Attachment C: Administrative Policy No. 8 “Records Management and Information Management Program Policy”

CITY OF PACIFICA

ADMINISTRATIVE POLICY
No.
8 RECORDS AND INFORMATION MANAGEMENT

PROGRAM POLICY
DATE ISSUED:
11/09/2020

1. PURPOSE
This Records and Information Management Program Policy (“Policy”) establishes comprehensive and uniform methods for the cost effective and efficient management of the City’s public records (including creation, utilization, maintenance, security, retention, storage, preservation, and destruction), in accordance with legal requirements and professional standards.

2. SCOPE
This Policy is established by the City in accordance with all relevant federal, state, and local laws, and contractual requirements. In particular, this Policy is established in accordance with the State Record Retention laws (Government Code §34090, et seq.) as well as the California Public Records Act (Government Code §6250, et seq.). Additionally, where relevant to the particular needs of the City’s management of records, the City has incorporated provisions from professional standards and guidelines. All written or electronic documents, sound, or video works created by employees in the course of executing the City’s business are records under this policy regardless of whether they are managed in a formal process by the employee’s department or kept by an employee or their work unit for reference or any other purpose.

3. AUTHORITIES
The legal authorities and professional guidelines applicable to the management of City records include the following:

3.1. Federal and State Law Numerous Federal and State laws related to minimum record retention requirements and statutes of limitations apply to different types of records. Each record series listed in the Record Retention Schedules will have applicable laws cited.

3.2. Government Code §34090 et seq. The principal provisions of California law applicable to City Record Retention requirements are addressed in Government Code §34090, et seq., which generally require original public records to be retained for a minimum of two years, and sets forth other requirements for the retention and destruction of specific public records. This Policy establishes the procedures consistent with the provisions within the state law for the destruction of original public records which have been retained for at least the minimum retention period and are no longer required by the City for business or historical purposes. The Policy also addresses the destruction of records which have been replaced by “Trusted Copies” (GC §34090.5) and the destruction of “Duplicate Copies” (GC §34090.7). Per subsections of the code, the state law provisions do not authorize the destruction of:
a. Records affecting title to real property or liens thereon b. Court records
c. Records required to be kept by statute
d. Records less than two years old
e. The minutes, ordinances, or resolutions of the legislative body or of a city board, agency or commission

3.3. Government Code §6200 et seq. Except as otherwise provided by Government Code §34090 et seq., Government Code §6200 et seq. provides that any City employee who is found guilty of willfully destroying (including altering, falsifying, mutilating, defacing, or stealing, in whole or in part) a public record may be punished by imprisonment of up to four years.

3.4. Government Code §6250 et seq. The California Public Records Act (Government Code §6250 et seq.) provides definitions for “writings” and “public records” for the purpose of determining which public documents are required to be disclosed to the public upon request, and which public documents are confidential or otherwise exempt from disclosure.

3.5. Professional Standards and Suggested Retention Guidelines Selected professional associations and other governmental agencies, such as the California Secretary of State, the Department of Justice, and the City Clerk’s Association of California, have published standards, model retention guidelines, and/or articles recommending retention periods for different types of records. Although these standards and guidelines are not binding upon the City, the City will take these documents into consideration in establishing the City’s Record Retention Schedules and, where applicable, the City will identify deviations from these suggested guidelines within the Record Retention Schedules.

4. DEFINITIONS

4.1 Writing: As defined by Government Code §6252(f), “Writing” means any handwriting, typewriting, printing, photo stating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored.” Thus, “Writing” is a comprehensive definition that includes the subsets of public records, trusted copies, confidential records, duplicate copies, non-record writings, vital records, historical records, active records, inactive records, electronic records and transitory records, as defined within this Policy.

4.2 Non-record Writing: Any writing which is not within the definition of a Record. Examples of “Nonrecord Writings” include writings that are not directly related to the conduct of the City’s business and/or are used specifically for reference including, but not limited to, text books, brochures, catalogs, or seminar announcements.

4.3 Record: For retention purposes, a Record includes any writing containing information relating to the conduct of the business prepared, owned, used, or retained by the organization regardless of physical form or characteristics. Records include the subsets of trusted copies, confidential records, vital records, historical records, active records, inactive records, electronic records, including electronic records relating to the conduct of the business retained on personal devices or accounts, and transitory records, as defined within this Policy.

4.4 Record Series: A set of records which, as a whole, are created, stored and maintained together. “Record Series” are used as a method to organize records by function and/or document type within the City. Examples of different “Record Series” include, but are not limited to, the following:
• Contracts
• Purchase Orders
• Resolutions
• Minutes of official meetings
• Time Cards
• Financial Statements

4.5 Trusted System: As defined by GC §12168.7(c), “Trusted System” means a combination of techniques, policies, and procedures for which there is no plausible scenario in which a document retrieved from or reproduced by the system could differ substantially from the document that is originally stored.”
Thus, a “Trusted System” includes any method of creation, management and/or storage of an Official Record, as defined within this Policy.

4.6 Trusted Copy: A “Trusted Copy” is a copy of an originally created record if the copy is created on a Trusted System. “Trusted Copies” are photographically or electronically generated documents controlled by daily operational procedures and policies to ensure reasonable expectations of document integrity, free from physical or electronic additions, subtractions or other modifications that would change the content of the original document.

Once a “Trusted Copy” is created, it will replace the original source document, and the “Trusted Copy” must then be retained as the Official Record in accordance with the requirements of this Policy and the Record Retention Schedules.

4.7 Official Record: An “Official Record” is the original record or “Trusted Copy” having the legally recognized and enforceable quality of any writing containing information related to the conduct of the City’s business.

4.8 Duplicate Copy: A record that is a copy of an Official Record if the copy is not within the definition of a “Trusted Copy”. In addition to hard-copies of Official Records, “Duplicate Copies” also include, but are not limited to, database backups or other copies of electronic records.

4.9 Confidential Record: There are many sources of legal authority that define a “Confidential Record” including, but not limited to, the California Public Records Act, Government Code §6250 through §6270. Therefore, it would be impractical to list all definitions of a “Confidential Record” within this Policy. If there is any question as to whether a record is a Confidential Record, staff should consult with the City Clerk and/or City Attorney prior to disclosure.

In general, a “Confidential Record” is any record not disclosed to the public unless directed by court order. Examples of a “Confidential Record” may include, but are not limited to, the following:
a. Personnel records:

Examples include any personnel, medical or similar files, the disclosure of which would cause an unwarranted invasion of personal privacy.
b. Pending litigation or claims:

In general, Government Code §6254 provides that when litigation or a claim is filed against the City, the records pertaining to the litigation or claim are exempt from public disclosure until the litigation or claim has been adjudicated or settled. c. Attorney/client privilege and attorney work product:

As a general rule, it should be presumed that all communications from the City Attorney’s office on behalf of the City are subject to attorney/client privilege, and the communications should be protected accordingly.
d. Police records and investigative reports:

Examples include, but are not limited to, a wide variety of records such as:
• Police investigations, intelligence, analysis and conclusions • Information that may endanger the safety of any person • Juvenile records
• Active case files
e. Feasibility studies for property acquisition or public contracts:

Unless required to be disclosed by eminent domain law, feasibility studies relative to the acquisition of property, or to prospective public supply and construction contracts, are not disclosed until all of the property has been acquired or until the contract or agreement has been executed.
f. Proprietary information obtained by the City:

Proprietary information will not be disclosed if any of the following apply:
a. The outside party providing the information submits the information with the expressed intention to maintain the confidence.
b. The information has not previously been disclosed to others. c. The outside party has a reasonable expectation that the information will be maintained in confidence based upon the manner by which the City obtained the information.

Examples include, but are not limited to, financial information or computer source code submitted as a condition of a license, permit or certificate. g. State Board of Equalization data:

The City may collect and store confidential information about taxpayers and send (delete) this information to the California State Board of Equalization (Board). The City and the Board have a responsibility under the law to protect this information from unauthorized access, use, and disclosure.

Taxpayers may authorize the transmission of confidential information via e-mail by providing written authorization to the City or to the Board. If authorization is provided, the confidential information will only be sent to individuals who have a legitimate business need to view the information (the taxpayer and/or their representative).

In addition, the City also receives information from the Board that is confidential information regarding the sales tax generated by specific businesses in Pacifica that, under State law, is confidential.

Public Interest Balancing Test
If a writing does not fit a specific category of exemption, the writing may still be exempt if it meets the Public Interest Balancing Test. According to GC §6255(a), “The agency shall justify withholding any record by demonstrating that the record in question is exempt under express provisions of [the Public Records Act] or that on the facts of the particular case the public interest served by not disclosing the record clearly outweighs the public interest served by disclosure of the record.” Since there is a significant body of case law analyzing this balancing test, City staff must consult with the City Attorney’s office when determining whether a record may be disclosed upon request.

4.10 Vital Record: Includes records that are needed to continue or resume basic City operations in the event of a disaster.

4.11 Historical Records: Records valuable to future researchers that document accomplishments, changes, and growth of the City.

4.12 Active Records: Records referenced and readily accessible in the general conduct of current City business.

4.13 Inactive Records: Records that are no longer referenced, nor required to be readily accessible, in the general conduct of current City business. Such records may be stored at an off-site storage location or within the work area during their required retention period.

4.14 Retention Period: A “Retention Period” is the length of time that a particular record is retained by the City before it is disposed of in accordance with this Policy. The “Retention Periods” for City records are identified on the Record Retention Schedules.

4.15 Record Retention Schedules: “Record Retention Schedules” list all record series’ which are prepared, owned, used, or retained by the City, and identify the required retention period for each record series. The “Record Retention Schedules”, and any amendments or updates, are approved by City Council resolution.

4.16 Citation(s): “Citations” listed in the Record Retention Schedules are the legal bases for a minimum retention period, as required by federal, state, regional and/or local governmental agencies.

4.17 Office of Record (OOR): The department within the City that is responsible for maintaining a particular record series in accordance with this Policy and the Record Retention Schedules is considered the “Office of Record”. The Record Retention Schedules identify the “OOR” for each record series. Typically, the “OOR” is the department that originates the record. Exceptions may be noted on the Record Retention Schedules.

4.18 Transitory Records: A writing with only transitory (short-lived) value since the information is used for a relatively short period of time. Examples include, but are not limited to, the following documents that are not retained in the ordinary course of business:
• Preliminary drafts
• Notes
• Interagency/intra-agency memoranda
• Voicemail
• Handheld recorders

4.19 Electronic Records: Records that contain information readable by machine or computer, and which may include information such as text, numbers, graphs, line drawings, pictures, images, video or sound are considered “Electronic Records”. Examples of “Electronic Records” include, but are not limited to, the following:
• Audio or video recordings
• Electronic mail
• Databases
• Digital images
• Presentation graphics
• Word processing files
• Spreadsheet files
• Voicemail
“Electronic Records” reside on, but are not limited to, media such as magnetic disks or tapes, audio or video cassettes, optical disks, DVDs, CDs, hard drives, or memory sticks.

4.20 Electronic Mail (E-mail): Messages and communications transmitted over internal and external networks are considered “Electronic Mail”. The City considers “Electronic Mail” a transitory record, and the City’s policy on “Electronic Mail” is addressed in Section 6.1.7 and referenced by resolution.

4.21 Databases: “Databases” consist of electronic files and fields of data, which manage and store information useful to the department or division. “Databases” are modified over time through the addition, deletion, or modification of data. “Databases” may be maintained by the City or hosted by outside sources. The specific policy regarding databases can be found in Section 6.1.8.

4.22 Media: The physical format in which a record is maintained including, but not limited to, paper, photographic, micrographic, computer storage, and any other recording or storage method.

4.23 Indexes and Metadata: Information supporting a record that is unique and distinguishes one record from another. “Indexes” and “Metadata” may include, but are not limited to, record titles, record series codes, sequential identification numbers, dates, Office of Record, project number, account number, or other source information describing the record’s contents. Such information, in and of itself, does not constitute a record.
5 RESPONSIBILITIES
Active management of the City’s records is required to ensure that the records are properly maintained. This section identifies elected officials and staff members responsible for managing the City’s records.

5.1 City Council
The City Council reviews and approves this Policy, the original Record Retention Schedules, and any amendments to the Policy.

5.2 City Manager
The City Manager (or designee) shall be responsible for administering this Policy and approving amendments to the Record Retention Schedules.

5.3 City Attorney
The City Attorney (or designee) shall be responsible for the following:
a. Providing legal review and approval to any proposed amendments to this Policy or the Record Retention Schedules.
b. Providing legal review of changes in the law relating to this Policy and the Record Retention Schedules.
c. Notifying the affected OOR and the City Clerk when the City must suspend the destruction of records due to pending or potential litigation, discovery requests, or for any other reason. d. Reviewing all requests for records destruction and exercising discretion to approve or deny requests for destruction in accordance with this Policy. e. Forwarding all approved requests for destruction to the City Clerk.

5.4 City Clerk
The City Clerk (or designee) shall be responsible for the following:
a. Implementing and coordinating the City’s Records and Information Management (RIM) program.
b. Providing review and approval to any proposed amendments to this Policy or the Record Retention Schedules.
c. Appointing a Deputy City Clerk to assist the City Clerk in the administration of this Policy. d. Disseminating information and providing RIM program training to departments. e. Establishing and maintaining a program to assist departments in the destruction of records once their respective retention periods have expired.
f. Assisting all departments in complying with this Policy. g. Providing written notification to the City Manager and Department Director of violations of the Record Retention Schedules and this Policy.
h. Performing periodic audits to assist departments in complying with the Record Retention Schedules and this Policy.
i. Providing written notification to the City Manager and Department Director of audit discrepancies within departments.
j. Providing review of changes in records management practices relating to this Policy and the Record Retention Schedules.
k. Receiving City Attorney approved requests for records destruction for final review and processing.
l. Maintaining the Official Record of all documents related to the City’s RIM program, and any amendments or updates thereto, including the following:
• Policy
• Record Retention Schedules
• Lists of Records Coordinators and alternates
• Master Index of Record Series, as submitted by each department • Requests for Destruction of Records
• Authorizations to Destroy Records
• Certifications of Destroyed Records

5.5 Department Directors
Department Directors are responsible for the following:
a. Administering the City’s RIM program in their respective departments and overseeing that Policy parameters are implemented in a timely manner.
b. Appointing a Records Coordinator, and an alternate, to work with the City Clerk’s Office to implement this Policy. Large departments with several divisions may have multiple Records Coordinators and alternates.
c. Establishing and maintaining an inventory of departmental records and providing an updated electronic copy to the City Clerk, when requested. The inventory shall identify the following aspects of each record:
• Associated records series
• Activity status (e.g. active, inactive)
• Media format of the Official Record
• Importance (e.g. vital, historical, confidential), where applicable d. Coordinating with the City Clerk’s Office in the development of a departmental Record Retention Schedule.
e. Periodically reviewing its departmental Record Retention Schedule to ensure that the schedule is complete, current and accurate.
f. Providing the City Clerk’s Office written proposed amendments to the Record Retention Schedule, when needed.
g. Ensuring the security of records that have been identified as confidential. h. Notifying the City Clerk’s Office of any information received regarding legal issues related to the retention of records within their department.
i. Reviewing proposed changes to the Record Retention Schedule, as prepared by the City Clerk’s Office and City Attorney.
j. Reviewing requests for the destruction of departmental records as authorized by this Policy and the Record Retention Schedules, and forwarding such requests to the City Attorney. k. Approve the destruction of Duplicate Copies, Transitory Records, and Non-Records in accordance with this Policy.
l. Providing written notification to the City Manager and the City Clerk’s Office of any discrepancies or violations of this Policy or the Record Retention Schedule within their department.

