RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
CITY OF HERCULES RECORDS RETENTION SCHEDULE LEGEND
OFFICE OF PRIMARY RESPONSIBILITY - RECORDS CUSTODIAN
ADM ADMINISTRATIVE SERVICES
CA CITY ATTORNEY
CLERK CITY CLERK
CM CITY MANAGER
DEPT ANY DEPARTMENT HAVING ORIGINAL RECORDS FOR THIS RECORD SERIES
FIN FINANCE AND FISCAL
PL PLANNING - OVERSEES PLANNING/BUILDING/CODE ENFORCEMENT
PD POLICE
PR PARKS AND RECREATION
PW PUBLIC WORKS
RETENTION DESCRIPTION CODES
AUDIT
CLOSED OR COMPLETED
CU CURRENT YEAR
DISPOSITION
ELECTION
EXPIRATION
LIFE OF STRUCTURE
LOAN PAYOFF
NA NO ACTIVITY
PERMANENT
RETIREMENT
SUPERCEDED OR SETTLED
TERMINATION
UNTIL FOUND
RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORD CATEGORIES
ADMINISTRATION - GENERAL Pages 1-2
ADMINISTRATIVE SERVICES - AGREEMENTS/HR/IT/RECORDS MANAGEMENT/RISK MANAGEMENT Pages 2-6 ECONOMIC DEVELOPMENT Page 6
FINANCIAL AND FISCAL MANAGEMENT Pages 6-8
HOUSING Page 8
LEGAL Pages 8-9
LEGISLATIVE - COMMISSIONS/CITY COUNCIL/ELECTIONS/FPPC/INCORPORATION/REAL PROPERTY Pages 9-12 PARKS AND RECREATION Pages 12-13
PLANNING - BUILDING/CODE ENFORCEMENT/PLANNING/HISTORIC PRESERVATION Pages 13-15 POLICE Pages 15-19
PUBLIC WORKS Pages 19-23
UTILITIES AND COMMUNICATIONS Page 23
.! CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 100 ADMINISTRATION
101 GENERAL
101.01 DEPT Administrative Files - General GC34090
101.02 DEPT Agreements - Supporting Documentation C+5 Department Policy. Signed agreements filed with City Clerk. 101.03 CLERK Awards/Donations/Gifts/Proclamations to City Department Policy 101.04 DEPT Bids/Proposals - Unsuccessful GC34090, CCP337. Successful bids filed in project file. 101.05 DEPT Bonds - Supporting Documentation C+5 Department Policy. Original bonds filed with City Clerk. 101.06 DEPT Chronological Files GC34090
101.07 DEPT GC 34090
101.08 DEPT Committee Records - Internal GC34090
101.09 DEPT Business and Community Organizations/HOAs/Non-Profits GC34090 101.10 DEPT Consultant/Contractor Files C+5 Department Policy 101.11 DEPT Correspondence - General CG34090
101.12 DEPT Employee Files - Permanent and Volunteer T+10 Department Policy. HR maintains master file. 101.13 DEPT General Information GC34090
101.14 CLERK Historical Materials/Memorabilia Historical significance determined by City Clerk 101.15 CLERK Photographs - Historic or Public Property Historical significance determined by City Clerk 101.16 CLERK Professional Associations GC34090
101.17 DEPT Public Records Requests GC34090
101.18 DEPT ROS/RFPS GC34090
101.19 DEPT Rosters/Telephone Directories/Logs S+2 GC34090 101.20 DEPT Staff Meeting Files GC34090
101.21 DEPT Studies/Surveys 20 Department Policy. Not listed elsewhere on this schedule 101.22 DEPT Subject Files - General GC34090
