RESOLUTION NO. 25-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA,
CALIFORNIA, AMENDING THE CITY OF SANTA CLARITA RECORDS
RETENTION SCHEDULE
WHEREAS, Section 34090 et seq. of the Government Code of the State of California provides the parameters whereby any City of Santa Clarita (City) record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the Records Retention Schedule establishes orderly procedures for retaining official City records in active and inactive files, and for disposing of records when they are no longer needed for administrative, fiscal, historical, or legal purposes; and
WHEREAS, the Records Retention Schedule applies to all forms and formats of official City records, regardless of physical characteristics; and
WHEREAS, on September 14, 1993, the City Council adopted Resolution 93-119 establishing the Records Management Program and adopting the Records Retention Schedule; and
WHEREAS, the City Council has approved amendments to the Records Retention Schedule in 2005, 2010, 2015, and 2020; and
WHEREAS, over time, regulatory compliance laws that affect the records of the City of Santa Clarita change; and
WHEREAS, an ongoing review of the Records Retention Schedule is performed and permissible revisions are made semi-annually; and
WHEREAS, a five-year review of the Records Retention Schedule has been performed; and
WHEREAS, recommended changes to records retention have been approved by the City Attorney and City Department Heads as recommended by the Custodian of Records (City Clerk); and
WHEREAS, the administrative changes attached as Exhibit A are brought before the City Council for the five-year update.
NOW, THEREFORE, the City Council of the City of Santa Clarita, California, does hereby resolve as follows:
SECTION 1. The Records Retention Schedule is hereby amended to include those changes as outlined in the attached Exhibit A.
SECTION 2. The City Clerk shall certify to the adoption of this resolution.
PASSED, APPROVED AND ADOPTED this __th day of _____________ 2025.
______________________________
MAYOR
ATTEST:
____________________________
CITY CLERK
DATE: _______________________
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF SANTA CLARITA )
I, Mary Cusick, City Clerk of the City of Santa Clarita, do hereby certify that the foregoing Resolution No. 25-__ was duly adopted by the City Council of the City of Santa Clarita at a regular meeting thereof, held on the __
th day of _______ 2025, by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
______________________________
CITY CLERK
PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
SERIES CODE
RECORDS SERIES
TITLE/CLASSIFICATION ADD CHANGE RETENTION DESCRIPTION OF REQUESTED AMENDMENT CITATION(S)
COUNCIL
ACTION
ADM-1 HISTORICAL RECORDS X
Change current scope from: Includes first meetings of the City Council, Planning and Parks, Rec & Community Services Commissions. To: Includes photographs, videos, and newspaper clippings of the first meetings of the City Council and all Commissions. This is a change in scope to include all Commissions and a description of the records maintained.
GC 34090 N
ADM-6 AUDIT REPORTS X AU+4
New classification. Add scope: Monthly vendor audits conducted internally by Purchasing and presented to auditors if requested. The retention period meets legal, fiscal, and administrative requirements per the State Records Retention Schedule. This new records classification reflects the Information Services Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
GC 34090
OMB A-128 N
ASM-3 ASSESSMENT DISTS -
OTHER AGENCIES X P
New classification. Add scope: Includes Resolutions and original documentation filed with the City Clerk from other agencies within the City of Santa Clarita boundaries. The retention period meets legal, fiscal, and administrative requirements per the State Records Retention Schedule.
This new records classification reflects the Information Services Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
GC 34090
GC 53315.6 N
BID-1 SUCCESSFUL BIDS X
Change current title from: Successful Bids. To: Formal Solicitations. Change current scope from:
Includes original bid; bid bond; legal posting notices; and other supporting documentation - projects over $50,000. To: Includes original bid; bid bond; legal posting notices; and other supporting documentation for non-public projects over $50,000 and public projects over $200,000. This change in title and scope reflects the Information Services Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
GC 25105-1
GC 34090
CCP 337
N
BID-2 UNSUCCESSFUL BIDS X
Change current title from: Unsuccessful Bids. To: Informal Solicitations. Change current scope from: Includes original bid; bid bond; bid posting notices; and other supporting documentation - projects over $50,000. To: Includes original bid; bid bond; bid posting notices; and other supporting documentation for non-public projects under $50,000 and public projects under $200,000. This change in title and scope reflects the Information Services Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
GC 25105-1
GC 34090
CCP 337
N
BID-3 SOLICITATION RECORDS X
Change current title from: Solicitation Records. To: Procurement Records. Change current scope from: Includes successful and unsuccessful RFQs, RFPs, and Bid solicitations. RFQs under $50,000 and RFPs for any amount. To: Includes supporting documentation for procurement processes such as single and sole sources, cooperative agreements, quotes/proposals, etc.