5.6 Records Coordinators
The Records Coordinator(s) for each department, under the direction of the Department Director, are responsible for:
a. Creating an index of department records series, and working with the City Clerk, or designee, to develop a Record Retention Schedule.
b. Informing and updating employees in the department about this Policy and the department’s Record Retention Schedule.
c. Ensuring that active records within the department are maintained according to methods described in this Policy and the department’s Record Retention Schedule. d. Maintaining the security of records that have been identified as confidential. e. Maintaining a master inventory of all department records kept internally and at off-site storage facilities.
f. Ensuring that packaged records are properly labeled and accurately reference information consistent with the Uniform Document Index system.
g. Monitoring all records that are sent off-site for storage to ensure the records are properly packaged and labeled, accurately and completely inventoried, and assigned proposed disposition dates. Coordinating all requests to retrieve documents from off-site storage and ensuring that documents are returned to off-site storage in a timely manner. h. Annually reviewing records and preparing a list of records eligible for destruction when the retention period has expired, as described in this Policy and the Record Retention Schedule. i. Securing the Department Director’s approval for destruction of records when the retention periods has expired.
j. Ensure the destruction of Duplicate Copies, Transitory Records, and Non-Records in accordance with this Policy.
k. Providing written notification to their Department Director of any discrepancies or violations of this Policy or the Record Retention Schedule within their department. l. Ensure quality control of document imaging for imaging records.

5.7 City Staff
Any City staff member who routinely works with the City’s records, as required by their assignment, is responsible for:
a. Reviewing this Policy and their department’s Record Retention Schedule. b. Maintaining the security of records that have been identified as confidential. c. Retaining Duplicate Copies, Transitory Records and Non-records only as long as they are of direct importance to the current operation of their department. d. Surrendering any and all City records to their supervisors, the City Clerk, City Manager, or City Attorney, when requested.
e. Providing written notification to their Records Coordinator(s) and Department Director of any non-compliance with this Policy or the Record Retention Schedule. 6 POLICY
The Policy for the management, storage and preservation, and destruction of records is as follows:

6.1 Management of Records

6.1.1 Access Controls
All documents, writings, or other forms of information produced or acquired by employees in the course of their duties are the exclusive property of the City. Employees shall have no expectation of privacy relating to City records.

When it is necessary for employees to work on physical documents away from the City, those documents must be returned to the City, and all copies deleted from the outside location, within 72 hours of final use or reference. Employees shall not have any City physical records in such places as private homes.

When it is necessary for employees to work on electronic documents away from the City, those documents must have access via the City’s virtual private network (VPN), and no copies shall be stored on private computer equipment or other electronic media.

6.1.2 Migration of an Original Record to a Trusted Copy To ensure the accuracy of a Trusted Copy, employees of the OOR must follow the department’s approved process before replacing an original record. The process must be approved by the City Clerk.

Before designating a record as a Trusted Copy, legibility must be validated and indexes or metadata confirmed as accurately reflecting the content of the original record.

Once the Trusted Copy has been validated and designated as the Official Record, the original record shall be immediately destroyed in the approved manner, unless maintenance and retention of the physical records is required by statute, such as governing body Minutes, Resolutions and Ordinances.

6.1.3 Vital Records
Vital Records are those records needed to continue business operations in the event of a disaster, and will be identified as such on the Record Retention Schedules. Each department will be responsible for defining a Business Continuity Plan that includes the protection and maintenance of vital records. Examples of protection include, but are not limited to:
• Storing hard copies in a fire-resistant filing cabinet or area, or in a locked vault, either on site or off site.
• Storing duplicate hard copies at a secure offsite facility for the duration of the retention life of the vital record.
• Providing regular back-ups for electronic vital records. • Printing vital records on acid-free, archival quality paper. • Maintaining:
o A list of physical locations of vital records storage facilities and systems. o Access codes, passwords and/or keys for facilities and systems. o Equipment used to store vital records, or needed to access electronically stored vital records.
o An inventory of vital records within the facility.
o Procedures for accessing the vital records.

6.1.4 Historical Records
Historical Records are records that are valuable to future researchers to document the accomplishments, changes and growth of the City. Record Series’ that may contain historical records will be identified within the Record Retention Schedules. Historical Records may be maintained within each department based on individual departmental procedures, or forwarded to the City Clerk’s office for archival storage.

In the normal course of business, the historical value of a record may not be apparent. Routine business practices may cause certain records to be destroyed before or after historical value is determined.

6.1.5 Confidential Records
There are many sources of legal authority to exempt a record from disclosure including, but not limited to, the California Public Records Act, Government Code §6250 through §6270. It would be impractical to list all definitions of “confidential” records in this Policy. If there is any question as to whether or not a particular record should be designated as “confidential,” the Department Director will consult the City Attorney.

Confidential records must be maintained with sufficient security, and in accordance with applicable laws, to protect their contents from unauthorized access. Departmental procedures to ensure the security of confidential records will be the responsibility of the Department Director.

6.1.6 E-mail Communication
E-mail messages and any electronic attachments will be reviewed regularly to determine relevance to current City business. When relevant, the e-mail must be converted to an electronic record, or printed in hard copy, and retained with the associated topic or record series (e.g. project file, purchase order, professional services agreement) for the required retention period as designated in the Record Retention Schedules.

Routine e-mail messages are comparable to telephonic communications and are considered either Transitory Records or Non-records. Such e-mail is not intended to be retained in the ordinary course of City business, and the informational content of such communications is neither necessary nor intended to be preserved for future City use or reference.

E-mail systems are not intended to be, and will not be, used for the electronic storage or maintenance of official records, or as document management systems. E-mail communications are retained as follows:
• E-mail will automatically be removed and deleted permanently from the user’s Inbox after 180 days.
• E-mail communications relocated to the e-mail folder system will be automatically removed and deleted permanently from the corresponding folder after 2 years.

6.1.7 Databases
For Record Retention purposes, the City considers all databases, whether residing on City systems or hosted by an outside source, to be Transitory Records. The blanket retention period for databases is “Until Superseded” to reflect that only the current version has informational value to the City.

The OOR that uses, maintains and modifies a database must assure the information contained within the database is correct and accurate, and has the obligation to produce information from the database, as needed, to perform City business. Due to the transitory nature of databases, periodic reports produced from a database, and used for administrative, fiscal, legal or historical purposes, may become Official Records. Reports designated as Official Records must be maintained in accordance with the Record Retention Schedules.

For example, the City’s Annual Budget Report captures the financial position at the end of a fiscal year, and is used to inform the City Council, staff and citizens of the City’s financial state. Thus, the report must be retained for the retention period designated in the Record Retention Schedule to reflect operational needs.

6.2 Storage and Preservation of Records

6.2.1 Active Records
Storage and preservation methods for active Official Records must be approved by the City Clerk and meet all of the following minimum specifications:
a. Records must be stored and maintained using complete inventories and accurate indexes which allow them to be identified, retrieved and disposed of in an expeditious manner. b. Records must be maintained so they are readily accessible to conduct current City business. c. Storage systems for Official Records will accommodate hard-copy or electronic records, and must also conform to the requirements of a Trusted System. Migration of original records to electronic form requires a process that complies with Section 6.1.3 of this policy.

6.2.2 Inactive Records
Inactive records may be stored in a secured City facility or stored by a commercial service provider. An Off-site storage facility must:
a. Meet applicable state and local codes.
b. Provide protection from fire and intrusion.
c. Provide reasonable access to records in a timely manner.

Each department shall maintain an inventory of its inactive records in storage and forward an electronic copy of said inventory to the City Clerk’s Office. Prior to sending records to storage, Duplicate Copies, Transitory Records, and Non-Records must be removed and destroyed in accordance with this Policy.

6.2.3 Hosted Electronic Records
Hosted electronic records must follow the City’s record retention schedules. The hosting company must:
a. Meet applicable state and local codes.
b. Provide protection from fire and intrusion.
c. Provide reasonable access to records in a timely manner.

6.3 Destruction of Records

6.3.1 Destruction of Original Records After Migration to a Trusted Copy Once an original record has been migrated to a Trusted Copy, in accordance with the procedures for creating a Trusted Copy, the original record shall be immediately destroyed in the approved manner unless maintenance and retention of the physical records is required by statute, such as governing body Minutes, Resolutions and Ordinances.

6.3.2 Destruction of Duplicate Copies
No Duplicate Copy will be maintained longer than the retention period of the Official Record, and may be destroyed at any time within the retention period.

Department Directors will ensure that employees follow the established procedures within Section 7 of this Policy. Prior to the destruction of a Duplicate Copy, the employee shall ensure that:
a. The writing is, in fact, a Duplicate Copy and not an Official Record. b. The writing is no longer required for the operational needs of the department.

Duplicate Copies of certain records may be requested by, and provided to, outside entities via the California Public Records Act, legal discovery or other valid and approved methods of dispersion.

The City realizes that it neither has control over, nor can it enforce the storage, management and disposal of, Duplicate Records released to outside entities.

6.3.3 Destruction of Transitory Records
A Transitory Record may be destroyed at any time. Prior to the destruction of a Transitory Record, the employee shall ensure that:
a. The writing is, in fact, a Transitory Record and not an Official Record. b. The writing is no longer required for the operational needs of the department.

6.3.4 Destruction of Non-Records:

A Non-Record may be destroyed at any time. Prior to the destruction of a Non-Record, the employee shall ensure that:
a. The writing is, in fact, a Non-Record.
b. The writing is no longer required for the operational or reference needs of the department.

6.3.5 Destruction of Information on Obsolete Electronic Equipment Certain electronic equipment, including Trusted Systems, used by the City may contain methods of electronic storage of City information. This information may be captured and stored as the equipment is used in the normal course of business.

The City understands that, as electronic equipment and technology change, information processing systems and new storage methodologies may allow for the capture of confidential and non-confidential City information.

Prior to decommissioning the equipment, the responsible department shall ensure that all information relating to City business will be deleted or otherwise made illegible from any data storage systems on or within the equipment. Under no circumstances shall any electronic equipment be released from City property for recycling, destruction or other disposition until the City information has been deleted. Written confirmation of the destruction of the information will be provided to the City Clerk.

6.3.6 Destruction of Non-paper Media Records
Official Records stored on non-paper media must be destroyed in a manner consistent with this Policy. Documentation for the destruction of these records shall be prepared and retained in accordance with Section 7 of this Policy.

After all Official Records stored on non-paper media (e.g. magnetic tape, disks, diskettes or other magnetic medium) have been destroyed, the medium itself may be reused, recycled or destroyed.
7 PROCEDURES
The Procedures for the management, storage and preservation, and destruction of records are as follows:

7.1 Access to Electronic Records Systems
A Department Director, or designee, shall approve access to electronic records systems for any employees, contract employees, consultants, or volunteers, as needed to fulfill the requirements of their employment.

Any electronic records system is subject to audit on a periodic basis. An audit may include operations performed on the database, the date and time an operation occurred and by whom, the database record number, the database index and/or metadata associated with the record, or any other pertinent data where practical.

7.2 Process for Scanning and Imaging of City Records and Documents Laserfiche is the City’s document management system for archiving electronic Trusted Copies and for electronic copies of documents for which there is no legal authorization for destruction (e.g. records affecting title to real property or liens thereon; minutes, ordinances, or resolutions of the legislative body or of a city board, agency or commission). These documents must be stored within Laserfiche as a Portable Document Format for Archiving (PDF/A), indexed as required by this Policy, and searchable utilizing Optical Character Recognition (OCR).

Laserfiche is also used by departments as an operational tool for access and storage of documents related to current City business.

Procedures for scanning a hard-copy document as a PDF/A image for storage in Laserfiche as an Official Record shall be established and reviewed periodically by each department, based upon their specific needs. Priority shall be given to those records that must be retained on a permanent basis, and to those records which need to be frequently retrieved. Examples of records eligible for scanning include, but are not limited to, the following:
• Ordinances & Resolutions
• Minutes
• Plans and Permits
• Contracts and Agreements
• Approved Construction Plans
• Purchase Orders, Time Cards and other financial records Departments shall review and purge unnecessary documents from their records prior to scanning.

Purging involves evaluating documents within a record, and discarding documents determined to be Transitory Records, Duplicate Copies or Non-Records.

After the PDF/A images are created, the department shall verify the images are legible and complete.

Images will be verified, indexed, and the OCR process completed as soon as possible after scanning occurs.

When creating an electronic Trusted Copy, the department must determine that the original record has been successfully transferred into electronic format as defined above. The original record will then be destroyed in accordance with this Policy.

Non-scanned images must be imported into Laserfiche in PDF/A format, indexed and the OCR process completed, thereby meeting all the same requirements as described above for scanned images.

These procedures will be evaluated by the City Clerk and updated, as needed.

7.3 Destruction of Official Records
Official Records, for which the retention period identified on the Record Retention Schedules has elapsed, will be destroyed in accordance with this Policy. Unless placed on legal hold by the City Attorney, records designated for destruction must be destroyed within the calendar year after the record expires.

A record that expires during the current calendar year must be destroyed by December 31st of the following calendar year. For example:

If expiration occurs on: Then destroy no earlier than: or no later than:

January 1, 2015 January 1, 2016 December 31, 2016
December 31, 2015 January 1, 2016 December 31, 2016
Periodic reviews of records will be performed by Records Coordinators. Additionally, to ensure compliance with this Policy and the Record Retention Schedules, the City Clerk will annually designate a date for departments to review their records and prepare requests for destruction.

Records for which the retention period has elapsed must be identified and included on a Destruction Approval Form, which is signed by the Department Director and forwarded to the City Clerk. The City Clerk will review the form for completeness and then forward the form to the City Attorney (or designee) for approval along with a complete inventory listing of the records to be destroyed.

Upon approval, the City Attorney shall return the form and inventory listing to the City Clerk for final review and processing.

Hard-copy records approved for destruction must be destroyed by the City Clerk (or designee) using one of the following methods:
• Recycle Bin: Expired documents that are not confidential. • Shredding: All other records approved for destruction.

NOTE: Confidential documents must be shredded by the City Clerk’s designee responsible for the destruction of those records. Commercial services may be used for destruction of paper documents, provided that destruction is completed at City facilities.

Destruction of Official Records in electronic format must follow the same approval process as outlined above for the destruction of hard-copy records. Upon approval, electronic records must be destroyed by the City Clerk (or designee) using methods that permanently delete the records.

The destruction process must include all Duplicate Copies of the Official Record.

Following the destruction of records, the City Clerk (or designee) shall certify that the records have been destroyed. All certificates of destruction shall be maintained by the City Clerk.

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City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-01-02 Correspondence & Reports - External City-wide CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
01-01-03 Correspondence & Reports - Internal City-wide CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
01-01-04 Departmental Goals/Objectives City-wide S+5 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
01-01-05 Administrative Policies & Procedures Includes personnel rules and regulations, department policies and general administrative polices and
procedures.

City-wide S+5 GC 34090; 2 year minimum
CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
01-01-06 Staff, Interdepartmental & Internal Committee
Meetings
Includes informal meeting agendas. City-wide EY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
01-01-07 Surveys, Studies & Questionnaires - General City City-wide AC+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for general studies and surveys
01-01-08 Supervisor's Personnel Files Includes supervisor files on employees. File sent to HR after employee separates from the City.

City-wide ACT+2 GC 34090.7; Duplicate information may be destroyed within the 2 year minimum retention requirement.
01-01-09 Public Hearing Notices / Proof of Publication City-wide CY+4 GC 34090; 2 year minimum requirement CCP 343; Statutes of limitations, 4 years
01-01-10 Budget Workpapers, Departmental City-wide S+2 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit
Administrative Decision: Maintain departmental budget
workpapers until superseded plus 2 years since
information is compiled into the final budget and/or
Finance budget workpapers.
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City-wide AA+6 GC 34090; 2 year minimum requirement
29 CFR 516.2; Maintain
29 CFR 516.6; 2 years
R&T 19530; 3 years after tax return due
R&T 19704; 6 year statute of limitations
LC 1174; 2 years after pay period
26 CFR 31.6001-1; 4 years after tax return due
29 USC 255(a); 2 to 3 years statute of limitations for
minimum wages
State of California Guidelines; 6 years after audit
01-02-00 Reference Materials
01-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-02-02 Chronological Files These are chronologically filed correspondence, often from managers/directors, where the official
correspondence record is filed in the project/subject file.