101.23 DEPT Vendor Files GC34090
102 OUTSIDE AGENCIES - REGIONAL/STATE/FEDERAL
102.01 DEPT Agendas/Minutes Not prepared by City.
102.02 DEPT Correspondence GC34090
102.03 DEPT Subject Files Department Policy
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 103 POLICIES AND PROCEDURES
103.01 ADM Administrative Policies and Procedures St2 GC34090 103.02 CM City Manager Directives S+2 GC34090
103.03 DEPT Department Policies and Procedures St2 GC34090 103.04 DEPT Goals and Objectives S+2 GC34090
103.05 DEPT Mission Statements S+2 GC34090
104 PUBLIC INFORMATION/RELATIONS
104.01 DEPT Brochures/Publications GC34090
104.02 DEPT Ceremonies and Event Files C+2 GC34090
104.03 DEPT Newsletters GC34090
104.04 DEPT Press Releases GC34090
104.05 DEPT Questionnaires/Surveys GC34090
200 ADMINISTRATIVE SERVICES
201 AGREEMENTS/CONTRACTS
201.01 ADM Agreements - Capital Improvements/Infrastructure Department Policy 201.02 ADM Agreements - Construction C+5 Department Policy 201.03 ADM Agreements - Development Adopted by Council Resolution 201.04 ADM Agreements - Grants EX+10 Department Policy
201.05 ADM Agreements - Francishes EX+10 Department Policy Agreements - JPAs/Mutual Aid/Public
201.06 ADM Agencies/State/Federal EX+5 Department Policy 201.07 ADM Agreements - Leases EX+5 Department Policy
201.08 ADM Agreements - Loans/Promissory Notes EX+5 Department Policy 201.09 ADM Agreements - Maintenance EX+5 Department Policy 201.10 ADM Agreements - Retirement (PERS)
201.11 ADM Agreements - Services EX+5 Department Policy 201.12 ADM Agreements - Settlements Department Policy
201.13 ADM Agreements - Subdivision Adopted by Council Resolution 201.14 ADM Bonds - Performance/Payment/Warranty/Cell Towers +5 Department Policy
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 202 HUMAN RESOURCES- GENERAL
202.01 ADM Administrative Files Department Policy
202.02 ADM Administrative Policies S+10 Department Policy 202.03 ADM Personnel Rules and Regulations S+10 Department Policy 203 HUMAN RESOURCES - BENEFITS
203.01 ADM COBRA Administrative Files S+2 GC34090
203.02 ADM Deferred Comp Provider Plans Files S+2 29CFR1627.3 203.03 ADM Disability Plans EX+2 29CFR1627.3
203.04 ADM Employee Assistance Program Materials/Reports S+2 29CFR1627.3 203.05 ADM Life Insurance Plans 29CFR1627.3
203.06 ADM Medical/Dental Plans S+2 GC12946, 29CFR1627.3 203.07 ADM PARS - General S+5 Department Policy
203.08 ADM PERS - General S+5 Department Policy
203.09 ADM Salary Schedule S+2 GC34090
203.10 ADM SOMAR S+5 Department Policy
203.11 ADM Unemployment Compensation Claims D+2 Department Policy 203.12 ADM Unemployment Compensation Program S+2 GC34090 204 HUMAN RESOURCES - EMPLOYEE FILES
204.01 ADM Administrative Appeal Proceedings T+10 Department Policy. 29CFR1627.3 204.02 ADM Claims - DFEH/EEOC D+2 GC12946
Employee Files - Application/Background/Correspondence/ PAF/Appeals/Ethics and Nepotism Forms/Oath/Training
Certificates and Reimbursements/Awards/Leave
204.03 ADM Requests/Etc. T+10 Department Policy. GC12946, 29CFR1627.3 204.04 ADM Employee Files - Benefits/ Medical/Workers Comp/FMLA T+30 Department Policy. GC12946, 29CFR1627.3 204.05 ADM Employee Files - Disciplanary/Grievances T+10 Department Policy. GC12946, 29CFR1627.3 204.06 ADM Employee Files - Police Reservists T+5 Department Policy. GC12946, 29CFR1627.3 204.07 ADM Employee Files - Retirement Materials R+20 Department Policy. GC12946, 29CFR1627.3 204.08 ADM Employee Files - Volunteers T+5 Department Policy
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 204.09 ADM Training Class Materials S+2 GC34090
205 HUMAN RESOURCES - LABOR RELATIONS
205.01 ADM Employee Associations/Unions - General
205.02 ADM Employee Associations/Unions - Letters of Agreement S+5 Department Policy 205.03 CLERK Memorandas of Agreement/Understanding Adopted by Resolution 205.04 ADM Negotiations Files C+10 Department Policy
206 HUMAN RESOURCES - RECRUITMENT
206.01 ADM Certified Personnel Lists S+2 29CFR1627.3
206.02 ADM Job Descriptions 29CFR1627.3
Recruitment Files - Brochures/Ads/Tests/Selection
206.03 ADM Materials/Unsuccessful Applications GC12946, 29CFR1627.3 206.04 ADM Temporary Employment Agencies S+2 GC34090
207 HUMAN RESOURCES - RISK MANAGEMENT
207.01 ADM Accident/Injury Reports - Park Programs C+2 Department Policy 207.02 ADM HIPP Safety Plan S+2 GC34090
207.03 ADM MPA Programs S+2 GC34090
207.04 ADM MPA Reports Department Policy
207.05 ADM OSHA Logs/Inspections/Citations/Incident Reports LC6410, CCR14300.44 207.06 ADM OSHA Safety Regulations S+2 LC6410, CCR14300.44 207.07 ADM Wellness Program S+2
207.08 ADM Wellness/Safety Committee S+2
Department Policy. Claims can be made for 30 yrs. for toxic 207.09 ADM Workers Comp Claims C+30 exposure. CCR15400.2 207.10 ADM Workers Comp Lifetime Medical Awards 75 Department Policy 207.11 ADM Workers Comp - Policies/Regulations EX+2
207.12 ADM Workers Comp Reports C+2 CCR15400.2
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 208 HUMAN RESOURCES - REPORTING
