, PC GC
34090.7
AC Transit Information ACT + 2 2 HCO, PC GC §34090
CalTrans Records 10 10 HCO, PC CCP
§337.15
Federal Grants L + 3 L + 3 HCO, PC
49 CFR
Part

18.42(c)
State Grants L + 4 L + 4 HCO, PC CCP §337
Intersection Files 10 10 HCO, PC CCP
§337.15
PUBLIC WORKS: ENGINEERING & TRANSPORTATION

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
69 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Neighborhood Traffic Controls 10 10 HCO, PC CCP
§337.15
Outside Transportation Committee General File ACT + 2 2 HCO, PC GC §34090 Pedestrian Control – General Information 5 2 HCO, PC GC §34090 Planning Studies 10 10 HCO, PC CCP
§337.15
Restitutions CY + 2 2 HCO GC §34090
Special Studies 10 10 HCO, PC CCP
§337.15
Street Lighting 10 10 HCO, PC CCP
§337.15
Traffic Signal 10 10 HCO, PC CCP
§337.15
Traffic Volume Counts 10 10 HCO, PC CCP
§337.15
Transportation Plans ACT + 10 10 HCO, PC CCP
§337.15

UTILITIES & ENVIRONMENTAL

SERVICES

UTILITES & ENVIRONMENTAL SERVICES DEPARMENT

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
71 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference

UTILITIES ADMINISTRATION
Awarded Contracts & Related Correspondence 4 4 HCO, PC CCP §337
GC
§34090.7
GC§34090
Approved Landscape Improvement Plans PERM PERM PC GC §34090 Project Files 2 2 HCO GC §34090
Sewer Rates IND 2 HCO GC §34090
Studies - Water, Sewer, Storm Water IND 2 HCO GC §34090 Studies - Sludge 2 2 HCO GC §34090

SOLID WASTE & RECYCLING PROGRAM
Alameda County Waste Management Authority 2 2 DF GC §34090 CalRecycle 2 2 DF GC §34090
Waste Management of Alameda County (WMAC) 2 2 HCO, DF GC §34090 CCP §337

OPERATIONS AND MAINTENANCE
Daily Employee Report Sheets 2 2 HCO GC §34090
Sewer Maintenance Reports PERM 10 HCO CCP
337.15

WASTEWATER TREATMENT
Accident Reports 2 2 PC GC §34090
Consultant Files RPT + 5 2 DF, PC GC §34090
Equipment Files L (Equip.)
+ 2 2 PC GC §34090
Equipment Replacement L (Equip.)
+ 2 2 PC GC §34090
Environmental Protection Agency Reports 2 2 DF, PC GC §34090

UTILITES & ENVIRONMENTAL SERVICES DEPARMENT

MF = Microfilm PERM = Permanent PC = Photocopy RPT = Report S = Supersede

SET = Settlement TEN = Tenure TERM = Term of Office
72 Title of Record
Department
Preferred
Retention
Legal
Retention
Record
Format
Legal
Reference
Laboratory Accreditation File 5 5 HCO 29 CFR
1907.12
Laboratory Operational Ledgers/Logs
3 3 DF, HCO 40 CFR
403.12
Operational/Process Charts 3 3 HCO 40 CFR
403.12
Operation Permits PERM PERM HCO GC §34090
Pump Station Alarm Recording 3 3 HCO 40 CFR
403.12
Regional Water Quality Control Reports 2 2 HCO GC §34090 Wastewater Discharge - General 3 3 DF, HCO 40 CFR
403.12
Wastewater Discharge Permits 3 3 HCO 40 CFR
403.12
Wastewater Treatment Facility
Operational Ledgers/Logs PERM PERM HCO 40 CFR
403.12
Water Quality Discharge Parameters 3 3 DF, PC 40 CFR
403.12
Weekly Plant Analysis Report 10 2 DF, HCO GC §34090

WATER DISTRIBUTION
Customer Water Service Cards 2 2 HCO GC §34090
Daily Employee Report Sheets 2 2 HCO GC §34090
Hydrant Cards PERM 4 HCO CCP 338
Hydrant Valve Cards PERM 4 HCO CCP 338
State Highway Encroachment Permits PERM PERM HCO GC §34090 Water Meter Cards L (Meter) 2 HCO GC §34090
Work Orders ACT + 2 2 HCO, DF GC §34090

Hayward City CouncilOctober 10, 2023

Hayward City Council
October 10, 2023