Kind of an archaic record type but still often used by
managers.

City-wide ACT GC 34090.7; Duplicates may be destroyed within the 2 year minimum period.

Administrative Record, State of California Guidelines
01-02-03 Professional Associations/Organizations City-wide CY+2 GC 34090d; 2 year minimum requirement Administrative Record, State of California Guidelines
01-02-04 Community Organizations/Foundations City-wide CY+2 GC 34090d; 2 year minimum requirement Administrative Record, State of California Guidelines
01-02-05 Complaint Files General citizen complaints to City departments. Does not include legal claims against the City or formal
complaints with the Police Department.

City-wide AC+7 42 USC 1983; Settlement of complaint plus 7 years 01-02-06 Community Information/Events Events sponsored by organizations not affiliated with the City.

City-wide CY+2, AR GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
Administrative Decision: Current year plus 2 years,
review annually for historical content
01-02-07 City-sponsored Event Planning For events sponsored and put on by the departments. City-wide CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Current year plus 2 years,
review annually for historical content
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CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS)
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
01-02-08 Historical Information/Events City-wide H P GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Retain permanently for
historical value.
01-02-09 Public Relations Information / Handouts /
Speeches / Biographies
Public outreach and promotional materials. City-wide EY+7, AR GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 7
Administrative Decision: Review before destruction for
potential historical content and reclassification to
Historical Information/Events as a permanent record.
01-02-10 Technical Reference Equipment manuals and materials. City-wide ACT GC 34090.7; Duplicates and reference materials may be destroyed within the 2 year minimum.
01-02-11 Informational Brochures, Leaflets & Handouts Maintain one copy as the official record. Duplicates do not need to be retained.

City-wide CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
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City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-03-02 Federal Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-03 State Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-04 Regional/National Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-05 County Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-06 Adjacent Cities Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-07 Special Districts Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-04-00 Grant Administration
01-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-04-02 Grant Applications & Agreements Working Files Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term
applies, as needed. City Clerk is responsible for the
executed grant agreement.

City-wide AFP+5 * 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless
litigation, then 3 years after claim is filed/settled.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
29 CFR 97.42; grants must be kept for 3 years after
final expenditure report.

State of California Guidelines; 5 years after grant
closure. Federally funded grants should be kepy 7 years after grant closure. * State recommends referring to
grant application close-out procedures, if any.
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City-wide AFP+4 * 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless
litigation, then 3 years after claim is filed/settled.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
29 CFR 97.42; grants must be kept for 3 years after
final expenditure report.

State of California Guidelines; 5 years after grant
closure. Federally funded grants should be kepy 7 years after grant closure.* State recommends referring to
grant application close-out procedures, if any.
01-05-00 Purchasing & Material Acquisition
01-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

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

Administrative Decision: 5 years after completion of
project associated with the bid.
01-05-03 Bid Sheets Clerk CY+5 GC 34090; 2 years minimum CCP 337; Statute of limitations
State of California Guidelines; 5 years after audit for successful bids.

Administrative Decision: Current year plus 5 years for to match bid retention.
01-05-04 Bids - Successful City-wide AC+5 GC 34090; 2 years minimum CCP 337; Statute of limitations
State of California Guidelines; 5 years after audit for successful bids.

Administrative Decision: 5 years after completion of
project associated with the bid.
01-05-05 Bids - Unsuccessful City-wide CY+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 for unsuccessful bids
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CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
02-01-00 Clerk Administration
02-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-01-02 Informational Brochures & Pamphlets Clerk and Council related materials. Clerk S+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Until superseded plus 2 years. 02-01-03 Public Records Act and Information Requests Log and requests, correspondence, documentation and responses that require city-wide coordination across
departments by the City Clerk.

Clerk AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion 02-01-04 Certificates of Insurance, Vendors & Contractors Certificates provided by contractors and vendors for liability coverage not related to a contract or agreement.

Clerk P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent for insurance certificates filed separately from contracts/agreements, including insurance filed by licensees.
02-02-00 City Council & Governing Bodies
02-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-02-02 Agenda Packets Agenda, staff reports, supplemental communications and all other supporting documentation for City Council / Redevelopment Agency / Redevelopment Successor
Agency, Public Financing Authority and Oversight Board
regular and special meetings.

Clerk CY+10 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain agenda packets for
the current year plus 10 years for reference purposes.
02-02-03 Affidavits of Posting, Mailing and/or Publication Affidavits of Posting, Mailing and/or Publication Declarations indicating agendas and other notices are
completed in compliance with state law and City Clerk
department guidelines.

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

Clerk H EY+5 GC 34090; 2 years minimum
Administrative Decision: Maintain for the event year
plus 5 years, review for historical value.
02-02-05 Council Meeting Summaries Unofficial record of council actions prepared after meetings for distribution to the public and staff.

Replaced by the finalized minutes.

Clerk ACT Transitory Record; Document maintained for production of the governing body minutes.
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CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
02-02-06 Minutes Includes City Council / Redevelopment Agency / Redevelopment Successor Agency Oversight Board,
Public Financing Authority.

Clerk V, H P GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
02-02-07 Video Meeting Recordings Video streams maintained on Youtube through the Pacific Coast TV.

Clerk CY+2 GC 54953.5; 30 days after recording
Administrative Decision: Maintain video recordings for
the current year plus 2 years for public convenience.
02-02-08 Audio Meeting Recordings Audio recordings maintained on the network drive and on USB flash drives.

Clerk CY+2 GC 54953.5; 30 days after recording
Administrative Decision: Maintain audio recordings for
the current year plus 2 years for public convenience.
02-02-09 Submissions at Meetings Includes speaker cards and items submitted by the public at meetings not included in the agenda packet.

Clerk CY+2 GC 34090; 2 year minimum requirement
CCP 1094.6; 90 days to file petition, 190 days to
respond to petition
State of California Guidelines; Maintain for the Current Year plus 2 years
02-02-10 Ordinances Law, statute or regulation enacted by the City Council. Clerk V, H P GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent
02-02-11 Resolutions Law, statute or regulation enacted by the City Council, Public Financing Authority and Redevelopment Agency.

Clerk V, H P GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent
02-02-12 Municipal Code Codification and Supplementation of the City’s Municipal Code. Maintained in paper form by the City
Clerk, and electronically on the City’s website.

Clerk V, H P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
02-02-13 Mayor & Councilmember Correspondence General correspondence to or from outside sources. Clerk / Manager
CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-02-14 Council Events Events that councilmembers and/or the mayor may attend or host – planning timelines, invitations, program, script, attendance lists, recognition lists, invoices and follow up correspondence.

Clerk H CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
Administrative Decision: Review for historical content. 02-02-15 Oaths of Office Administered upon certification of election results.

Employee oaths are kept with personnel files. See HR.

Clerk/HR AT+6 GC 34090; 2 year minimum requirement
State of California Guidelines; 6 years after termination for elected officials.
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CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
02-03-00 Boards, Commissions & Committees - Membership Materials 02-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

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

Clerk CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-03-03 Appointment History Database Excel database includes appointment, service and termination history and contact information.

Clerk IND Transitory Record; Databases are maintained while active
02-03-04 Rosters Reflects the history of membership on the board, commission or committee.

Clerk L+5 GC 34090; 2 years minimum
GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; 5 years after board,
commission or committee is dissolved.
02-03-05 Recruitment Materials Includes annual Maddy Act Notices, annual and periodic notices of vacancy, press releases, social media
distribution and other vacancy information.

Clerk CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-03-06 Applications, Appointed Applications submitted as part of the Council recruitment/interview or Committee appointment
process are retained as part of the Council agenda
packet.

Clerk AT+5 GC 34090; 2 years minimum
GC 40801; Maintain record of proceedings
State of California Guidelines; 5 years after term of
office
02-03-07 Applications, Unsuccessful Clerk AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; maintain not selected
applications for 2 years after completion
02-03-08 Commissioner's Manual Clerk S+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
02-04-00 Agreements / Contracts / MOUs
02-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-04-02 Bid Summaries Summary listing all project bid results for a particular project. Used for announcing lowest apparent bidder.

Primarily public works and capital projects.

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

Administrative Decision: 5 years after completion of
project associated with the bid.
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CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
02-04-03 Service, Equipment & Supply Agreements Vendors, product acquisitions, professional service agreements, services, individual employment,
professional services and consultants, purchase,
leases, licenses and all other general City agreements.

Clerk AC* CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
*If involving state or federal funds, the life of the
contract + 5 years.
02-04-04 Infrastructure Agreements Capital improvement, development, subdivision, franchise, joint powers, mutual aid, labor unit MOU and other infrastructure related agreements.

Clerk P GC 34090(a), Real property records, maintain
CCP337, 337.1(a), 337.15; Statutes of limitations
CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

H&S 19850; Life of Building, with exceptions.
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
02-04-05 Bond Agreements Clerk AFP+10 GC 34090; 2 years minimum GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statutes of limitations, 6 years after
expiration
FC 3368; Maintain
FC 30210; Maintain
State of California Guidelines; 10 years after
closure/expiration
02-04-06 Grant Agreements Clerk AFP+5* 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless
litigation, then 3 years after claim is filed/settled.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
29 CFR 97.42; grants covered by a consolidated action
plan must be kept for 5 years.

State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any. State also
recommends maintaining these records for 7 years if
federall funded grant.
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CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
02-05-00 Property Related Records
02-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-05-02 Assessment Districts Prop. 218 proceedings and election materials. Clerk / Public
Works
P GC 34090(a); Permanent for land and property records
CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
02-05-03 Assessment District Ballots & Protest Letters Clerk AC+2 GC 53753; 2 years after completion for ballots GC 53755; 2 years after completion for protests
02-05-04 Rate Setting Includes garbage and sewer rate setting, protest letters and public notices.

Clerk CY+2 GC 34090; 2 year minimum
State of California Guidelines; Current year plus 2 years for solid waste and sanitary rate setting.
02-05-05 Easements, Deeds, Quitclaim Deeds & Grant
Deeds
Clerk P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
02-05-06 Property Mergers Includes parcel mergers and recorded lot line adjustments.

Clerk P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
02-05-07 Right of Way Clerk P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
02-05-08 Vacations/Abandonments Clerk P GC 34090(a); Permanent for land and property records.

State of California Guidelines; Permanent
02-05-09 Annexations Clerk P GC 34090(a); Permanent for land and property records.

State of California Guidelines; Permanent
02-05-10 Real Property Acquisitions/Dispositions Includes the deeds and other backup information on acquisition of City-owned property.

Econ Dev P GC 34090(a); Permanent for land and property records State of California Guidelines; 10 years after completion for property acquisition and disposition supporting
documents.
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CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
02-05-00 Elections Materials
02-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-05-02 Municipal Elections (General & Special) Includes ballot material copies, voter rosters, official precinct materials, correspondence, and election signs, notices and legal publications. Original canvass
information and statement of votes from the County
Registrar of Voters are approved and incorporated by
reference by City Council resolution. City Clerk
administrative, research and working files retained for future reference.

Certification of votes maintained permanently with the
approved resolution.

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

For all election documents where the State's
requirement is permanent, but for which the County
maintains the original documents.
02-05-03 Candidate Filing Forms and Nomination
Documents, Elected Officials
Elected officials. Submitted in order to qualify for
candidacy; includes nomination petition, declaration of candidacy, optional candidate statement, signature and
residency verification, consent forms, ballot designation worksheet, optional Code of Fair Campaign Practices
declaration, filing checklists and candidate statement
receipt. Nomination petitions may be viewed by the
public but not copied or distributed.

Clerk AT+4 GC 34090; 2 year minimum requirement
EC 17100; 4 years after term ends
02-05-04 Candidate Filing Forms and Nomination
Documents, Unsuccessful Candidates
Unsuccessful candidates. Clerk AC+2 GC 34090; 2 year minimum requirement 02-05-05 Council Sponsored Measures Ballot Question is approved by Council resolution.

Direct Arguments for and against measures, and
argument rebuttal filer and author are filed with the City Clerk.

Clerk P GC 34460; Indefinite. Maintain copy of charter related documents in archives.

EC 17000-1; Affidavits and indexes are 5 years
EC 17300; 5 years after election for election rosters
EC 17302-6; 6 months after election, if no contest, for election records
GC 81009; Campaign reports, not including candidate's
campaign statements
02-05-06 Initiative Measures, Referendums & Recall
Petitions
Includes petitions with original signatures. Clerk C AC+8M EC 17200; 8 months after election closes for initiative and referendum petitions.

EC 17400; 8 months after election/final examination for election recall petitions.
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CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
02-05-07 Council Orientation Materials Information relating to running for and qualifying for City Council and filing requirements and obligations.

Revised and replaced each election.

Clerk S+2 GC 34090; 2 year minimum requirement
Administrative Decision: Maintain for 2 years after
superseded for relevance to subsequent elections.
02-06-00 Fair Political Practices Commission
02-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-06-02 Campaign Statements – Elected (Forms 410,
460, 470, 501, 497)
FPPC Campaign Financial Disclosure Statements for
Elected officials and candidate controlled and/or
committees primarily formed to support or oppose them.

Filing obligation exists until committee is terminated.

Includes noticing and processing correspondence.

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

Clerk AC+5 GC 81009(b); 5 years for unsuccessful candidates 02-06-04 Campaign Statements – Committees (Forms 410,
460, 470, 497)
FPPC Campaign Financial Disclosure Statements for
general purpose and ballot measure committees. Filing
obligation exists until committee is terminated. Includes noticing and processing correspondence. Does not
include committees formed to support or oppose a
candidate.

Clerk AC+7 GC 8100981009(c) and (e) ; 5 years for unsuccessful candidates
Administrative Decision: Maintain committees campaign
statements for 7 years after closure of the committee
02-06-05 Campaign and Form 700 Tracking Database Tracks noticing, correspondence and filing dates. Clerk ACT Transitory Record; Databases are maintained while active
02-06-06 Statement of Economic Interests (Form 700) –
Elected Officials & 87200 Filers
Mayor, City Councilmembers, Planning Commissioners,
City Manager and City Attorney. Since 2016 Govt.

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

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

Clerk AC+7 GC 81009(e); 7 year requirement for originals GC 81009(f); 4 year requirement for copies
02-06-08 Ethics Training Certifications Mayor and City Councilmembers are required to file with City Clerk every two years by state law. Also sent to
committee and commission members.

Clerk AC+5 GC 53235.2(b); 5 years
02-06-09 Forms 801, 802 and 806 Gift to Agency Reports (Form 801), Ceremonial Role Events and Tickets (Form 802) and Public Official
Appointments (Form 806) as applicable and necessary.

Clerk AC+7 GC 81009(e); 7 year requirement for originals GC 81009(f); 4 year requirement for copies
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CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
02-07-00 Records Management
02-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

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

City-wide CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-07-04 Destruction Certificates, Destruction
Documentation and Department Destruction Logs
Signed certificates indicating final disposition of
documents which have met or exceeded approved
retention policy guidelines and have been destroyed.

Each Department / Division will also maintain a
permanent file of destruction certificates and logs
subject to annual audits by City Clerk staff.

Clerk P GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded RCS Suggestion: Permanent for destruction approvals
for tracking purposes.
02-07-05 Records Center Inventories Index to all permanent and inactive records maintained in offsite storage. Includes reports from Corodata.