208.01 ADM ACA Reports Callows se potion of EE reports for CER: 6C12946, 208.02 ADM EEO-4 Reports 29CFR1602.3
208.03 ADM Payroll Reports GC34090. Computer database.
208.04 ADM PERS Reports 25 Department Policy
208.05 ADM Teamsters Annual Report Department Policy
209 HUMAN RESOURCES - STUDIES AND SURVEYS
209.01 ADM Classification Studies 10
209.02 ADM Salary Surveys 10 Department Policy
210 INFORMATION TECHNOLOGY
210.01 ADM Backup of System Files - Daily 3 weeks Department Policy. AS400 backed up to tape. 210.02 ADM Configuration Maps and Plans of Systems S+2 Department Policy 210.03 ADM Software Licenses, Manuals and Programs S+2 GC34090 210.04 ADM Telephone System Programs and Manuals S+2 GC34090 210.05 ADM Social Media - Facebook/Tweeter GC34090
210.06 ADM Warranties on Equipment and Software EX+2 GC34090 Content published to the City's website is duplicative of files 210.07 DEPT Web Site Files maintained by each department. 211 RECORDS MANAGEMENT
211.01 CLERK Administrative Files GC34090
211.02 CLERK Destruction/Authorization Certificates 1
211.03 CLERK Records Inventories S+2 GC34090
211.04 CLERK Retention Schedules Adopted by Resolution
211.05 CLERK Records Management Policies and Procedures Manuals S+2 GC34090 212 RISK MANAGEMENT
212.01 ADM Claim Files - Not Litigated C+5 Department Policy 212.02 ADM Insurance Certificates EX+2 Department Policy 212.03 ADM Insurance Policies - General Liability EX+2 Department Policy
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 212.04 ADM Insurance Policies - Special Events EX+2 Department Policy 212.05 ADM Insurance Policies - Vehicles EX+2 Department Policy 212.06 ADM Insurance Policies - Vendors EX+2 Department Policy 212.07 ADM EX+2 Department Policy
212.08 ADM MPA- General Records/Correspondence GC34090
300 ECONOMIC DEVELOPMENT
301 ECONOMIC DEVELOPMENT
301.01 CM Business Development Plans/Projects C+10
301.02 CM Economic Development Plans/Projects C+10 Department Policy 301.03 Studies/Research/Demographics C+10 Department Policy 302 MARKETING
302.01 CM Marketing Plans C+10 Department Policy
302.02 Studies/Research C+10 Department Policy
302.03 CM Videos/Photos C+10 Department Policy
400 FINANCIAL AND FISCAL
401 ACCOUNTING - PAYABLES/RECEIVABLES
FIN Accounts Payable/Payroll A+5 Department Policy
FIN Accounts Payable/Vendors A+5 Department Policy
FIN Accounts Receivable A+5 Department Policy
FIN Chart of Accounts 5+5 Department Policy
FIN FEMA Reimbursement Records A+5 Department Policy
FIN Journals/Ledgers/Registers A+5 Department Policy
FIN Refunds A+5 Department Policy
FIN S890 Claims A+5 Department Policy
401.09 FIN 1099 Statements 10 Department Policy
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 402 AUDITS
402.01 FIN Audited Financial Statements - CAFR A+5 Department Policy 402.02 FIN Audits A+5 Department Policy
402.03 FIN Audit Correspondence/Work Papers A+5 Department Policy 402.04 FIN State Controller Annual Reports Department Policy 403 BANKING/INVESTMENTS/DEBT SERVICE
403.01 FIN Bank Records A+5 Department Policy
403.02 FIN Bond Binders/Records EX+10 GC53921, CCP337.5 403.03 FIN Check Registers/Checks- Cashed/Canceled/Stale/Void A+5 Department Policy 403.04 FIN Investment Policies Records S+5 Department Policy 403.05 FIN Signature Authorization Records S+2 Department Policy 404 BUDGET
404.01 FIN Budget Adjustments/Amendments A+5 Department Policy 404.02 CLERK Budgets - Adopted Adopted by Resolution
404.03 FIN Budget Working Papers GC34090
404.04 FIN Financial Projections/Reports Department Policy 405 FIXED ASSETS
405.01 FIN Depreciation Schedules D+5 Department Policy 405.02 DEPT Equipment/Vehicle Maintenance/Service Records D+2 Department Policy 405.03 FIN Equipment/Vehicle - Purchase/Lease/ Titles/Disposition D+2 Department Policy 405.04 FIN Fixed Asset Inventories S+2 GC34090
405.05 DEPT Surplus Equipment/Vehicles -Sales/Disposal/Auctions D+5 GC34090 406 PAYROLL
406.01 FIN Payroll Checks/Registers/Stubs A+5 Department Policy. Retained by ADP 406.02 FIN Payroll Processing Records A+5 Department Policy 406.03 FIN Payroll Reports - ACA/Federal/State A+5 Department Policy 406.04 FIN Time Sheets/Detail Records A+5 Department Policy
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 406.05 DEPT Time Sheets/Projects A+5
406.06 FIN W2 Statements 10 Department Policy
407 PURCHASING
407.01 FIN Invoices A+5 Department Policy
408 REVENUE/TAXATION
408.01 FIN Assessment Roll Records S+5 Department Policy 408.02 FIN Business License Files - Applications/Renewals Department Policy 408.03 CLERK Fee Schedules Adopted by Resolution
408.04 DEPT Fee Schedules - Supporting Documentation GC34090 408.05 DEPT Grants - Successful C+5 Department Policy
408.06 FIN Property Tax Records Department Policy
408.07 FIN Revenue Measure Records Department Policy
408.09 FIN Revenue Records Department Policy
500 HOUSING
501 ADMINISTRATION
501.01 FIN Housing Files - General LP+5 Department Policy 501.02 FIN Housing Loans - Borrower Files LP+5 Department Policy 600 LEGAL
601 ADMINISTRATION
601.01 CA Administrative Records Department Policy
601.02 Amicus Briefs/Amicus Curiae S+5 GC34090
601.03 CA Attorney-Client Communications - Confidential S+2 GC6254, GC34090 601.04 DEPT Citations/Incident Reports/Notices of Violations S+2 Department Policy 601.05 CA Closed Session Statements GC34090. City Clerk maintains copies. 601.06 CA Correspondence - General
601.07 CA Criminal Cases - going to Court C+5 GC34090
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 601.08 CA Criminal Citations GC34090
601.09 CA Dismissals and Judgments GC34090
601.10 CA Legal Investigations - Civil GC34090
601.11 Legal Opinions GC34090. City Clerk maintains copies. 601.12 Legislative Records C+2 GC34090
601.13 Litigation - Civil C+10 Department Policy. GC6254 601.14 Litigation - Civil regarding Property Department Policy. GC6254 601.15 Litigation - Eminent Domain - Final Order Department Policy. GC6254 601.16 CA Nuisance Abatement Records Department Policy
601.17 CLERK Small Claims Records 5+5 Department Policy 601.18 CLERK Subpoenas - Appearance (City not a Party) C+2 Department Policy 601.19 CLERK Subpoenas - Records (City not a Party) Department Policy 601.20 CA Subject Files C+5