This change in title and scope reflects the Information Services Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
GC 25105-1
GC 34090
CCP 337
N
BUS-1 BUS SERVICE FILES X
Change current title from: Bus Service Files. To: Bus Vehicle Files. Change current scope from:
Includes bus registration; bus shelter documentation; bus stop database; and marketing materials. To: Includes bus vehicle registration and related documents. This change in title and scope reflects the Transit Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
FTA C 5010.1E
GC 34090 N
AU=Audit CL=Close CY=Current Year E=Election L=Life M=Month P=Permanent QC=Quality Control T=Termination 1
PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
SERIES CODE
RECORDS SERIES
TITLE/CLASSIFICATION ADD CHANGE RETENTION DESCRIPTION OF REQUESTED AMENDMENT CITATION(S)
COUNCIL
ACTION
BUS-2 BUS STOPS X CL+7
New classification. Add scope: Includes the City's bus stops, street furniture, and related documentation. The retention period meets legal, fiscal, and administrative requirements per the U. S. Department of Transportation Federal Transit Administration. This new records classification reflects the Transit Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
FTA C 5010.1E
GC 34090 N
BUS-3 APPRAISALS X CL+7
New classification. Add scope: Includes appraisals, site plans, land use, and related documents.
The retention period meets legal, fiscal, and administrative requirements per the U. S.
Department of Transportation Federal Transit Administration. This new records classification reflects the Transit Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
FTA C 5010.1E
GC 34090 N
BUS-4 STUDIES & PLANS X CL+7
New classification. Add scope: Includes long-range, short-range, operations, studies, and related documents. The retention period meets legal, fiscal, and administrative requirements per the U. S. Department of Transportation Federal Transit Administration. This new records classification reflects the Transit Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
FTA C 5010.1E
GC 34090 N
BUS-5 TRANSIT GRANT
APPLICATIONS X CL+7
New classification. Add scope: Includes grants, FTA, financial, and related documents not maintained by the Finance Division. The retention period meets legal, fiscal, and administrative requirements per the U. S. Department of Transportation Federal Transit Administration. This new records classification reflects the Transit Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
FTA C 5010.1E
GC 34090 N
BUS-6 OPERATIONS X CL+7
New classification. Add scope: Includes operations contractor, marketing, and related documents. The retention period meets legal, fiscal, and administrative requirements per the U. S. Department of Transportation Federal Transit Administration. This new records classification reflects the Transit Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
FTA C 5010.1E
GC 34090 N
BUS-7 ACCESS SERVICES X CL+7
New classification. Add scope: Includes accessibility reports and related documents. The retention period meets legal, fiscal, and administrative requirements per the U. S. Department of Transportation Federal Transit Administration. This new records classification reflects the Transit Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
FTA C 5010.1E
GC 34090 N
BUS-8 AMERICANS WITH
DISABILITIES ACT X CL+7
New classification. Add scope: Includes complaints and related documents. The retention period meets legal, fiscal, and administrative requirements per the U. S. Department of Transportation Federal Transit Administration. This new records classification reflects the Transit Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
FTA C 5010.1E
GC 34090 N
BUS-9 TRANSIT ACCESS PASS X CL+7
New classification. Add scope: Includes fare collection and related documents. The retention period meets legal, fiscal, and administrative requirements per the U. S. Department of Transportation Federal Transit Administration. This new records classification reflects the Transit Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
FTA C 5010.1E
GC 34090 N
AU=Audit CL=Close CY=Current Year E=Election L=Life M=Month P=Permanent QC=Quality Control T=Termination 2
PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
SERIES CODE
RECORDS SERIES
TITLE/CLASSIFICATION ADD CHANGE RETENTION DESCRIPTION OF REQUESTED AMENDMENT CITATION(S)
COUNCIL
ACTION
BUS-10 SENIOR CENTER
RIDESHARE X CL+7
New classification. Add scope: Includes Senior Center rideshare reports and related documents. The retention period meets legal, fiscal, and administrative requirements per the U. S. Department of Transportation Federal Transit Administration. This new records classification reflects the Transit Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