Clerk S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 02-07-06 Records Management Manual Manual of Records Management procedures and policy including instructions and forms. City Clerk will maintain one copy permanently. Departments to maintain
current edition only.

Clerk S+5 GC 34090; 2 year minimum
CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
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03-01-00 General City Management Materials
03-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
03-01-02 Weekly Reports to Council Periodic operational news and off-agenda reports to Council from the City Manager. Maintained
electronically.

Manager CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for management
reports
03-01-03 Strategic Planning Includes workplans, accomplishments, Council goals and planning with department directors.

Manager S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after strategic plan is superseded.
03-01-04 Grand Jury Reports and Responses Files kept with copies of Grand Jury reports received from the San Mateo Grand Jury and the City's official
responses to those reports.

Manager CY+2 GC 34090; 2 year minimum requirement
03-01-05 Press Releases Manager EY+7, AR * CCP 337; 4 years minimum due to statute of limitations for actions against the city.

State of California Guidelines; Current year plus 7
Administrative Decision: * Review before destruction for potential historical content and reclassification to
Historical Information/Events as a permanent record.
03-01-06 Newsletters Electronic newsletter produced weekly. Maintained in PDF for retention purposes.

Manager H P GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
Administrative Decision: Retain permanently for
historical value
03-01-07 State & Federal Legislation Correspondence from the City Manager relating to legislation.

Manager CY+2 GC 34090; 2 year minimum requirement
03-01-08 Recovery Claims Claims by the City for damages from another person or entity.

Attorney AC+6 GC 34090; 2 year minimum requirement
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.
29 CFR 1602.14; any personnel or employment record
made or kept by an employer, shall be preserved by the
employer for a period of one year from the date of the
making of the record or the personnel action, whichever occurs later.

State of California Guideline; 5 years after settlement or closure

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

State of California Guideline: 5 years after completed
03-01-10 General City Insurance Policies & Certificates Includes facilities, auto and other general insurance policies
Manager P GC 34090; 2 year minimum
State of California Guidelines; Permanent for liability and property insurance
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Attorney AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded Administrative Decision: Maintain legal opinions for 2
years after the matter is closed. The State's guideline is inconsistent with the type of documents.
03-02-03 Litigation Duplicate of originals on file with the County.

General cases
High profile cases
Attorney
AC+7
P
GC 34090; 2 year minimum requirement
State of California Guidelines; 7 years after closure for case records; maintain high profile cases permanently.
03-02-04 Subpoenas Subpoenas for records or property. Clerk / Attorney
AC+7
P
GC 34090; 2 year minimum requirement
Administrative Decision: Maintain subpoenas related to
litigation for same retention as the case file.
03-02-05 Claims Against the City Filed individually by claim. Attorney AC+6 GC 34090; 2 year minimum requirement 29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 5 years after settlement or closure
03-02-06 Case Logs
From Close of cases listed. Chronological listing of
cases
Attorney AC+7 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
State of California Guidelines; Maintain case logs for 7 years after closure of the case.
03-03-00 Economic Development Group
03-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
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Includes renderings, correspondence and legal
documents, any other project related documents. May
include feasibility studies.

ED C AC+10 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.601; 5 years for procurements exceeding
$25,000
State of California Guidelines; 5 years for feasibility studies
Administrative Decision: Maintain projects for 10 years after completion due to potential extensions of projects and/or additional funds.
03-03-03 Marketing Materials Includes advertisements, promotional brochures, property profile reports and other marketing materials.

ED EY+2* GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2.

Administrative Decision: *Internal marketing only needs to be kept for current year plus 2 years. External
marketing materials are recommended to be retained
for current year plus 7 years.
03-03-04 Workshops & Community Events Community outreach. ED CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
03-03-05 City-owned Property Maps Original maps. ED P GC 34090(a); Real property records, maintain Permanently.

State of California Guidelines; Permanent
03-03-06 Sales Tax Distributions Tracking Tracks business sales tax income, trends for the city and county, and other sales tax data.

ED C AA+3 GC 34090; 2 year minimum requirement
CCP 338; Statute of limitations, 3 years for action
State of California Guidelines; 3 years after audit
03-03-07 Unhoused in Pacifica Task Force Community based task force. Includes correspondence and copies of information from meetings.

ED CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
03-04-00 Economic Development Committee
03-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
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CITY MANAGEMENT
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
03-04-02 Agendas & Agenda Packets ED CY+10 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain agenda packets for
the current year plus 10 years for reference purposes.
03-04-03 Minutes ED P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
03-04-04 Work Plan Annual plan for the division. ED S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after strategic plan is superseded.
03-05-00 Chamber of Commerce
03-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
03-05-02 Correspondence ED CY+2 GC 34090d; 2 year minimum requirement Administrative Record, State of California Guidelines
03-05-03 Revenue Revenue to the Chamber based on monies received from hotels as part of the Hotel Business Improvement
District.

ED AA+3 GC 34090; 2 year minimum requirement
CCP 338; Statute of limitations, 3 years for action
State of California Guidelines; 3 years after audit
03-05-04 Marketing Materials Chamber marketing materials. Reference purposes to the City.

ED CY+2 GC 34090; 2 year minimum requirement
03-05-05 Community Events Related to the Chamber ED CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Current year plus 2 years,
review annually for historical content
03-06-00 General Information Techologies
03-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

IT IND Transitory Record; Databases are maintained while active
03-06-03 Technical Network Diagrams Documents related to network configuration. IT C IND Transitory Record; Databases are maintained while active
03-07-00 IT Projects & Licensing Records
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IT S+2 Transitory Record; Maintain as long as necessary for current business activities.

Administrative Decision: Maintain software executables
for 2 years after updates are released and installed to allow for roll-backs if errors occur.
03-07-03 Hardware & Software Inventory IT S+2 GC 34090; 2 year minimum requirement Administrative Decision: Maintain inventories for 2 years after superseded.
03-07-04 Licenses & Support Includes software EULA licenses, and maintenance and support agreements. Also may available on the vendor's
website.

IT AT+5 CCP 337.2; Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
48 CFR 4.601; 5 years after completion for
procurements exceeding $25,000
03-07-05 Process / Users Guides & Training Includes vendor provided manuals and in-house created how-to guides.

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

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.
03-07-06 IT Initiated Projects Projects directly associated with IT and infrastructure management.

IT AC+5 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for maintenance and operations
Administrative Decision: Maintain projects for 5 years
after completion for historical reference.
03-07-07 IT Supported Projects Assistance with departments on software acquisition and evaluation.

IT AC+5 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for maintenance and operations
Administrative Decision: Maintain projects for 5 years
after completion for historical reference.
03-08-00 Backup and Recovery Plans
03-08-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
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IT 6 Months * GC 34090.7; Duplicate records may be destroyed within the 2 year minimum period
State of California Guidelines; Current month plus 1
year for monthly backups
* Administrative Decision: System overwrites when the
drive reaches maximum storage. Retention is
maintained up to 6 months based on available storage.
03-08-03 E-mail Backup System See e-mail policy for inbox and archive retention periods.

IT 6 Months * GC 34090.7; Duplicate records may be destroyed within the 2 year minimum period
State of California Guidelines; Current month plus 1
year for monthly backups
* Administrative Decision: System overwrites when the
drive reaches maximum storage. Retention is
maintained up to 6 months based on available storage.
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04-01-00 General Accounting Group
04-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-01-02 GEMS Financial System Finance IND Transitory Record; Databases are maintained while active
04-01-03 Journal Entries Does not include year-end journal entries. Finance AA+2 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit
04-01-04 Year End Journal Entry Reports Transitory, but maintained to support the fiscal year papers. AA+5 GC 34090; 2 years minimum State of California Guidelines; After audit plus 2 years for review workpapers.Administrative Decision: Maintain for 5 years after audit for reference purposes. 04-02-00 Accounts Payable
04-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

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

Finance AA+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
04-02-03 Accounts Payable - Disasters & Grants Finance AFP+7 * 24 CFR 85.42; Grants & co-operative agreements, 3 years after submission of last expenditure report29 CFR 97.42; grants must be kept for 3 years after final expenditure report.State of California Guidelines; 7 years after grant closure. * State recommends referring to grant application close-out procedures, if any. 04-02-04 Skyview Reports MS Access report of a summary of payment approvals. Finance CY+2 GC 34090; 2 year minimum State of California Guidelines; 2 years for management reports 04-02-05 Petty Cash Includes petty cash requests, receipts, approvals and other backup documentation. Maintained by administrative staff in each department but information is sent to Finance.

Finance AA+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
04-02-06 Tax Payments Includes payments on sales, gas and other taxes due. Finance AA+5 GC 34090; 2 year minimum 29 USC 436; 5 years26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filed29 CFR 516.2-6; Maintain at least 3 yearsState of California Guidelines; 4 years after audit

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FINANCIAL SERVICES RECORDS
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 04-02-07 Credit Card Statements Currently in paper format. Finance AA+4 GC 34090; 2 year minimum requirement CCP 337; 4 year statute of limitationsState of California Guidelines; 4 years after audit 04-02-08 W-9 Reporting Finance AT+4 GC 34090; 2 year minimum requirement 26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filed29 CFR 516.5; Maintain at least 3 yearsState of California Guidelines; 4 years after auditAdministrative Decision: Maintain W-9s for 4 years after vendor/contractor separates from the City. 04-02-09 1099 Reporting Also includes 1096 summary forms. Finance AA+4 GC 34090; 2 year minimum requirement 26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filed29 CFR 516.5; Maintain at least 3 yearsState of California Guidelines; 4 years after audit 04-02-10 Purchase Orders Administrative purchase order for encumberances. Finance AFP+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitationsState of California Guidelines; 4 years after auditAdministrative Decision: Maintain purchase orders for 4 years after final payment and close out of the purchase order. 04-03-00 Accounts Receivable
04-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

Finance AA+3 GC 34090; 2 year minimum requirement
CCP 338; Statute of limitations, 3 years for actionState of California Guidelines; 3 years after audit 04-03-03 Miscellaneous Receivables May include surplus property disposition and auction receipts.

Finance AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after audit 04-03-04 Cash Receipts & Deposits Includes cash, credit cards, credit card receipts, transient occupancy tax receipts and other miscellaneous revenue.

Finance AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after audit 04-03-05 Collection Activities Finance AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations of 4 yearsState of California Guidelines; 4 years after audit 04-03-06 Adjustments & Accruals Finance AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after audit ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Finance AA+2 GC 34090; 2 year minimum requirement
Government Code 50050 et seq; local governments must take certain actions to bar future claims to unclaimed/unpaid government funds, including publication an d opportunity for submission of claims. 2 years after audit per Gov. Code 50050. 04-04-00 Auditing
04-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-04-02 CAFR Annual Financial Statement Finance P GC 34090; 2 years minimum State of California Guidelines; 7 years after auditAdministrative Decision: Maintain annual financial statements permanently. 04-04-03 Single Audit Includes the general audit of City financials. Grant funded specifically for a program or subject.

Finance /
PB&R
P GC 34090; 2 years minimum
State of Calfornia Guidelines; Permanent
04-04-04 Annual Individual Audits Includes sales tax, utility users, enterprise funds and other annual audits.

Finance P GC 34090; 2 years minimum
State of Calfornia Guidelines; Permanent
04-04-05 Special Audits Includes one-off audits for specific items. Finance P GC 34090; 2 years minimum State of Calfornia Guidelines; Permanent
04-04-06 Teamsters / PERS Based on benefits and payroll information. Occur approximately every 3 years.

Finance P GC 34090; 2 years minimum
State of Calfornia Guidelines; Permanent
04-04-07 Year-End Work Papers Finance AA+1 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit.Administrative Decision: Maintain for 1 year after the audit is completed due to transitory nature of the documents. 04-04-08 Auditor's Communications Auditor correspondence and general information. Finance CY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
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City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-05-02 Bank Statements & Reconciliations Finance AA+5 GC 34090; 2 years minimum 26 CFR 31.6001-1(e)(2); 4 yearsState of California Guidelines; 5 years after audit 04-05-03 Investments Broker notices, transaction confirmations, LAIF, endowments and other investment related statements.

Finance P GC34090; 2 year minimum requirement
CCP 337; Statutes of limitations, 4 years for actionState of California Guidelines; Permanent 04-05-04 Investment Policy Presented to Council. Finance S+5 GC 34090; 2 year minimum requirement CCP 343; 4 years to commence actionAdministrative Record, State of California Guidelines recommends retaining for 5 years after superseded. 04-06-00 Budgeting
04-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-06-02 Annual Budget Includes general City and RDA/Successor Agency budgets. Finance P GC 34090; 2 years minimum State of California Guidelines; 7 years after auditAdministrative Decision: Maintain annual budgets permanently for reference. 04-06-03 Budget Workpapers, Finance Includes workpapers, forecasts, correspondence and other budget creation related documents maintained by the departments.

Finance AA+2 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit
04-06-04 Budget Adjustments & Journal Entries Finance AA+2 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit
04-06-05 Master Fee Schedule Finance S+10 GC 34090; 2 years minimum Administrative Decision: Maintain master fee schedule documents for 10 years after schedules are superseded for trending. Also maintained online. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-07-02 Business License Files Includes the applications, renewals, customer correspondence, certificates of insurance and the license.

Finance AT+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitationsState of California Guidelines; 4 years after termination 04-08-00 Debt Financing
04-08-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-08-02 Bond Issues Includes bond agreements and offer. Finance P GC 34090; 2 years minimum GC 43900-43903; Destruction guidelines for bondsCCP 337.5; Statutes of limitationsFIN 30210; MaintainState of California Guidelines; Permanent for bond issues. 04-08-03 Bond Statements & Reports Includes official statements, arbitrage, annual statements, bond disclosure, bond pay-offs, bond covenance and cash/surety bonds.

Finance AFP+10 GC 34090; 2 years minimum
GC 43900-43903; Destruction guidelines for bondsCCP 337.5; Statutes of limitationsState of California Guidelines; 10 years after closure/expiration 04-09-00 Financial Reporting04-09-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-09-02 State Controllers Reports Finance P GC 34090; 2 years minimum State of California Guidelines; Permanent
04-09-03 Annual GASB Reports Finance P GC 34090; 2 years minimum State of California Guidelines; Permanent
04-09-04 Annual Street Reports - SCO Finance P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent
04-09-05 Gas Tax - Measure A Includes reports on fuel and depreciation for fleet vehicles.

Goes to the State Controller, MPC and the federal government.

Finance AA+4 GC 34090; 2 year minimum requirement
26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filed29 CFR 516.5; Maintain at least 3 yearsState of California Guidelines; 4 years after audit ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Finance AA+4 GC 34090; 2 year minimum requirement
29 USC 436; 5 years26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filed29 CFR 516.5; Maintain at least 3 yearsState of California Guidelines; 4 years after audit 04-10-00 Fixed Assets
04-10-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-10-02 Capital Assets Includes the depreciation schedule spreadsheet, backup documentation, ownership slips, auctions for disposition and other asset information.

Finance AA+10 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit for tax reporting.CCP 337.15; 10 years for action against real propertyAdministrative Decision: Maintain depreciation schedules for 4 years after the annual audit to follow retention for tax reporting. 04-10-03 Fixed Asset Inventory Finance AA+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit for fixed asset inventories, no specific retention for depreciation schedules. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-09-02 Employee Time Summary Sheets Original signed timesheets are maintained by the department and signed by the employee. Finance receives the Paymate summary which goes with the Payroll Registers.