700 LEGISLATIVE
701 BOARDS /COMMISSIONS/AD-HOC COMMITTEES
701.01 DEPT Affadavits/Meeting Notices/Proofs of Publication N GC34090 701.02 DEPT Agenda Packets 10 Department Policy
701.03 Applications/Correspondence - Not Appointed GC34090
7.01.04 ADM Audio/Video Files of Meetings 10 Department Policy. On Granicus server.
Commissioner Files - Application/Correspondence/Ethics
701.05 CLERK and Nepotism Forms/ Oath T+2 Department Policy 701.06 DEPT Commissioner Files - General T+2 Department Policy 701.07 DEPT Correspondence - General GC34090
701.08 DEPT Historical Records Historical significance determined by City Clerk 701.09 DEPT Minutes GC34090
701.10 CLERK Recruitment Files -Notices, Ads, Correspondence GC34090 701.11 DEPT Resolutions GC34090
701.12 CLERK Rosters - Contact/ Maddy Act/etc. S+2 GC34090 701.13 DEPT Speaker Request Forms 10 Department Policy. Filed with Agenda Packets.
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 701.14 DEPT Subject Files C+2 Department Policy
701.15 CLERK Training Materials/Handbook S+2 Department Policy 702 CITY COUNCIL
702.01 CLERK Affadavits/Meeting Notices/Proofs of Publication GC34090 702.02 CLERK Agenda Packets 10 Department Policy
702.03 CLERK Audio/Video Files of Meetings 10 Department Policy. On Granicus server. 702.04 CLERK Awards/Commendations/Proclamations to Citizens Reference Copies. GC 34090 702.05 CLERK Awards/Commendations/Proclamations to Council/City 10 Department Policy 702.06 CLERK Correspondence - Legislative Advocacy GC34090 702.07 CLERK Correspondence - General GC34090
702.08 CLERK Correspondence - Other Agencies GC34090
Council Files -Correspondence/ Ethics and Nepotism
702.09 CLERK Forms/Oaths/Bios/Recognitions T+5 Department Policy 702.10 CLERK Council Policies/Strategic Plans/Goals S+10 Department Policy 702.11 CLERK Council Rules of Procedure Adopted by Resolution 702.12 CLERK Grand Jury Reports Department Policy
702.13 CLERK Historial Records Historical significance determined by City Clerk. 702.14 CLERK Minutes GC34090, GC36814
City maintains 1 copy of each supplement. Code updated by 702.15 CLERK Municipal Code Code Publishing and maintained on their server. 702.16 CLERK Ordinances GC34090
702.17 CLERK Petitions Submitted to Council - non-election related 10 Department Policy. Filed with Agenda Packet. 702.18 CLERK Rosters- Contacs/laison politents GC34090
702.19 CLERK Reorganization/etc. 10 Department Policy
702.20 CLERK Speaker Request Forms 10 Department Policy. Filed with Agenda Packet. 702.21 CLERK Training and Retreat Materials S+2 Department Policy 703 ELECTIONS
703.01 CLERK Administrative Records Department Policy
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION Candidate Files - Elected (Nomination Papers, SOQ,
703.02 CLERK Certificates of Election, Correspondence) T+4 EC17100 CLERK Candidate Files - Unsuccessful (Nomination Papers, SOQ, Co E+4 EC17100 703.03 CLERK Candidate Orientation Materials/Handbooks S+2 GC34090 703.04 CLERK Correspondence - Elections Department Policy 703.05 CLERK Correspondence - FPPC/Secretary of State Department Policy 703.06 CLERK Historical Records - Resolutions/Canvasses Adopted by Resolution Retain for 8 mo. after election certification (if successful) or 8 mo. after final examination of petition if not submitted to voters. 703.07 CLERK Petitions - Initiative/Referendum/Recall EC17200 703.08 CLERK Measures - Text/Sample Ballot Materials Department Policy 703.09 CLERK Measures - Arguments Department Policy
704 FAIR POLITICAL PRACTICES COMMISSION
704.01 CLERK AB 1234 Ethics Certificates GC53235.2
704.02 CLERK AB 1234 Ethics Logs GC53235.2
704.03 CLERK AB 1234 Ethics Training Materials S+2 GC53235.2 704.04 CLERK Campaign Statement Logs S+2 GC34090
704.05 CLERK Campaign Statements - Elected GC81009(b)(g) 704.06 CLERK Campaign Statements - Unsuccessful Candidates GC81009(b)(g) 704.07 CLERK Campaign Statements/Measures and Others GC81009(b)(g) 704.08 CLERK Conflict of Interest Code Adopted by Resolution 704.09 CLERK Conflict of Interest Code - Administrative Files GC34090 704.10 CLERK Correspondence-AB1234 GC53235.2
704.11 CLERK Correspondence - Campaign Filings Department Policy 704.12 CLERK Correspondence - FPPC Department Policy
704.13 CLERK Correspondence - Statements of Economic Interests Department Policy 704.14 CLERK FPPC Form 806 - Council Members T+5 Department Policy 704.15 CLERK Statements of Economic Interest - Code Filers GC81009(e)(g) Originals are filed with FPPC. Copies are filed with City Clerk. 704.16 CLERK Statements of Economic Interest - 87200 Filers GC81009(f)(g) 704.17 CLERK Statements of Economic Interest Logs S+2 GC34090