FTA C 5010.1E
GC 34090 N
BUS-11 NEW BUS SERVICE
REQUESTS X CL+7
New classification. Add scope: Resident requests for transit service changes, including new routes, additional or adjusted time points, and modifications to existing routes. The retention period meets legal, fiscal, and administrative requirements per the U. S. Department of Transportation Federal Transit Administration. This new records classification reflects the Transit Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
FTA C 5010.1E
GC 34090 N
COD-1-2 GRAFFITI CASE FILES X CL+5
New classification. Add scope: Includes abatement orders, including service requests, correspondence, notices, legal, photos, and supporting community preservation activities. The retention period meets legal, fiscal, and administrative requirements per the State Records Retention Schedule. This new records classification reflects the Community Preservation Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
GC 34090(d) N
COM-1-1 COUNCIL COMMITTEES -
AGENDAS X From P to CL+QC
3M
Prior to 2024, these records were in paper format. From 2024 onward, they are imaged in Laserfiche and maintained permanently. Paper records are destroyed after QC. This change in retention reflects the Information Services Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
GC 34090 N
COM-1-2 COUNCIL COMMITTEES -
MINUTES X From P to CL+QC
3M
Prior to 2024, these records were in paper format. From 2024 onward, they are imaged in Laserfiche and maintained permanently. Paper records are destroyed after QC. This change in retention reflects the Information Services Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
GC 34090 N
COM-5 COMMITTEES - NON
APPOINTED X
Change current scope from: Includes, but not limited to, Anti-Gang Task Force, Blue Ribbon Task Force, ITAC, Sports Advisory Committee, and Tourism. Committee members are not appointed by the City Council. Records include both agendas and minutes. To: Includes, but not limited to, Anti-Gang Task Force, Blue Ribbon Task Force, ITAC, and Tourism. Committee members are not appointed by the City Council. Records include both agendas and minutes.
This is a change in scope only to remove the Sports Advisory Committee, which is no longer a committee.
GC 34090 N
CON-4 GRANT PROGRAMS X From CL+5 to CL+7
Change current scope from: Includes CDBG/Urban Development, Community Service, and both state and federal grants/contracts. To: Includes CDBG/Urban Development, Community Service, Federal Transit Administration, and both state and federal grants/contracts. This is a change in scope to include FTA contracts and increase the retention per the U. S. Department of Transportation Federal Transit Administration.
FTA C 5010.1E
GC 34090 N
CON-4-1 GRANT PROGRAMS -
PROJECT FILES
X From CL+5 to CL+7 This is an increase in retention per the U. S. Department of Transportation Federal Transit Administration.
FTA C 5010.1E
GC 34090 N
AU=Audit CL=Close CY=Current Year E=Election L=Life M=Month P=Permanent QC=Quality Control T=Termination 3
PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
SERIES CODE
RECORDS SERIES
TITLE/CLASSIFICATION ADD CHANGE RETENTION DESCRIPTION OF REQUESTED AMENDMENT CITATION(S)
COUNCIL
ACTION
CON-5 LEASE & RENTAL
AGREEMENTS X
Change current scope from: Includes leases, equipment, services, supplies and bike locker rentals. May include permits, contracts, diagrams, schedules, insurance binders, policies and schedules. Includes both City facilities rentals and facilities rented by the City. To: Includes leases, equipment, services, supplies, bike locker rentals, facility reservation permits, and party reservation applications. May include permits, contracts, diagrams, schedules, insurance binders, policies and schedules. Includes both City facilities rentals and facilities rented by the City. This is a change in scope only to include facility reservation permits and party reservation applications, which were initially under general contracts and agreements. 48 CFR:2
GC 34090
GC 53066
PU7685
N
CON-6 CONTRACTS &
AGREEMENTS X
Change current scope from: Includes consultant agreements, professional services, maintenance agreements and material/supply contracts, as well as contract classes, facility reservation permits, party reservation applications, instructor agreements, and speaker agreements. To: Includes consultant agreements, professional services, maintenance agreements and material/supply contracts, as well as contract classes, instructor agreements, and speaker agreements. This is a change in scope only to remove facility reservation permits and party reservation applications, which are now included under lease and rental agreements.