Finance AA+6 GC 34090; 2 year minimum requirement
29 CFR 516.2; Maintain29 CFR 516.6; 2 yearsR&T 19530; 3 years after tax return dueR&T 19704; 6 year statute of limitationsLC 1174; 4 years after pay period26 CFR 31.6001-1; 4 years after tax return due29 USC 255(a); 2 to 3 years statute of limitations for minimum wagesState of California Guidelines; 6 years after audit 04-09-03 Employee Payroll Files Includes withholding orders, new hire paperwork, enrollments, retirement system, banking information, workers compensation, requests, one-off payroll items, W4s, DE-4s, café forms and other payroll related documents for the individual employee.

Finance C P GC 34090; 2 year minimum requirement
LC 1174; 3 years for payroll recordsLC 1197.5(d); 3 years for payroll records22 CCR 1085.2(c); 4 years for unemployment contributions29 CFR 516.2(a)(10); Maintain29 CFR 516.6; 2 yearsLC 1174; 2 years after pay period29 USC 255(a); 2 to 3 years statute of limitations for minimum and unpaid wages29 USC 1027, 1113, 1451 (ERISA) (6 years); Benefit plans for employeesState of California Guidelines; Permanent for workers compensation records 04-09-04 Payroll Registers Includes the register, workers compensation payments, check registers, paystubs for manual checks, leave accruals, journal entries, wire transfers, contractual increases by bargaining unit, Paymate time sheet summaries, health insurance and benefit changes, tax tables and other payroll processing documents.

Finance C P GC 34090; 2 years minimum
GC 12946; 2 years after termination29 CFR 516.2-6; 4 years after tax return filing29 CFR 1627; 3 yearsState of California Guidelines; Permanent 04-09-05 Payroll Accounts Payable Support the payroll process and benefit payments. Finance CY+19 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations of 4 yearsState of California Guidelines; 4 years after auditAdministrative Decision: Maintain for the current year plus 19 years to support the payroll register and processing. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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FINANCIAL SERVICES RECORDS
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 04-09-06 PERS Retirement Reports Employer contribution reports and circulars. Finance P GC 34090; 2 year minimum requirement GC 12946; 2 years after submission or creation29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan terminationState of California Guidelines; Permanent for PERS working documents, 4 years after termination for employee deduction reports. 04-09-07 Quarterly Returns Includes Form 941, DE9 and other quarterly returns. Finance AA+6 GC 34090; 2 year minimum requirement 29 USC 436; 5 years26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filedR&T 19704; 6 year statute of limitations29 CFR 516.2-6; Maintain at least 3 yearsState of California Guidelines; 4 years after audit 04-09-08 W-2s / W-2 Reporting Finance C AA+10 GC 34090; 2 year minimum requirement 29 USC 436; 5 years26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filedR&T 19704; 6 year statute of limitations29 CFR 516.2-6; Maintain at least 3 yearsState of California Guidelines; 4 years after auditAdministrative Decision: Maintain W-2s for 10 years after audit to support employee requests for history of payment. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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05-01-00 Personnel Files *Excludes public safety
records
05-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

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

HR C AS+6 29 CFR 1627.3 - 4; 3 years after termination
29 CFR 1602.30 - 32; 2 - 3 years after termination29 CFR 516.5 - 6; 3 years after action29 USC 1113; 6 years after date of last actionGC 12946; 2 years after termination or actionState of California Guidelines; 3 years after termination 05-01-03 Employee Medical Files FMLA, exposure, doctor's notes, and other medical information.

HR C AS+30 8 CCR 15400; Maintain reports
LC 90 - 139.6; 5 years for auditingLC 6410; OSHA, maintain29 CFR 1627.3(b)(1); 1 year from action29 CFR 1910.1020; 30 years after employee terminationState of California Guidelines; 30 after completion/closure 05-01-04 I-9 Forms - Full Time Employees Maintained in a binder. HR AS+6 GC 12946; 2 years after completion/position filled GC 6250; Public Records Act, release of confidential information29 CFR 1602.14; 1 year after position filled29 CFR 1607; Maintain29 CFR 1627.3(b)(1); 1 year from action29 USC 211c; Maintain, no retention period statedUSCIS Form I-9; Maintain for 3 years after completion or 1 year after employment is terminated, whichever is longer.Administrative Decision: Relocate I-9 forms to the employee file after separation and maintain for the same retention period as the personnel file. 05-02-00 Personnel Management Records
05-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

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

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HUMAN RESOURCES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-02-02 Job Descriptions Maintained electronically. HR S+3 GC 34090; 2 year minimum requirement Administrative Decision: Maintain job description for 2 years after superseded to meet the minimum requirement and method of managing the documents. 05-02-03 Salary Schedule Specific for each job and broken down by bargaining unit.

HR S+3 GC 34090; 2 year minimum
GC 12946; 2 years after completion/position filled29 CFR 516.6(2); 2 years for wage rate tables, etc.2 CCR 570.5; 5 years for pay schedules and special compensation records29 CFR 1602.14; 1 year after action/changeState of California Guidelines; Retain records for the current year they are drafted, plus two additional years. 05-02-04 Classification & Compensation Includes salary surveys, reclassifications and other compensation related documents.

Hired employees, safety:Applicants who filed a complaint:

HR AS+2
AS+5
AC+2
GC 34090; 2 year minimum requirementGC 12946; 2 years after completion29 CFR 1602.14; 1 year after action/change29 USC 211c; Maintain, indefinite29 USC 203m; Definitions29 USC 207g; DefinitionsState of California Guidelines; 2 years after termination for general employees, 5 years after termination for safety employees 05-02-06 Employee Complaints Including harrassment complaints. Does not include grievances.Hired employees, non-safety:Hired employees, safety:

HR
AS+2AS+5
GC 34090; 2 year minimum requirementGC 12946; 2 years after completion29 CFR 1602.14; 1 year after action/change29 USC 211c; Maintain, indefinite29 USC 203m; Definitions29 USC 207g; DefinitionsPC 832.5; 5 yearsState of California Guidelines; 2 years after termination for general employees, 5 years after termination for safety employees ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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

HR S+2 GC 34090; 2 year minimum
GC 12946; 2 years after submission or creation29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan terminationState of California Guidelines; 2 years after action ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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

HR AC+3 GC 12946; 2 years after completion/position filled 29 CFR 1602.14; 1 year after position filled
29 CFR 1627.3; 1 year after position filledState of California Guidelines; 3 years after completion/position filled 05-03-03 Background Check Information Includes DOJ fingerprinting, pre-employment physicals (non-hired) and other background checks for hired and non-hired candidates.Hired non-safety employeesHired safety employeesNot hired applicants HR
AS+5
P
AC+2
GC 34090; 2 year minimumPC 832.5; 5 years for officer complaintsState of California Gudelines; 3 years after termination/separation for hired general employees, Permanent for hired Safety Personnel; 2 years after position closes for Safety Personnel not hired. 05-04-00 Safety & Training Records
05-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

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

HR CY+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training recordsGC 12946; 2 years after terminationGC 6250; PRA, confidential record statusState of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2 years for certificates and designations training.
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HUMAN RESOURCES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-04-04 Random Drug Pulls - DOT Records of inspection, maintenance, and calibration of EBTsRecords of negative and cancelled drug test results and alcohol test results with a concentration of less than 0.02Records of alcohol test results indicating an alcohol concentration of 0.02 or greater; records of verified positive drug test results; documentation of refusals to take required alcohol and/or drug tests (including substituted or adulterated drug test results); SAP reports; and all follow-up tests and schedules for followup tests.All filed by year completed.

HR C CY+2
CY+1CY+5
49 CFR 40.333; 1 to 5 years depending upon document type. All documents must be maintain in a secured area. 05-04-05 DMV Pull Notice Program HR C S VC 1808.1; must pull record at least every 12 months 05-04-06 Safety Inspections Includes binders with photos and comments on construction and other safety inspections performed by a third party safety consultant. Required by OSHA.

HR AC+5 GC 34090; 2 year minimum requirement
29 CFR 1904.33; maintain OSHA reports for 5 years from the end of the calendar year they relate to.8 CCR 14300.33; current year plus 5 years for OSHA 300 reports8 CCR 10102; whichever is longer of the following: 5 years from date of injury; 1 year from date compensation was last provided; upon payment of all compensation due; when audit findings are final.State of California Guideline: 5 years after completed 05-04-07 Ergonomic Requests & Accommodations HR AC+5 GC 34090; 2 year minimum State of California Guidelines; Current year plus 2 years for employee statistics, benefit activity and liability loss reports. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 05-05-02 Agenda Packets HR CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 05-05-03 Minutes HR P GC 34090(e); Minutes of governing bodies, PermanentGC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 05-06-00 Worker's Compensation Records
05-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 05-06-02 Workers Compensation Claims Includes copies of information from the TPA on the employee claim. Doctor's notes stored in the employee's medical file.

HR C P 8 CCR 15400; Maintain reports
8 CCR 15400.2; 5 years8 CCR 10102; 5 yearsLC 129(a); 5 years for auditingState of California Guidelines; Permanent for workers compensation working files (claim files, reports, incidents). Originals filed with third party administrator. 05-06-03 Third Pary Administrator & JPA - MPA Weekly reports - temporary disability, 4850, claims (including benefit claims) reports.

HR CY+2, AR
P
GC 34090; 2 year minimum requirementState of California Guidlines; Administrative Record29 CFR 1602.30; State of California Guidelines: Permanent for benefit plan claims. 05-06-04 OSHA 300 Reports & Logs Maintained electronically. Also includes quarterly audit reports.

HR CY+5 GC 34090; 2 year minimum requirement
29 CFR 1904.33; 5 years for OSHA reports8 CCR 14300.33; 5 years for OSHA 300 reports8 CCR 10102;5 years from date of injuryState of California Guideline: 5 years after completed 05-06-05 Workers Compensation Loss Run Reports Monthly reports HR CY+5 8 CCR 15400; Maintain reports 8 CCR 15400.2; 5 years8 CCR 10102; 5 yearsLC 129(a); 5 years for auditingState of California Guidelines; State recommends Permanent retention, but no relevant statues; Risk Management Reports (including Loss Analysis Reports) are 5 years after completion/closure. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Original hardcopy maintained by the City Clerk.

Clerk P GC 34090; 2 year minimum requirement
GC 12946; 2 years after submission or creation29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan terminationState of California Guidelines; Permanent for PERS documents. General note: PERS employee deduction reports need only be retained for 4 years.
05-07-03 Rate Changes Supplied by PERS for rate changes. Accessible electronically on the myCalPERS website.

HR P GC 34090; 2 year minimum requirement
GC 12946; 2 years after submission or creation29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan terminationState of California Guidelines; Permanent for PERS documents 05-07-04 Valuation Reports Supplied by PERS for rate changes. Accessible electronically on the myCalPERS website.

HR P GC 34090; 2 year minimum requirement
GC 12946; 2 years after submission or creation29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan terminationState of California Guidelines; Permanent for PERS documents 05-07-05 Correspondence HR CY+2 GC 34090; 2 year minimum requirement State of California Guidlines; Administrative Record
05-08-00 Labor Relations Records
05-08-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 05-08-02 Union Representatives / Organizations Includes correspondence and reviews with labor organizations. Does not include negotiation information.

HR CY+2, AR GC 34090; 2 year minimum requirement
Administrative Decision: Maintain correspondence and communications for the current year plus 2 years. Review annually for relevant content. 05-08-03 Negotiations HR P 29 USC 211c; Maintain, indefinite 29 USC 203m; Definitions29 USC 207g; DefinitionsState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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

HUMAN RESOURCES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-08-04 Memorandums of Understanding Includes management / confidential resolution. HR P 29 USC 211c; Maintain, indefinite 29 CFR 516.5(b); 3 yearsState of California Guidelines; Recommend Permanent retention without relevant statutes or regulations cited. 05-08-05 Grievances Hired employees, non-safety:

Hired employees, safety:

HR AS+2
AS+5
GC 12946; 2 years after completion29 CFR 1602.14; 1 year after action/change29 USC 211c; Maintain, indefinite29 USC 203m; Definitions29 USC 207g; DefinitionsPC 832.5State of California Guidelines; 2 years after termination for general employees, 5 years after termination for safety employees 05-08-06 Interest Arbitrations Award Awards and compensation given to units based on settled complaints.

HR P 29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions29 USC 207g; DefinitionsState of California Guidelines; Permanent 05-08-07 Appeals Appeals based on grievances, disciplinary actions or other labor relations issues.

HR AS+5 GC 12946; Until resolved
29 CFR 1602.14; 1 year after action/changePC 832.5; 5 years for peace officersState of California Guidelines; 2 years after termination for general employees, 5 years after termination for safety employees ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
06-01-00 Planning Administration (All Divisions)
06-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-01-02 Consultant Agreements Includes copies of agreements, contact information, correspondence
Planning AC+4 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
06-02-00 Planning Records
06-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-02-02 General Plan & Plan Amendments Includes all General Plan related material and items. Planning P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
06-02-03 Planning Applications & Projects Includes all planning project applications, associated maps, backup documentation and other real property related planning projects.

Planning P GC 34090(a); Real property records, maintain permanentlyGC 4003, 4004; MaintainH&S 19850; Life of Building, with exceptionsCC 1351; definitions, community propertyState of California Guidelines; Permanent 06-02-04 Planning Applications & Projects, Not Completed or Denied
Applications withdrawn by applicant. Planning CY+2 GC 34090; 2 year minimum requirement 06-03-00 Building Records
06-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-03-02 Building Permits - Not Issued/Withdrawn Building CY+2 GC 34090; 2 year minimum requirement06-03-03 Building Permits - Residential Includes Structural Calculations, Soils Reports, Land Surveys, Pad Elevations, Special Inspection Reports, Plan Check Comments / Responses, Request for Waiver for Accessibility Requirements, Inspection Reports and Cards with wet signatures, and other documents for building projects.Residential Site Plan, Floor Plan, Structural Plans Building P
AP+2
H&S 19850; Building plans - Life of Building, with exceptionsCC 1351; definitions, community propertyState of California Guidelines; PermanentGC 34090; 2 year minimum requirementCalifornia Building Code 107.5; 180 days for approved final plans. 06-03-04 Building Permits - Commercial Includes Site Plan, Floor Plan, Structural Plans, Structural Calculations, Soils Reports, Land Surveys, Pad Elevations, Special Inspection Reports, Plan Check Comments / Responses, Request for Waiver for Accessibility Requirements, Inspection Reports and Cards with wet signatures, and other documents for building projects.

Building P H&S 19850; Building plans - Life of Building, with exceptionsCC 1351; definitions, community propertyState of California Guidelines; Permanent including commercial plans

PLANNING & BUILDING
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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© Citations & Legal Basis

PLANNING & BUILDING
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 06-03-05 Certificates of Occupancy Building L GC 34090(a); Real property records, maintain State of California Guidelines; Life of business
06-04-00 Code Enforcement Records
06-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

Code AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after correction/completion. 06-04-03 Administrative Appeals Appeals for code enforcement violations. Code AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after correction/completion. 06-04-04 Stormwater Compliance Violations of Municipal Regional Stormwater Permit. Code AC+5 40 CFR 122.41; 5 years 40 CFR 503.17; 5 yearsRCS Suggestion: Maintain stormwater compliance and NPDES violations for 5 years after correction. 06-04-05 Recorded Liens Against Property Code P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent for recorded liens. 06-05-01 Planning Commission
06-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-05-02 Agenda Packet Includes agendas and staff reports. CD Admn CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 06-05-03 Minutes CD Admn V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 06-05-04 Resolutions CD Admn V, H P GC 34090(e); Permanent for decisions of the City GC 40806; MaintainState of California Guidelines; Permanent 06-05-05 Meeting Recordings CD Admn 30 Days GC 54953.5; 30 days after recording 06-05-06 Meeting Notices CD Admn CY+4 GC 34090; 2 year minimum requirement CCP 343; Statutes of limitations, 4 years
06-06-00 Open Space Advisory Committee
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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© Citations & Legal Basis

PLANNING & BUILDING
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 06-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-06-02 Agenda Packet Includes agenda bills and staff reports. CD Admn CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 06-06-03 Minutes CD Admn V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 06-07-00 Library Advisory Committee
06-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-07-02 Agenda Packet Includes agenda bills and staff reports. CD Admn CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 06-07-03 Minutes CD Admn V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 06-08-00 Zoning Administrator
06-08-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-08-02 Agenda Packet Includes agenda bills and staff reports. CD Admn CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 06-08-03 Minutes CD Admn V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 06-08-04 Resolutions CD Admn V, H P GC 34090(e); Permanent for decisions of the City GC 40806; MaintainState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-01-02 Project Management System Work order system and citizen requests. All Divisions,
except
public safety
IND* Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.Complaints involving peace officers must be retained for 5 yers, per Penal Code section 832.5. May dispose all peace officer complaints upon expiration after 5 years 07-01-03 Outreach, Education & Notifications For City-sponsored events. May include photos and other historical information.