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 705 INCORPORATION
705.01 CLERK Historical Records Historical significance determined by City Clerk 705.02 CLERK Incorporation Records GC34090
705.03 CLERK Logos Department Policy
706 REAL PROPERTY
706.01 CLERK Acquistion Records
706.02 CLERK Appraisals - Property Not Purchased GC34090 706.03 CLERK City-owned Property Files GC34090
706.04 CLERK Eminent Domain Records GC34090
Land Records -
706.05 CLERK Deeds/Easements/Encroachments/Maps/Vacations GC34090 706.06 CLERK Liens C+2 GC34090
800 PARKS AND RECREATION
801 FACILITIES - BUILDINGS/FIELDS/PARKS/TRAILS
801.01 PR Administrative Files GC34090
801.02 PR Insurance Certificates - Facility Rentals EX+2 Department Policy 802.03 PR Rental and Use Records N GC34090
802.04 PR Special Event Files Department Policy
802.05 PR Studies 10 Department Policy
802.06 PR Use Policies and Regulations S+2 Department Policy 802 PROGRAMS
802.01 PR Activity Guides 10 Department Policy
802.02 PR Brochures/Publications GC34090
802.03 PR Class Proposals and Instructor Files C+5 Department Policy 802.04 PR Class Registration - Applications/Receipts A+5 Department Policy 802.05 PR Community Organizations/Non-Profit Records GC34090 802.06 PR Credit Card Authorization Forms Department Policy 802.07 PR Evaluations/Surveys GC34090
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 802.09 PR Liability Waivers EX+2 GC34090
802.10 PR Program Files - Aquatics GC34090
802.11 PR Program Files - Child Care GC34090
802.12 PR Program Files - Recreation Classes GC34090
802.13 PR Program Files - Seniors GC34090
802.14 PR Program Files - Sports GC34090
802.15 PR Sign In/Sign Out Logs GC34090
802.16 PR Special Event Files Department Policy
900 PLANNING
901 BUILDING
901.01 Building/Energy/Fire Codes and Policies Adopted by Council Resolution/Ordinance 901.02 PL Building Plans - Permit Issued, No Final * See note 901.03 PL Commercial Plans - Final * See note
901.04 PL Inspection Records * See note
901.05 PL Permit Application Packets * See note
901.06 PL Permits - Building * See note
901.07 PL Permits - Site Development and Plot Plans * See note 901.08 PL Permits - Demolition * See note
901.09 PL Permits - Temporary Structure/Trailers * See note 901.10 PL Residential Plans - Final * See note
901.11 Residential Plans - Final - Mulit-Family * See note 901.12 PL Street Addresses - General GC34090
* Since 2014 all permit information is entered into the County's database. County keeps all original plan files. Prior to 2014, permit information was either entered into the City's computer system or maintained by the City in hardcopy. 902 CODE ENFORCEMENT
902.01 PL Abatements - Weeds, Vehicles, etc. C+5 Department Policy 902.02 Case Files C+5 Department Policy
902.03 PL Violations C+5 Department Policy
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 903 PLANNING - ADVANCED
903.01 PL Air Quality - Studies and Tests GC34090
903.02 PL Bicycle Lanes/Paths S+2 Department Policy
903.03 PL Census/Demographics 10 Department Policy
903.04 CEQA - California Environmental Quality Act S+5 Department Policy 903.05 PL City Boundaries/Modifications GC34090
903.06 PL Environmental Protection - General GC34090
903.07 PL Franklin Canyon Department Policy
903.08 PL General Plan Elements and Amendments Adopted by Resolution 903.09 PL Habitat Conservation Plans Adopted by Resolution 903.10 Hazardous Waste C+10 Department Policy
903.11 LAFCO - General GC34090
903.12 LAFCO - Annexations/City Boundaries Adopted by Resolution 903.13 LAFCO - Sphere of Influence/Urban Limit Line Adopted by Resolution 903.14 Master Plans S+5 Department Policy
903.15 Noise Control S+2 Department Policy
903.16 PL Open Space Areas/Wetlands Department Policy
903.17 PL Open Space Fire Hazard Mitigation S+5 Department Policy 903.18 PL Parking District Policies/Studies S+10 Department Policy 903.19 PL Parking Districts - Formation
903.20 PL Parking Districts - Projects C+10 Department Policy 903.21 PL Planning Policies/Regulations Adopted by Resolution 903.22 PL Regional Planning Plans/Policies S+5 Department Policy 903.23 PL Resource Conservation Areas Department Policy 903.24 PL Specific Plans Adopted by Resolution
903.25 PL Studies - City Initiated 10 Department Policy 903.26 PL Zoning Ordinances and Maps Codified in the Municipal Code 904 PLANNING - CURRENT