All Divisions CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Public Works events. 07-01-04 Safety Programs & Procedures Includes sign-in sheets, attendance rosters, training materials for safety training classes and events.

All Divisions CY+7 GC 34090; 2 year minimum requirement 29 CFR 1627.3(b); 1 year for training recordsGC 12946; 2 years after terminationState of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2 years for certificates and designations training. 07-01-05 Daily Call Log Record of incidents, events, damage and other activities called in to Public Works.

PW Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for service requests for maintenance. 07-02-00 Engineering
07-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-02-02 Geotechnical & Soils Reports PW Eng P GC 34090(a); Permanent for land related documents State of California Guidelines; Permanent for soils reports. 07-02-03 Surveys & Studies - General PW Eng ACT+10 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for general studies and surveys 07-02-04 GIS / Mapping Includes truck routes and circulation maps. Hosted on the GIS web server.

PW Eng S Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.Administrative Decision: Maintain on the GIS system until superseded.

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PW Eng P GC 34090(a); Real property records, maintain
GC 4003, 4004; MaintainH&S 19850; Building Plans - Life of Building, with exceptionsCCP 337.15; 10 yearsState of California Guidelines; Permanent 07-02-06 Plan Check Logs, Building Logs of plan check services for Planning. PW Eng CY+2 GC 34090; 2 year minimum requirement 07-02-07 Plan Check Logs, Planning Logs of plan check services for Building. PW Eng CY+2 GC 34090; 2 year minimum requirement07-02-08 Coastal Commission Includes annual reports for beach parking and other correspondence with the commission.

PW Eng CY+2 GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
07-02-09 Traffic Change Requests Includes public requests for street signs, red curbs, traffic calming and other traffic related changes.

PW Eng CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for service requests for maintenance. 07-02-10 Traffic Systems Includes traffic calming and system implementation. PW Eng LOS+3 CCP 337; 3 year statute of limitations State of California Guidelines; Life of system plus 2 years 07-02-11 Traffic Studies & Surveys PW Eng AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Completion of survey plus 2 years 07-02-12 Pavement Management System PW Eng S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance projects. 07-02-13 ADA Transition Plan PW Eng S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for curb and sidewalk improvements 07-02-14 Maintenance Agreements Agreements with contractors for maintenance of installations or other unusual construction.

PW Eng
ACT+10
CCP 337.2; Statutes of limitationsCCP 343; Statutes of limitations48 CFR 4.601; 5 years for procurements exceeding $25,000CCP 337.15; statutes of limitations - 10 years 07-02-15 Subdivision Working Files Includes correspondence with surveyors, plan review information and other project related documents used to support Community Development projects.

PW Eng P GC 34090(a); Real property records, maintain
GC 4003, 4004; MaintainH&S 19850; Building Plans - Life of Building, with exceptionsCCP 337.15; 10 yearsState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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PW Eng P GC 34090(a); Real property records, maintain
GC 4003, 4004; MaintainH&S 19850; Building Plans - Life of Building, with exceptionsCCP 337.15; 10 yearsState of California Guidelines; PermanentAdministrative Decision: Correspndence with applicants do not need to be maintained permanently. May destroy after 10 years. 07-02-17 Lot Line Adjustments PW Eng P GC 34090(a); Real property records, maintain GC 4003, 4004; MaintainH&S 19850; Building Plans - Life of Building, with exceptionsState of California Guidelines; Permanent 07-02-18 Right-of-Way / Vacations PW Eng P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-03-00 Engineering Permits07-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-03-02 Encroachment Permits - Construction Permanent construction encroachment permits. PW Eng P GC 34090(a) Real property records, maintain PermanentlyState of California Guidelines; Permanent for construction based encroachment permits. 07-03-03 Encroachment Permits - Paving/Street Cut Includes street cuts and paving temporary encroachments.

PW Eng AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for maintenance projects, and for temporary use permits. 07-04-00 Capital Improvement Program
07-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-04-02 CIP Core Documents Construction of new facilities and FEMA related projects.CIP Construction Records including planning, design, construction, conversion or modification of local government- owned facilities, structures & systems; environmental / CEQA reports and documents (ie. streets, curbs, gutters, sidewalks, storm drains, etc.) PW Eng P GC 34090(a); Permanent for real property related documentsGC 4003, 4004, MaintainCCP 337.15; 10 yearsState of California Guidelines; Permanent for capital improvements 07-04-03 CIP Construction Administration CIP Engineering Project Records. Supporting documents including appraisal reports, bidders lists, non-environmental reports, work orders, schedules, exhibits, construction staking documentation and correspondence.

PW Eng AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after completion for capital improvement projects.
07-04-04 CIP General Administration General administration and correspondence. PW Eng CY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
07-05-00 Floodplane Management
07-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

PW Eng CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for flood records 07-05-03 Creeks & Waterways Includes erosion, capacity studies, sediment studies, operational dredging projects and permits, water quality testing and other compliance and reference information.

PW Eng P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent for dams, lakes, basins and creeks. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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PW Eng P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent flood zones.
07-06-00 City Facilities
07-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-06-02 Maintenance Contracts Maintenance and repair contracts including painting, roofing, janitorial and other contracted maintenance work.

PW Ops
AC+10
CCP 337.2; Statutes of limitationsCCP 343; Statutes of limitationsCCP 337.15; statutes of limitations - 10 years 07-06-03 Facility Permits Includes permits and regulatory compliance documents for City buildings and facilities.

PW Ops
AE+4
GC 34090; 2 year minimum requirementCCP 337; statutes of limitationsState of California Guidlines; Current year plus 2 years for municipal facility rental / use permits 07-07-00 Parks
07-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

PW Ops P GC 34090(a); Real property records, maintain
GC 4003, 4004; MaintainH&S 19850; Building Plans - Life of Building, with exceptionsCCP 337.15; 10 yearsState of California Guidelines; Permanent 07-07-03 Parks Maintenance Projects Includes landscape, irrigation and general maintenance project documents.

PW Ops AC+2 GC 34090; 2 year minimum requirement
GC 945.6(a)(2); (6m or 2 years)State of California Guidelines; 2 years after completion for maintenance projects. 07-07-04 Play Structure Inspection & Maintenance PW Ops AC+3 CCP 338; 3 years for action State of California Guidelines; Completion plus 2 years for inspection records in Parks, and 2 years after audit for equipment inventories. 07-07-05 Heritage Trees Includes applications, permits and other information about heritage trees.

PW Ops AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for temporary use permits. 07-07-06 Beach Parking Program Includes listings of meters and total income from parking.

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

State of California Guidelines; 2 years plus the current year. 07-07-07 Creek Preparation & Maintenance Includes storm season preparation projects, outreach to the public, and maintenance of the trash on property.

PW Ops AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance projects. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-08-00 Streets07-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-08-02 Street Maintenance Projects Maintained by supervisor to track street maintenance projects. Includes sidewalks, street lights, signs, striping/markings, maintenance projects and other street information.

PW Ops AC+2 GC 34090; 2 year minimum requirement
GC 945.6; 6 months or 2 yearsState of California Guidelines; 2 years after completion for maintenance projects. 07-08-03 Street Lighting Includes the street light infrastructure and installation of new systems.

PW Ops LOS+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Life of system plus 2 years 07-09-00 Motor Pool
07-09-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-09-02 Vehicle & Equipment Maintenance Records Paper history of equipment and vehicles. Includes registration, purchase, maintenance, maintenance reports and other specific vehicle and equipment related information. Also tracked in Hansen.After disposal at auction, responsible party is the auction house. Vehicles are sold as is.

PW Ops LOV GC 34090; 2 year minimum requirement
CCP 343; 4 years for actionState of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records of vehicles. State does not reference any citations.Administrative Decision: Maintain vehicle and equipment maintenance records while vehicle is owned by the City. Auction house assumes responsibility after receiving the vehicle or equipment. 07-09-03 Daily Inspection Forms PW Ops CM+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year.13 CCR 1234; 3 months for daily vehicle inspection formsAdministrative Decision: Maintain inspection forms for 3 months per CHP recommendations and CCR citation. 07-09-04 Biennial Inspection of Terminals (BIT) Records Inspection of vehicles by the DOT. PW Ops CY+2 GC 34090; 2 year minimum requirement VC 34501.12; maintain inspection reports for at least 2 years. 25 month inspection period.
07-09-05 BAR Inspections Combined with California Air Resources Board. PW Ops AA+3 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year for permits; may depend upon the agency.Administrative Decision: Maintain inspection records for 3 years after completion to follow State retention for the CARB permit. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-09-06 Hazardous Waste Manifests (Iincludes tire
disposal records)
Used for disposal of oil filters, used oil, sweeping compound and other hazardous waste materials. Tire disposal records - release slips from the recycler.

PW Ops CY+10 GC 34090; 2 year minimum requirement
CCP 338.1; 5 years 40 CFR 122.21; 3 to 5 years22 CCR 66262.40; 3 years22 CCR 66263.22; 3 yearsState of California Guidelines; Current year plus 10 years for hazardous waste disposal documents. 07-10-00 Beautification Advisory Committee07-10-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-10-02 Agendas/Agenda Packets PW Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 07-10-03 Minutes PW Admin P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 07-10-03 Resolutions Law, statute or regulation enacted by the City Council, Public Financing Authority and Redevelopment Agency.

PW Admin V, H P GC 34090(e); Permanent for decisions of the City GC 40806; MaintainState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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08-00-00 PARKS, BEACHES & RECREATION
Legend:

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

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-01-02 ActiveNet Recreation IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
08-01-03 Recreation Programs Includes program rules, code of conduct, curriculum, City contact information filed by program.

Recreation
CY+3
GC 34090; 2 year minimum requirementCCP 335.1; 2 years for action on injuries caused by neglect.GC 945.6(a)(2); 6 months or 2 years22 CCR 101221; 3 yearsState of California Guidelines; 2 years plus the current year. 08-01-04 Evaluation Forms Created through Survey Monkey. Recreation CY+2 GC 34090; 2 year minimum requirement08-01-05 Attendance Records Sign in sheets and rosters, and emergency contact information for programs.

Recreation C CY+4 GC 34090; 2 year minimum requirement
22 CCR 101221; 3 yearsAfter School Education & Safety Program requires a 4 year retention 08-01-06 Registration Packets Includes waivers, schedule change forms, names, address, emergency contacts, IEPs, field trip forms and other registration related information. Maintained alphabetically by quarter.

Recreation C CY+4 GC 34090; 2 year minimum requirement
22 CCR 101221; 3 yearsCCP 335.1; 2 years for action on injuries caused by neglect.State of California Guidelines; 2 years plus the current year.After School Education & Safety Program requires a 4 year retention 08-01-07 Scholarships May include sensitive personal information. Subsidized discount to elligible students.

Recreation C CY+2 GC 34090; 2 year minimum requirement
08-01-08 Cash Receipts & Deposit Breakdown Written receipts for individuals. Recreation AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after audit 08-01-09 Volunteers Includes the application, contact information, waivers, correspondence and any general information about the volunteer.Accepted applications:Denied applications:

Recreation C
AS+2
AC+2
GC 12946; 2 years after completion/position filledState of California Guidelines; 2 years after completion/position filled 08-01-10 Instructors Includes contracts, Livescan and other instructor information.

Recreation AS+4 CCP 337.2; Statutes of limitations of 4 years CCP 343; Statutes of limitations of 4 yearsAdministrative Decision: Maintain instructor files for 4 years after the instructor separates from the City. 08-01-11 Co-sponsorship J Teen After School Program. Recreation CY+4 GC 34090; 2 year minimum requirement After School Education & Safety Program requires a 4 year retention AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 08-01-12 Play Brochures Brochure listing events and schedules for programs. Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years 08-01-13 Program Fliers & Brochures Final fliers and brochures printed to PDF for retention purposes.

Recreation CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years 08-01-14 Accident / Incident Reports Includes accidents, incidents, water rescue and other incident related reports.

Recreation AC+7 GC 34090; 2 year minimum requirement
42 USC 1983; DefinitionsGC 25105.5; 5 years after closure/completionGC 910 - 913; 6 months to 1 year after event occurs.GC 945.6; 6 months to 2 yearsState of California; 7 years after closure for accident/incident reports 08-01-15 Special Event Organization Includes contact information, planning, supply acquisition, staffing, vendor applications and evaluations, outreach, copies of contracts and other event organization information.

Recreation CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by neglect.State of California Guidelines; 2 years plus the current year. 08-02-00 Facilities08-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-02-02 Rental Agreements Includes applications, proof of insurance and other rental documents for picnic, clubhouses, room rentals and other facility rentals.

Recreation
AC +4
CCP 337.2; Statutes of limitationsCCP 343; Statutes of limitations 08-02-03 Facility Permits Includes health certificates, slides, pool lifts, and other permits for facility operations.

Recreation AE+2 GC 34090; 2 year minimum requirement
State of California Guidlines; Current year plus 2 years for municipal facility rental / use permits 08-03-00 Senior Services
08-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-03-02 Seniors in Action (SAI) Membership
Applications
Annual application for seniors to receive free parking and other benefits.

Recreation CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years 08-03-03 Coordinator Journals Includes receipts and other supporting documents. Support City Detail Summary reports.

Recreation AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after audit 08-03-04 Site Inspections Performed monthly by the County to check whether the City is following protocol for food service.

Recreation CY+5 GC 34090; 2 year minimum
State of California Guidelines; 2 years for management reportsCounty; Current year plus 5 years ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 08-03-05 APS Mandated Reporting Required reporting for elder abuse to APS. Recreation C AC+10 PC 11169; Maintain PC 11170; 10 years from date of reporting , DOJ RecommendationAdministrative Decision: Maintain senior/elder abuse reports for the same retention as child abuse reports. 08-03-06 Form C-1 Congregate Nutrition County required form for Office of Aging & Adult Services funding. Monthly invoices, Contracts, Annual budgets, RFP’s, Post-audits, Quarterly Monitoring reports, annual fiscal closeouts and client rosters.

Recreation AP+5 County required retention based on
approval/clearance for destruction from the State Dept of Aging. 08-03-07 Form C-2 Home Delivery Meals County required form for OAA funding. Monthly invoices, Contracts, Annual budgets, RFP’s, Post-audits, Quarterly Monitoring reports, annual fiscal closeouts, clients rosters, client assessment files and weekly master route list.

Recreation AP+5 County required retention based on
approval/clearance for destruction from the State Dept of Aging. 08-03-08 Senior Transportation Includes weekly master route sheets and application for service.

Recreation CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years 08-03-09 Connect-a-Ride (CaR) Program Transportation within a specific range by an outside service for seniors. Invoices receive by the service.

Recreation CY+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after auditAdministrative Decision: Maintain billing backup information for the current year plus 4 years to support invoices. 08-04-00 Child Care Facility
08-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

Recreation CY+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
08-04-03 Caregivers Includes permits, credentials, LiveScan fingerprinting, and other information regarding caregivers. Also for special needs aides.

Recreation C AS+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 yearsCalifornia Social Services Recommendation: 3 years after termination for personnel records. 08-04-04 Childrens Files Includes registration and licensing for child care. Recreation C AS+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years22 CCR 101221; 3 years after termination 08-04-05 Attendance Sheets Also includes emergency contact information. Recreation C CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Recreation C AC+7 GC 34090; 2 year minimum requirement
42 USC 1983; DefinitionsGC 25105.5; 5 years after closure/completionGC 910 - 913; 6 months to 1 year after event occurs.State of California; 7 years after closure for accident/incident reports 08-04-07 CPS Mandated Reporting Required reporting for child abuse to CPS. Recreation C AC+10 PC 11169; Maintain PC 11170; 10 years from date of reporting , DOJ RecommendationPC 288, 647; Definitions 08-04-08 Emergency Action Plans For active shooter, disaster, fire and other emergency actions.

Recreation S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 08-05-00 Aquatics
08-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-05-02 Attendance Tally Sheet Used to reconcile deposits. Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years 08-05-03 Emergency Action Plans For active shooter, disaster, fire and other emergency actions.

Recreation S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 08-05-04 Daily Opening / Closing Checklist Checklists by lifeguards for pool conditions. Includes daily chemical and water testing logs.

Recreation CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects. 08-05-05 Swim Center Staff Log Tracks staff attendance and work schedules, daily issues and unusual activities, and other communications between lifeguards.

Recreation CY+2 GC 34090; 2 year minimum requirement
08-05-06 Accident / Incident Reports Recreation AC+7 GC 34090; 2 year minimum requirement 42 USC 1983; DefinitionsGC 25105.5; 5 years after closure/completionGC 910 - 913; 6 months to 1 year after event occurs.GC 945.6; 6 months to 2 yearsState of California; 7 years after closure for accident/incident reports 08-05-07 Skill Sheets Tracks individual's progress in classes. Recreation CY+2 GC 34090; 2 year minimum requirement 08-05-08 Daily Communication Log Tracks communications between managers on all pool programs.

Recreation CY+2 GC 34090; 2 year minimum requirement
08-06-00 Park, Beaches & Recreation Commission
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 08-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-06-02 Agendas/Agenda Packets Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 08-06-03 Minutes Recreation V, H P GC 34090(e); Minutes of governing bodies, PermanentGC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 08-06-04 Meeting Recordings Recreation 30 Days GC 54953.5; 30 days after recording 08-06-04 Resolutions Law, statute or regulation enacted by the City Council, Public Financing Authority and Redevelopment Agency.

Recreation V, H P GC 34090(e); Permanent for decisions of the City GC 40806; MaintainState of California Guidelines; Permanent 08-06-0408-07-00 Youth Advisory Board
08-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-07-02 Agendas/Agenda Packets Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 08-07-03 Minutes Recreation V, H P GC 34090(e); Minutes of governing bodies, PermanentGC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 09-01-02 Master Plans WWTP
Admin
S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after master plan is superseded. 09-01-03 Reports & Studies WWTP
Admin
CY+2, AR GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for general studies and reports.Administrative Decision: Current year plus 2 years, review annually for relevance to projects. 09-01-04 Service Contracts Includes maintenance and services of the building. WWTP Admin AC+10
CCP 337.2; Statutes of limitationsCCP 343; Statutes of limitations CCP 337.15; 10 years
09-01-05 Facilities Permits SWRCB, Health Safety, EPA and other permits.

Includes calculations and data sent to the agency. Does not include NPDES.

WWTP
Admin
AE+2 GC 34090; 2 year minimum requirement
State of California Guidlines; Current year plus 2 years for municipal facility rental / use permits 09-01-06 Builiding Maintenance Includes elevator, fire and other building permits. WWTP Admin AE +4
GC 34090; 2 year minimum requirementCCP 337; 4 yearsNPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample. 09-01-07 Hazardous Waste Manifests Used for chemicals, used oil and other hazardous waste materials.

WWTP
Admin
CY+10 GC 34090; 2 year minimum requirement
CCP 338.1; 5 years 40 CFR 122.21; 3 to 5 years22 CCR 66262.40; 3 years22 CCR 66263.22; 3 yearsState of California Guidelines; Current year plus 10 years for hazardous waste disposal documents. 09-02-00 Safety & Training
09-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

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

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months Universal note for City Attorney regarding retention periods for public water systems:22 CCR §64470 [5 years for complaints, 10 years for chemical analysis]; 64433.7, 66483 [3 years for mandated consumer reports]; §64690.80 [12Years for records related to lead compliance for systems subject to lead action level exceedance requirements]. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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WWTP
Admin
AS+5 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training recordsGC 12946; 2 years after terminationGC 6250; PRA, confidential record statusGC 53235.2(b) and 53237(b); 5 years if training includes ethics and sexual harassment training.State of California Guidelines; Current year plus 2 years for certificates and designations training. 09-02-03 Training Sessions Training history resides on Target Solutions website. WWTP Admin
CY+5 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training recordsGC 12946; 2 years after terminationGC 6250; PRA, confidential record statusGC 53235.2(b) and 53237(b); 5 years if training includes ethics and sexual harassment training.State of California Guidelines; Current year plus 2 years for certificates and designations training. 09-02-04 Sign-in Sheets WWTP
Admin
CY+5 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training recordsGC 12946; 2 years after terminationGC 6250; PRA, confidential record statusGC 53235.2(b) and 53237(b); 5 years if training includes ethics and sexual harassment training.State of California Guidelines; Current year plus 2 years for certificates and designations training. 09-03-00 Wastewater Treatment
09-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 09-03-02 Process Maintenance Includes biofilter, scrubbing system, odor control, and other process maintenance. Documents include purchase orders, work requests and other documents related to maintenance. Maintained in CMMS.

WW AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects. 09-03-03 SDS - Safety Data Sheets Includes records and safety data sheets for chlorine, pherrous chloride, polymers, sodium bisulfite and other chemicals.

WW S+2 GC 34090; 2 year minimum requirement
29 CFR 1910.1020(d)(1)(ii)(B) ; Retain SDS records for 30 years unless another record of what, where and when a chemical was used is maintained.Administrative Decision: Maintain SDS from manufacturer for 2 years after superseded to track all chemicals used. 09-03-04 Equipment Inventory Purchase orders, purchase date and inventories. WW S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded for equipment inventory records ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Records Retention Schedules UFIRST Index

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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 09-03-05 Operations & Maintenance
Manuals
Reference documents for equipment maintenance. WW LOS+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after termination for several kinds of equipment manuals.Administrative Decision; Life of the equipment plus 2 years for equipment manuals & specifications. 09-03-06 SCADA System Includes telemetry, as-builts, maintenance and work performed.

WW IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
09-03-07 Tonnage Reports & Waste
Hauling
Reported to the EPA on biosolids. WW CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for tonnage reports. 09-03-08 Operator's Log Daily activity log book tracking trends for general operations.

WW CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for other discharge records, including calibration recordsNPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample.Administrative Decision: Maintain logs for the current year plus 3 years to follow compliance retention requirements. 09-04-00 Capital Improvement Projects
General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-04-01 CIP Core Documents CIP Construction Records including planning, design, construction, conversion or modification of local government- owned facilities, structures & systems; environmental / CEQA reports and documents (ie. streets, curbs, gutters, sidewalks, storm drains, etc.) WW P GC 4003, 4004, Maintain
CCP 337.15; 10 yearsState of California Guidelines; Permanent for capital improvements ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 09-04-02 CIP Backup Documents CIP Engineering Project Records. Supporting documents including appraisal reports, bidders lists, nonenvironmental reports, work orders, schedules, exhibits, construction staking documentation and construction correspondence.

WW AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after project completion for capital improvement projects 09-04-03 General Administrative
Documents
Includes e-mail, administrative correspondence and other general administrative documents related to the CIP.

WW AC+2 GC 34090(d); 2 year minimum requirement
Administrative Record, State of California GuidelinesRCS Suggestion: Maintain general administrative documents associated with CIPs for 2 years after the project is completed. 09-04-04 CIP Replacement Equipment Installation and maintenance of replacement equipment.

AC+10
GC 34090; 2 year minimum requirementCCP 337.15; 10 yearsState of California Guidelines; 2 years plus the current year for maintenance projects. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 09-05-00 Wastewater Quality Laboratory09-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 09-05-02 Bacteriological & Chemical
Analysis, Raw Data and Testing
Includes BOD, COD, ELAP, ERA, FGL, BSK,
pretreatment, lab and chlorine testing results, beach sampling, weekly, quarterly and annual sampling, and other testing results.

Lab CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for other discharge records, including calibration recordsNPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample. 09-05-03 Biosolids Analysis & Sludge
Testing
Lab CY+5 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for other discharge records, including calibration records40 CFR 503.7; 5 years for sewage sludge. 09-05-04 Lab Certification Includes ELAP audits and accreditation, operator certificates, lab analyst records and other certification documents.

Lab CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for other discharge records, including calibration recordsNPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample. 09-05-07 Daily Sample Logs Lab CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for other discharge records, including calibration recordsNPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample. 09-05-08 SOP Manuals For quality assurance, standards & methods, refrigerated samples, regulations, SOP, inventory and procedures.

Lab S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 for policies & procedures. 09-05-09 Pre-treatment Inspections Annual inspection of business for pre-treatment program. Not required for the City.

Lab CY+3 40 CFR 122.41; 3 years for calibration records ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Lab CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for other discharge records, including calibration recordsNPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample. 09-06-00 NPDES
09-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 09-06-02 Permits & Applications For stormwater, water and waste water. WW P 40 CFR 122.28; Maintain NPDES general permits State of California Guidelines; Permanent for NPDES permits 09-06-03 Agency Reporting Includes reports to the State Water Resources Control Board.

WW CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for other discharge records, including calibration recordsNPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample. 09-06-04 Violation Notifications Notifications from the SWRCB for violations by the City. WW AC+5 40 CFR 122.41; 5 years 40 CFR 503.17; 5 yearsRCS Suggestion: Maintain stormwater compliance and NPDES violations for 5 years after correction. 09-07-00 Collection System
09-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 09-07-02 Process Maintenance Includes biofilter, scrubbing system, odor control, and other process maintenance. Documents include purchase orders, work requests and other documents related to maintenance. Maintained in CMMS.

Collections AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects. 09-07-03 Sewer Spills Collections CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for other discharge records, including calibration recordsNPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Draft: 11/3/2020
09-00-00 WASTEWATER TREATMENT PLANT
Legend:

Collections S+2 GC 34090; 2 year minimum requirement
29 CFR 1910.1020; Retain SDS records for 30 years unless another record of what, where and when a chemical was used is maintained.Administrative Decision: Maintain SDS from manufacturer for 2 years after superseded to track all chemicals used. 09-07-05 Equipment Inventory Purchase orders, purchase date and inventories. Collections CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for other discharge records, including calibration recordsNPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample.Administrative Decision: Maintain equipment inventories for the current year plus 3 years to follow NPDES guidelines. 09-07-06 Operations & Maintenance
Manuals
Reference documents for equipment maintenance. Collections LOS+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after termination for several kinds of equipment manuals.Administrative Decisions; Life of the equipment plus 2 years for equipment manuals & specifications. 09-07-07 Source Control Inspections Records of restaurant and brewery inspections and violations for waste water and fats, oils and grease.

Collections CY+3 NPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample.
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10-00-00 POLICE SERVICES
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
10-01-00 Administration / Chief of Police
10-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

COP/Admin IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
10-01-03 General Orders Maintained in Lexipol. COP/Admin C P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent, no citation given. 10-01-04 Rules & Regulations COP/Admin C P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent, no citation given. 10-01-05 Special Orders Includes vacation sign ups and special details. Moves the bulk of staff all at once based on the event / order.

COP/Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for watch assignments, daily schedules and timekeeping records. 10-01-06 Personnel Orders COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for watch assignments, daily schedules and timekeeping records. 10-01-07 Administrative Staff Memos General status updates on current projects and items of interest.

COP/Admin CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
10-01-08 Supervisor Staff Memos General status updates on current projects and items of interest. Pertains mainly to operational issues.

COP/Admin CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
10-01-09 Work & Duty Schedules COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for watch assignments, daily schedules and timekeeping records. 10-01-10 Internal Affairs / Investigations Also includes officer involved deaths. COP/Admin C AC+5 PC 832.5(b) Statutory minimum is 5 years.

EVC 1045; 5 years for conductPC 801.5; SOL of 4 years after eventPC 803(c); public officer, crime descriptionsVC 2547; SOL of 3 years for officer fraudGC 12946; 2 years after completion/position filled 10-01-11 Use of Force Reports COP/Admin CY+5 GC 34090; 2 year minimum requirement.

PC 832.5; 5 year minimum requirement.State of California Guidelines; Current year plus 5 years for use of force files 10-01-12 Unusual Incident Reports Completed with Use of Force, CHP 187, injuries to employees and other unusual events.

COP/Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for use of force files 10-01-13 Locker & Riot Locker Logs Includes combinations and assigned lockers COP/Admin C S+2 GC 34090; 2 year minimum requirement State of California Guidelines; After superseded
10-01-14 Equipment Inventory Equipment issued to officers and other department equipment.

COP/Admin S+2 GC 34090; 2 year minimum requirement
State Recommendation; 2 years after superseded for listings of equipment assigned to divisions and officers.

Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020 City of Pacifica
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General casesHigh profile cases
Attorney
AC+7
P
GC 34090; 2 year minimum requirementState of California Guidelines; 7 years after closure for case records; maintain high profile cases permanently. 10-01-18 Employee Identification Identification for police employees and retirees for carrying firearms. Retirees need to qualify for carrying.

COP/Admin AE+2 GC 34090; 2 year minimum requirement
State Recommendation, 2 years after the license expires. 10-01-19 Building Security Door Passes & Logs Tracks key cards and access to the police facility. COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for daily logs. 10-01-20 Surveillance Recordings - Police Facilities Includes in-building and parking lot surveillance. COP/Admin AC+1
GC 34090.6; one year. If a claim is filed or pending litigation, retain with the case file.State of California Guidelines; 100 days for audio, telephone and radio communication tapes, with exceptions of recordings pertaining to GC 34090.6Administrative Decision: Video surveillance is maintained for 7 days due to system storage limitations. 10-01-21 Grant Applications and Programs Incoming grants for the PD. COP/Admin AFP+7 * 24 CFR 85.42; Grants & co-operative agreements, 3 years after submission of last expenditure report29 CFR 97.42; grants must be kept for 3 years.State of California Guidelines; 7 years after grant closure. * State recommends referring to grant application close-out procedures, if any. 10-01-22 Volunteer Program Includes application, ride-along waiver, background authorization, supplemental background information form, criminal history and records checks, LiveScan fingerprinting, training, community service records, background letters to neighboring agencies, and ID cards.Denied volunteer applications COP/Admin AT+3
AC+3
GC 12946; 2 years after completion/position filledState of California Guidelines; 2 years after terminationAdministrative Decision: Maintain volunteer files for 3 years after termination for hired, 3 years after position filled for denied applications to follow recruitment retention. 10-01-23 Ride Along Requests COP/Admin CY+2 GC 34090; 2 year minimum requirement retention State of California Guidelines; 2 years plus the current year ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020 City of Pacifica
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COP/Admin C CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain fingerprint information for city employment for 2 years after termination. 10-01-25 Applicant Fingerprint Requests Fingerprint requests of public applicants. Does not include the fingerprint.

COP/Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain fingerprint information for city employment for 2 years after termination. 10-02-00 Records *** Maintain all case files confidential while active.