904.01 PL Appeals - Case Files C+5 Department Policy
904.02 PL Design Review Files (DRP) Department Policy
904.03 Development Agreements - Supporting Documentation Department Policy. Signed Agreement filed with City Clerk.
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 904.04 Development Files - City Initiated 20 Department Policy 904.05 PL Environmental Impact Reports (EIR) Adopted by Resolution 904.06 PL Final Subdivision Tract Maps Adopted by Resolution 904.07 PL Lot Line Adjustments/Parcel Mergers (LLA) Adopted by Resolution 904.08 Minor Modifications (MM) Adopted by Resolution
904.09 Moratoriums Adopted by Resolution
904.10 Permits - Accessory Dwelling Units (ADU) Adopted by Resolution Permits - Administrative Use Permits (A) (Adm. Design
904.11 Review, Business Use, Home Occupation, Temporary) Department Policy 904.12 PL Permits - Condition Use (CUP) Adopted by Resolution 904.13 PL Permits - Master Sign Program Adopted by Resolution 904.14 PL Permits - Special Use - Telecom (SUP) Adopted by Resolution 904.15 PL Project Files - Approved/Implemented Department Policy 904.16 PL Project Files - Approved/Not Implemented EX+5 Department Policy 904.17 PL Project Files - Denied C+5 Department Policy
904.18 PL Subdivision Agreements - Supporting Documentation Department Policy. Signed Agreement filed with City Clerk. 904.19 PL Telecommunications Department Policy
904.20 Tentative Subdivision Tracts and Parcel Maps Adopted by Resolution 904.21 Traffic Reports 10 Department Policy
904.22 Variances and Exemptions Adopted by Resolution
905 HISTORIC PRESERVATION
905.01 PL Archeological Collections/Surveys Department Policy 905.02 PL Historic Site Inventories Department Policy
905.03 PL Preservation Case Files Department Policy
1000 POLICE
1001 ADMINISTRATION - GENERAL
1001.01 PD Administrative Files GC34090
1001.02 PD Animal Control GC34090
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 1001.03 PD Assets and Forfeitures C+5 Department Policy 1001.04 PD Citizen Complaints C+5 Department Policy
1001.05 PD Code Enforcement Cases C+5 Department Policy 1001.06 PD Confidential Informants GC34090
1001.07 PD Operations Directive Manuals Department Policy 1001.08 PD Special Orders Manuals Department Policy
1001.09 PD Subpoena Logs GC34090
1001.10 PD Traffic Complaints GC34090
1001.11 PD Surveys GC34090
1002 ADMINISTRATION - EMERGENCY SERVICES
1002.01 PD Community Resources S+2 Department Policy
1002.02 Disaster Plans/Standard Operating Procedures S+5 Department Policy 1002.03 PD Disaster Planning Records/Exercises S+2 Department Policy 1002.04 PD Disaster Service Workers/CERT Training Materials S+2 Department Policy 1002.05 PD Disaster Volunteers - CERT Applications S+2 Department Policy 1002.06 PD Emergency Communications - FCC Radio License EX+5 Department Policy 1002.07 PD Emergency Disaster Reporting S+2 Department Policy 1002.08 PD Emergency Operations Center (EOC) S+5 Department Policy 1002.09 PD Emergency Shelters S+2 Department Policy
1002.10 PD Emergency Training Program Materials S+2 Department Policy 1002.11 PD FEMA Federal Emergency Management Agency S+2 Department Policy 1002.12 PD Hazard Materials Contingency Plans S+2 Department Policy 1002.13 PD Mutual Aid S+2 Department Policy
1002.14 PD Warning System (Code Red) S+2 Department Policy 1003 ADMINISTRATION - HUMAN RESOURCES
1003.01 PD Administrative Accident Review C+5 Department Policy 1003.02 PD Administrative Internal Investigations C+5 Departmnet Policy 1003.03 PD Background Investigations - Hires T+10 Department Policy. HR maintains master file. 1003.04 PD Background Investigations - Not Hired Department Policy. HR maintains master file. 1003.05 PD Background - Reservists/Volunteers T+5 Department Policy. HR maintains master file. 1003.06 PD Employee Work Assignments Department Policy. 1003..07 PD Employee Polygraph Reports Department Policy. HR maintains master file.