California Public Records Act to be consulted.
10-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 10-02-02 RMS/CAD System Electronic case management system. Records C IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
10-02-03 Case Reports - All Other Crime reports, DUI's, incidents, manditory registrants, bookings/arrests, missing persons, restraining orders, criminal protective orders, NCIC entries. May include property, photos, field interview cards, additional documents and any other elements for the case. All files scanned and stored in the RMS system.

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

Officer Involved Shootings Includes shootings Records V, C *** AC+25 EVC 1045; Discovery of officer information on Internal Affairs cases. 5 year access limit.PC 832.5; 5 years after case closure, confidential document not for public exposure. VC 2542 & 2547; Officer fraud or misrepresentation. 3 years after act or omission.State Recommendation; Closure of case plus 25 years.DOJ regulates, if not involving felonies, the report can be destroyed after 3 years, provided that accounting of incident has been placed with the case file.

Drug / Sex Crime Registration Sex offenders - Adult
Sex offenders - Juvenile
Records V, C *** L+2
* Varies
GC 34090; 2 year minimum requirement* PC 290; definitions and referencesW&IC 781; 5 years after record sealed or when juvenile reaches 38 years. Permanent if tried as an adult.State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020 City of Pacifica
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Weapon Crimes Possession of illegal weapons, carrying concealed weapons, and other crimes relating to the possession or use of illegal weapons where no other crime has occurred.

Records V, C *** AC+5 GC 34090; 2 year minimum requirement Administrative Decision: Retain weapon crime information for 5 years to track potentially violent individuals.

Felony Cases, Permanent Includes murder, kidnapping for ransom, treason, procuringexecution by perjury, train wrecking, sexual assault, assault with a deadly weapon by a life-term prisoner, bombing resulting in death or bodily injury, making defective war materials that cause death.

Records V, H, C *** P PC 799, 801.1, 803; No statutes of limitations on actions CCP 335.1; Must commence action within 2 yearsIndefinite retention is recommended by DOJ and CA Law Enforcement Officers Assoc. State of California Guidelines; Permanent Felony Cases, Non-permanent Does not include murder, kidnapping for ransom, treason, procuring execution by perjury, train wrecking, assault with adeadly weapon by a life-term prisoner, bombing resulting in death or bodily injury, making defective war materials that cause death Records V, H, C *** AC+6 GC 34090, 2 year minimum requirement CCP 338 et al.; up to 3 years after commission of offense or after realization of offense, 6 years for notory public offenses.State of California; Prosecution of cases involving 8 or more years in prison must commence within 6 years.

Child Abuse Records V, C *** AC+10 PC 11169; Maintain
PC 11170; 10 years from date of reporting , DOJ RecommendationPC 288, 647; Definitions Missing Persons Records V, C *** AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for non-criminal occurrences, including missing persons where person has been returned/found.DOJ recommends permanent for unsolved missing persons. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020 City of Pacifica
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Stolen Vehicles Records V, C *** AC+3 CCP 338 et al.; up to 3 years after commission of offense or after realization of offense.State Recommendation; Closure of case plus 3 years.

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

Misdemeanors / Infractions, Not Filed Misdemeanors with no leads, no convictions or arrests not filed.

Records V, C *** AC+2 GC 34090; 2 year minimum requirement CCP 338; up to 3 years after commission of offense or after realization of offense.State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests, identifiable property or missing persons.

Marijuana Related Crimes Records V, C *** AC+2 * HS 11361.5, 11361.7, 11357 B, C, D, or E; 2 years after case closure, * or until offender reaches the age of 18 years provided there are no active warrants associated with the case. Destroy Juvenile marijuana cases after age 18.H&S 11362.1, Legal adult use of cannabis productsCombined cases may be retained for the longest applicable retention period. The District Attorney may vacate the conviction and the City may destroy the case file sooner than the retention period listed.

Accident Reports, General & Misdemeanor Infractions
Records AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests, identifiable property or missing persons.Administrative Decision: Maintain for 2 years after closure of the case. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020 City of Pacifica
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Records AC+7 * H&S 123145; * Under 18 - 1 year after 18th birthday or 7 years, whichever is longer. Over 18 - 7 years after discharge.15 CCR 1205; Maintain separately from inmate files, no retention listed15 CCR 1207; Maintain, no retention listedCalifornia "Minimum Guidelines for Local Detention Facilities" state "There is no Title 15 regulation related to records retention" for these records. 10-02-06 Record Sealings Adults Records V, C *** AC+3 * PC 851.8(a); Factually innocent records, 3 years after arrest, * with district attorney approval.
10-02-07 Record Sealings Juveniles Records V, C *** AC+5 ** Date of court ordered destruction W&IC 781; 5 years after sealed by court order for at-risk youth; ** W&IC 781; When juvenile reaches the age of 38 for murder and/or sex crimes occuring before the child is 14 years of age** W&IC 781; For murder and/or sex crimes occuring on or after the child reaches age 14, DO NOT DESTROY. 10-02-08 Criminal Subpoenas Any subpoenas having to do with a criminal case. Records CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain subpoena logs and subpoena duplicates for the current year plus 2 years. 10-02-09 Statistical Report Requests Reports and data generated monthly from Alliance and distributed to requesting divisions/units, departments, agencies or the public.

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

Records CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly and annual statistical reports. 10-02-11 DOJ Audit Reports / NCIC Entries National Crime Information Computer. DOJ requires reporting monthly for stolen vehicles/license plates, stolen weapons, warrants, missing persons and restraining orders. Inhouse audit performed and results faxed to DOJ.

Records AA+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly, and annual activity/statistical reports. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020 City of Pacifica
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Records AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion 10-02-13 Citation Logs Maintain electronically in case management system. Records CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for parking & traffic citation duplicates. 10-02-14 Cash Receipt Books Log of monies receive at the PD counter. Records CY+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations of 4 yearsState of California Guidelines; 4 years after annual audit 10-02-15 Criminal Background Checks Requests for criminal history from an outside agency. Records CY+3 GC 34090; 2 year minimum requirement CCP 340; 1 year statute of limitations11 CCR 707(c); 3 years after release of record 10-02-16 Clearance Letters Includes requests from persons residing in the City of City asking for a cursory records check through our RMS system to ascertain if the person has any negative information on file in our RMS system. This request results in a letter stating the results of the records check.

Records AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for requests for criminal history 10-02-17 False Alarm Claims Records CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for false alarm duplicates. 10-02-18 Audio Recordings - Litigation/Case Related Includes telephone and radio communications for criminal cases only. Recordings determined by the City Attorney for litigation or the District Attorney for crime prosecution.

Records 180 Days * GC 34090.6; 100 days. If a claim is filed or pending litigation, retain until pending litigation is resolved and * destroy with consent of the City Attorney.State of California Guidelines; 180 days for audio, telephone and radio communication tapes, with exceptions of recordings pertaining to GC 34090.6 10-03-00 Patrol Records
10-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

Patrol AT+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after termination for radar calibration records 10-03-05 DUI Billing Cost recovery for DUI actions. Patrol AC+2 GC 34090; 2 year minimum requirement Administrative Decision: Maintain billing records for 2 years after closure of case. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020 City of Pacifica
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Patrol
60 days
(noneviden
tiary); 2
years
(evidentiar
y)
PC 832.18 (b)(5)(A) - nonevidentiary body worn camera footage; 60 days PC 832.18(b)(5)(B) - evidentiary body worn camera footage; 2 years if (1) the recording is of an incident involving use of force by a peace officer; (2) the recording is of an incident that leads to detention or arrest; or (3) the recording is relevant to a formal or informal complaint against a law enforcement officer/agency. 10-03-07 Parking Permit Logs Ongoing log of permits. Patrol AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion/closure for residential parking permits 10-03-08 Vehicle Maintenance Logs Patrol L+4 GC 34090; 2 year minimum requirement CCP 343; 4 years for actionState of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records of vehicles. State does not reference any citations. 10-03-09 License Plate Reader, LPR Includes recordings of license plates by officers. Patrol 180 Days * GC 34090.6; 100 days. * If a claim is filed or pending litigation, retain with the case file.State of California Guidelines; 180 days for audio, telephone and radio communication tapes, with exceptions of recordings pertaining to GC 34090.6.PC 832.7(b)(7)(c); 180 days after discovery, or 30 days after closure of case, to release records as part of a PRA, use of force. 10-05-00 Personnel & Training Records
10-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 10-05-02 Personnel Records Includes equipment released, employee transaction forms, step increases, corrective evaluations and other materials related to the employee. Similar to the files maintained by HR but contains other confidential information on officers.

Personnel C AT+6 29 CFR 1627.3 - 4; 3 years after termination 29 CFR 1602.30 - 32; 2 - 3 years after termination29 CFR 516.5 - 6; 3 years after action29 USC 1113; 6 years after date of last actionGC 12946; 2 years after termination or actionState of California Guidelines; 3 years after termination for non-safety employees; 5 years after termination for safety employees. 10-05-03 Background Checks - Hired Personnel Personnel C P PC 832.5; 5 years for officer complaints State of California Gudelines; Permanent for hired Safety Personnel ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020 City of Pacifica
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Training tracked in the training management database.

Personnel AS+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training recordsGC 12946; 2 years after terminationGC 6250; PRA, confidential record statusState of California Guidelines; 7 years after termination, no specific citation given. 2 years after termination for certificates and designations training. 10-05-06 Training Reimbursement Forms Used for officer training reimbursements. Duplicated information that is sent to Finance for processing. Maintained for 1 year in PD.

Personnel AC+1 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum retention period
10-05-07 Instructor Files, Range Includes class outline, tests, precentages, roster, handouts, instructor's qualifications and resumes, qualification criteria and training scenarios, range lesson plans, firearms safety plan, weapon maintenance, firearm training manuals, simulation training, range master and safety officer for firearms and less-lethal weapons.

Personnel AC+15 GC 34090; 2 year minimum requirement
State of California Guidelines; 15 years after completion for range lesson plans. No citation given. 10-05-08 Instructor Files, General Includes class outline, tests, precentages, roster, handouts, instructor's qualifications and resumes, qualification criteria and training scenarios.

Personnel AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years for general lesson plans. 10-05-09 Citizen Inquires Form completed by a citizen. Complaints become formal investigations. Non-complaints are forwarded to other divisions or departments, as needed. Limited to non-complaints.

Personnel
S
Transitory Record: Maintain indefinitely or until data is transferred to record series. 10-05-10 Professional Improvement Plan 6 month plan to improve performance. May include training sessions.

Personnel AS+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training recordsGC 12946; 2 years after terminationGC 6250; PRA, confidential record statusState of California Guidelines; 7 years after termination, no specific citation given. 2 years after termination for certificates and designations training. 10-06-00 Investigations
10-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 10-06-02 Informant Files Maintained in paper form and reviewed annually for activity. Includes vice crimes (gang, narcotics, prostitution, robbery).

CIS C AT+10 GC 34090; 2 year minimum requirement
State of California Guidelines; 10 years after termination for informant files, no citation stated ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020 City of Pacifica
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10-00-00 POLICE SERVICES
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 10-06-03 Registration Files - 290, Adults For sex offenders. Activity based on ORI status. CIS L+2 GC 34090; 2 years minimum * PC 290; definitions and referencesW&IC 781; 5 years after record sealed or when juvenile reaches 38 years. Permanent if tried as an adult.State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. 10-06-04 Registration Files - 290, Juveniles For sex offenders. Activity based on ORI status. CIS * Varies GC 34090; 2 years minimum * PC 290; definitions and referencesW&IC 781; 5 years after record sealed or when juvenile reaches 38 years. Permanent if tried as an adult.State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. 10-06-05 Registration Files - 457.1, Adults Arson CIS L+2 GC 34090; 2 years minimum H&S 11594; 5 years after termination of parole or probationPC 186.32; 5 years after last registration requirement* PC 457; Arson registration for juveniles, 25 years of age or when records are sealed per W&IC 781State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. 10-06-06 Registration Files - 457.1, Juveniles Arson CIS * Varies GC 34090; 2 years minimum H&S 11594; 5 years after termination of parole or probationPC 186.32; 5 years after last registration requirement* PC 457; Arson registration for juveniles, 25 years of age or when records are sealed per W&IC 781State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. 10-06-07 Registration Files - 11590 HS Drug registrants CIS L+2 GC 34090; 2 year minimum requirement H&S 11594; 5 years after termination of parole or probationPC 186.32; 5 years after last registration requirementState of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. 10-06-08 Track Fliers Includes BOLOs from the City to other agencies. CIS CY+2 GC 34090; 2 year minimum requirement 10-06-09 Evidence Purge/Disposition Includes weapons destruction logs, drug destruction logs, deposit receipts, property disposition memorandums and returns to owners.

CIS P State of California Guidelines; Permanent for gun destruction. No citation given. Current year plus 2 years for property control logs recording items coming into and going out of property rooms. 10-06-10 Auction Reports CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after financial audit for surplus property auctions including listings of property. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020 City of Pacifica
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CIS CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for case tracking records 10-06-12 Asset Seizure/Forfeiture Form For monies seized over a certain amount. Requested from a major crimes task force, and ultimately scanned to Records with the case file. Originals are maintained by the DA, a copy is maintained by the City.

CIS CY+1 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum retention period
10-06-13 Property Receipts Tracks property releases and dispositions. Used to permanently track history of evidence. Not destroyed with the case file.

CIS CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; No citation given. Current year plus 2 years for property control logs recording items coming into and going out of property rooms. 10-06-14 Second Hand Dealer Licenses Includes licenses for antique dealers and other second hand sellers.

CIS CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for Secondhand Dealers and Pawn Brokers. 10-06-15 Unclaimed Property Retrieval of property. CIS 10M * CCP 2080.10; 60 days to 10 months for retrieval of property. 60 days up to 10 months for safekeeping, 90 days for found property. 10-06-16 Pawn Slips CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Secondhand Dealers and Pawn Brokers. 10-06-17 Alcohol Licensing - Temporary Use Includes one day events. ABC form 221. CIS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for temporary use permits 10-06-18 Annual Card Room Permits CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for bingo licenses.Administrative Decision: Maintain annual card room permits for the current year plus 2 years to follow bingo retention requirements by the State. 10-06-19 Cabaret Permits - Temporary CIS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for temporary use permits 10-06-20 Cabaret Permits - Annual CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for certain licenses.Administrative Decision: Maintain cabaret permits for the current year plus 2 years to follow similar retention required by the State. 10-06-21 Massage Parlor Establishments CIS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Completion plus 2 years for massage parlor permits. 10-06-22 Taxi Cab Permits CIS AT+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after termination for taxi licenses and permits ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020 City of Pacifica
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Comm V,C ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum period
10-07-03 911 Logs Hardcopy log created from dispatch for 911 data. Comm ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum period
10-07-04 Audio Recordings - Routine Includes telephone and radio communications. If crime related, the District Attorney must request audio within 100 days of the date. The City Attorney will inform the PD about pending litigation, and will approve destruction of recordings on a monthly basis.

Comm 180 Days * GC 34090.6; 100 days. If a claim is filed or pending litigation, retain until pending litigation is resolved and * destroy with consent of the City Attorney.State of California Guidelines; 180 days for audio, telephone and radio communication tapes, with exceptions of recordings pertaining to GC 34090.6 10-07-05 Tow Logs - Private Property/Repos Maintained in a binder and sent to Records for archives when binders are full.

Comm CY+2 GC 34090; 2 year minimum requirement
10-07-06 CAD Event Logs Electronic documents created when a reporting party calls in to the police department to request assistance.

Comm CY+2 GC 34090; 2 year minimum requirement
10-08-00 Crime Prevention Committee
10-08-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 10-08-02 Agendas & Agenda Packets COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 10-08-03 Minutes COP/Admin P GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020

Pacifica City CouncilJune 12, 2023

Pacifica City Council
June 12, 2023