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 1003.08 PD Transfer to HR upon separation
1003.09 PD Employee Training Records Transfer to HR upon separation 1003.10 PD Grievances D+2
1003.11 PD Investigations - Internal D+6 Department Policy. GC12946 1003.12 PD Officer Involved Shooting C+25 Department Policy. GC12946 1003.13 PD Use of Force Department Policy. GC12946
1004 ADMINISTRATION - PERMITS AND LICENSES
1004.01 PD Background Investigations - Massage Establishment EX+2 Department Policy 1004.02 PD Licenses - Bicycle GC34090
1004.03 PD Permits - Concealed Weapons EX+2 Department Policy 1004.04 PD Permits - Consignment/Massage/Solicitors/Taxicabs/ etc. EX+5 Department Policy 1004.05 PD Permits - Parking GC34090
1005 RECORDS - AUDIO/VIDEO
1005.01 PD Audio Recordings - Radio/Telephone 180 days San Pablo PD Policy 1005.02 PD Mobile Messages - Police 180 days San Pablo PD Policy Recordings - Telephone/Radio Communications/Dispatch
1005.03 PD Tapes 180 days San Pablo PD Policy
1005.04 PD Video Investigation Interviews Department Policy 1005.05 Video Recordings - Cameras (Body Cams) 180 days Department Policy 1006 RECORDS - CLETS
1006.01 PD Fire Arms - Lost/Stolen - Serialized UF CLETS PPP 1006.02 PD Missing Persons - Active UF CLETS PPP
1006.03 PD Property - Lost/Stolen UF CLETS PPP
1006.04 PD Vehicles - Stolen UF CLETS PPP
1006.05 PD Weapons seized by Police 10 CLETS PPP
1007 RECORDS - COURT ORDER SEALINGS
1007.01 PD Juvenile Record Sealings - Reports S+5 Department Policy. CCP340.1, W&I 781(d) 1007.02 PD Adult Record Sealings - Reports S+5 Department Policy. PC851.8
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 1008 RECORDS - OTHER
1008.01 PD False Alarm Billings Department Policy
1008.02 PD Field Interview Cards with Pictures GC34090
1008.03 PD Pawn Slips GC34090
1008.04 PD Police Clearances Department Policy
1008.05 PD Repossessed - Private Property Towaways Department Policy 1008.06 PD Unclaimed Monies/Property CCP340
1009 RECORDS - PARKING
1009.01 PD Parking Citations GC34090
1009.02 PD Parking - General GC34090
1009.03 PD Parking Policies and Regulations S+5
1010 RECORDS - POLICE REPORTS
1010.01 PD Arrest Reports Department Policy
1010.02 PD Child Abuse - Neglect/Molest Department Policy 1010.03 PD CLETS P or UF All reports that have active CLETS entries incuding warrants. 1010.04 PD Deaths - Unexplained/Natural Causes Department Policy 1010.05 PD DUls/Public Intoxications Department Policy
1010.06 PD Felonies Department Policy
1010.07 PD Homicides Department Policy
1010.08 PD Kidnapping - Active Department Policy
1010.09 PD Marijuana less than 28.5 grams GC34090, H&S11361.5 (New law 1/2018) Miscellanous (Suspcious circumstances, runaway reports, 1010.10 PD outside assits, lost & found, property-nonserialized) Department Policy Misdemeanors - Aggravated assault, domestic violence,
1010.11 PD burglary, larceny with arrests, outstanding warrants Department Policy 1011 RECORDS - REGISTRANTS
1011.01 PD Arson Registrants - Adult Department Policy
1011.02 PD Arson Registrants - Juvenile Department Policy
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTON RETENTION CITATION 1011.03 PD Narcotics Registrants Department Policy
1011.04 PD Sex Registrants- Adult Department Policy
1011.05 PD Sex Registrants - Juvenile Department Policy 1012 RECORDS - TRAFFIC
1012.01 PD Traffic Citations - Infractions GC34090
1012.02 PD Traffic Citations - Misdemeanors N GC34090
1012.03 PD Traffic Collisions - Non-Fatalities Department Policy 1012.04 PD Traffic Collisions - Fatalities Department Policy 1013 RECORDS - STATISTICS
1013.01 PD Crime Statistics - Annual UCR
1013.02 PD Crime Statistics - Monthly GC34090
1100 PUBLIC WORKS
1101 CAPITAL IMPROVEMENTS
1101.01 PW Capital Improvement Plans Department Policy
1101.02 General Information GC34090
Project Files - certified payroll/pay estimates/original bid documents/legal ads/preliminary notices/liens/engineer
1101.03 PW and inspector logs/diaries, etc. Department Policy Project Files - drawings/photos/videos/change
orders/environmental docs/notice of completion/haz
1101.04 PW waste manifests/transport docs/specs/plans/warranty/etc. 1102 ENGINEERING
1102.01 PW Engineering Plan Check
1102.02 Engineering Standards GC34090(a)
1102.03 Erosion Control
1102.04 Surveying Records Department Policy
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 1103 EROSION CONTROL
1103.01 PW Grading 10 Department Policy
1103.02 PW Landslide Investigations/Studies Department Policy 1103.03 PW Landslide Repairs Department Policy
1104 FACILITIES - BUILDINGS/FIELDS/PARKS/TRAILS
1104.01 PW Administrative Files GC34090
1104.02 PW Maintenance & Operations Department Policy
1104.03 PW Master Plans Adopted by Resolution
1104.04 DEPT Studies Department Policy
1105 SOLID AND HAZARDOUS WASTE MANAGEMENT
1105.01 CLERK JPA - Agreements/Amendments Adopted by Resolution 1105.02 PW JPA - Correspondence/Meetings Department Policy 1105.03 CLERK Garbage - Delinquent Account Reports/Liens 10 Included with Council Agenda Packet 1105.04 CLERK Garbage & Recycling Collection - Correspondence Department Policy 1105.05 PW Garbage & Recycling Rates/ Regulations S+2 GC34090 1105.06 PW Hazardous Waste Monitoring C+10 Department Policy 1105.07 PW Programs - Recycling, Hazardous Waste, Cleanups, etc. S+2 Department Policy 1105.08 PW Underground Storage Tanks Department Policy
1106 SPECIAL DISTRICTS
1106.01 CLERK Assessment Districts - Formation and Taxation Records GC34090 1106.02 PW Assessment Districts - Projects Department Policy Community Facilities Districts - Formation and Taxation 1106.03 CLERK Records GC34090
1106.04 PW Community Facilities Districts - Projects Department Policy Lighting and Landscaping Districts - Formation and Taxation 1106.05 CLERK Records GC34090
1106.06 PW Lighting and Landscaping Districts - Maintenance Department Policy
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 1107 STREET/SIDEWALKS/HIGHWAYS/BRIDGES
1107.01 PW Abandonments Adopted by Resolution
1107.02 PW Bicycle Lanes/Paths C+5 Department Policy
1107.03 PW Bridges and Overpasses - Maintenance and Operations Department Policy 1107.04 PW CALTRANS - Correspondence Department Policy
1107.05 PW CALTRANS - State Road Improvements Department Policy 1107.06 PW Curbs and Gutters - Maintenance and Operations GC34090 1107.07 PW Driveway Approaches - Maintenance and Operations GC34090 1107.08 PW Medians - Maintenance and Operations GC34090 1107.09 Pavement Management Systems S+2 Department Policy 1107.10 PW Permits - Driveway Department Policy
1107.11 PW Permits - Encroachment/Irrevocable Adopted by Resolution 1107.12 PW Permits - Encroachment/Revocable Adopted by Resolution 1107.13 Permits - Haul/Oversize Vehicles EX+2 GC34090
1107.14 PW Sidewalk Maintenance and Operations GC34090
1107.15 PW GC34090(a)
1107.16 PW Street Closures, Temporary EX+2 Department Policy 1107.17 PW Street Improvement Plans S+2 GC34090
1107.18 PW Street Improvement Projects Department Policy 1107.19 PW Street Lighting - Maintenance and Operations Department Policy 1107.20 PW Street Maintenance and Repairs GC34090
1107.21 PW Street Names and Signs Department Policy
1107.22 PW Street Parking - Limited and Restricted Zones S+2 Department Policy 1107.23 PW Street Regulations S+2 Department Policy
1107.24 Street Signs/Pavement Markings Department Policy 1107.25 Street Sweeping GC34090
1107.26 PW Striping - Bike Lanes/Crosswalks GC34090
1108 STORM DRAINAGE/FLOOD CONTROL
1108.01 City Collection System Department Policy
1108.02 PW Complaints C+2 Department Policy
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 1108.03 PW S+2 Department Policy
1108.04 pW Flood Control Projects Department Policy
1108.05 PW Floodway Maps by FEMA GC34090
1108.06 PW National Flood Insurance Program Department Policy 1108.07 PW NDES Files/Permits/Reports Department Policy 1108.08 PW Plans - Flood Management Department Policy
1108.09 PW Plans - Storm Water Management Department Policy 1108.10 PW Policies Department Policy
1108.11 PW Storm Drain Master Plans Department Policy
1108.12 PW Studies Department Policy
1109 TRAFFIC CONTROL
1109.01 IPW Projects - Traffic Signais/Stop Signs C+5 Department Policy 1109.02 PW Regulations - Traffic S+5 Department Policy
1109.03 PW Stop Signs Department Policy
1109.04 PW Studies - Certified Speed Studies Department Policy 1109.05 PW Studies/Surveys - Traffic Department Policy
1109.06 PW Traffic Control - General GC34090
1109.07 PW Traffic Improvement Requests Department Policy 1110 TRANSPORTATION SERVICES
1110.01 PW BART - Correspondence/Records Department Policy 1110.02 PW General Information GC34090
1110.03 PW Project Files C+10 Department Policy
1110.04 PW Rail and Train - Correspondence/Records Department Policy Regional/State/Federal Transporation -
1110.05 PW Correspondence/Records Department Policy
1110.06 PW WestCat - Correspondence/Records Department Policy 1111 WASTEWATER MANGEMENT (SEWERS)
1111.01 PW Groundwater Contamination Department Policy
1111.02 PW Groundwater Levels/Data/Trends Department Policy
CITY OF HERCULES RECORDS RETENTION SCHEDULE - RESOLUTION NO. 18-027 EXHIBIT A, ADOPTED APRIL 24, 2018
RECORDS
FILE NO. CUSTODIAN RECORDS DESCRIPTION RETENTION CITATION 1111.03 PW Department Policy
1111.04 PW Hercules Collection System Master Plan Department Policy 1111.05 PW Pinole/Hercules Sewage Treatment Plant S+5 Department Policy 1111.06 PW Rates, Rules, Regulations S+2 Department Policy 1111.07 PW Sewer and Septic Systems GC34090
1111.08 PW Studies Department Policy
1112 WATER
1112.01 PW Backflow Approvals/Inspections GC34090
1112.02 PW General Files 10 Department Policy
1112.03 Permits - Road Work (issued by others) C+2 Department Policy 1112.04 PW Plans/Program Files Department Policy
1112.05 PW Rates, Rules, Regulations S+2 Department Policy 1112.06 PW Studies 10 Department Policy
1112.07 PW Wells and Groundwater Records Department Policy 1200 UTILITIES AND COMMUNICATIONS
1201 ADMINISTRATION
1201.01 CLERK Cable TV Records S+2 Department Policy
1201.02 PL Cell Towers - Leases and Modifications EX+5 Department Policy. Signed Agreement flled with City Clerk. 1201.03 CLERK Easement from Property Owners to Utilities Adopted by Resolution 1201.04 PW Gas and Electric - Correspondence Department Policy 1201.05 PW Gas and Electric Programs/ Records S+5 Department Policy 1201.06 PW Fiber Optics Records Department Policy
1201.07 CLERK Franchise Agreements - All EX+10 Adopted by Council Resolution 1201.08 CA Franchises - General EX+5 Department Policy
1201.09 Hercules Municipal Utilities EX+5 Department Policy 1201.10 CLERK Internet Service Providers S+2 Department Policy 1201.11 PW Rates, Rules, Regulations S+2 Department Policy 1201.12 PW Solar Energy GC34090
1201.13 PW Underground Utility Records Department Policy