48 CFR:2
GC 34090
GC 53066
PU7685
N
CON-10 CONTRACTS &
AGREEMENTS - CIP X CL+10
New classification. Add scope: Includes professional services, maintenance agreements, and material/supply contracts, except for construction agreements. The retention period meets legal, fiscal, and administrative requirements per the State Records Retention Schedule. This new records classification reflects the Capital Improvement Projects Division's current record maintenance practices and ensures compliance with proper records retention and destruction. 48 CFR:2
CC 337.15
GC 34090
GC 53066
PU 7685
N
COR-1 CORRESPONDENCE &
SUBJECT FILES X
Change current scope from: Includes records that are not attached to an agreement or project file, including correspondence, proclamations, social media, award applications, press releases, publications, and petitions submitted, but not tied to a referendum, recall, or initiative. To:
Includes records that are not attached to an agreement or project file, including correspondence, speaker and comment cards received at Council and Commission meetings, travel and training requests, proclamations, social media, award applications, press releases, publications, and petitions submitted, but not tied to a referendum, recall, or initiative. This change in scope includes travel and training requests, as well as speaker and comment cards received at Council and Commission meetings.
GC 34090(d) N
COR-2 CORRESPONDENCE &
SUBJECT FILES - CMO X CL+7
New classification. Add scope: Includes records that are not attached to an agreement or project file, including letters, memos, proclamations, publications, and resident service center requests. This new records classification reflects the City Manager's Office's current record maintenance practices.
GC 34090 N
CPP-1 DESIGN & CONSTRUCTION X
Change current scope from: Contains records re: planning, design, construction, conversion, or modification of local government-owned facilities, structures, and systems. To: Contains records re: planning, design, construction, conversion, or modification of local government- owned facilities, structures, and systems. Records may be maintained in physical format or digitally on flash drives within the project file. This is a change in scope to include how the records are maintained.
CCP 337.1
CCP 337.15
GC 34090
N
AU=Audit CL=Close CY=Current Year E=Election L=Life M=Month P=Permanent QC=Quality Control T=Termination 4
PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
SERIES CODE
RECORDS SERIES
TITLE/CLASSIFICATION ADD CHANGE RETENTION DESCRIPTION OF REQUESTED AMENDMENT CITATION(S)
COUNCIL
ACTION
ELE-3 PETITIONS X
Change current scope from: Includes certified petitions submitted to a legislative body for initiative, referendum, or recall. All elected bodies, including the City Council and Mobile Home Panel. To: Includes the Municipal Measures Report and certified petitions submitted to an elected legislative body for initiative, referendum, or recall. This is a change in scope to include the Municipal Measures Report and remove the Mobile Home Panel, which has dissolved.
EC 9213
EC 17200(a)
GC 34090
N
ELE-9 DISTRICTS X E+2
New classification. Add scope: Includes Council district maps, certifications, district consultant documentation, and staff notes. The retention period meets legal, fiscal, and administrative requirements per the State Records Retention Schedule. This new records classification reflects the Information Services Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
EC 21601
GC 34090
GC 34871
GC 34886
SCMC 2.04.005
N
ELE-10 CANDIDATE FORMS X E+2
New classification. Add scope: Includes, but is not limited to, nomination papers; ballot designation worksheets; translation approvals; candidate statements; receipts; and code of fair campaign practices; statement of write-in candidate, etc. The retention period meets legal, fiscal, and administrative requirements per the State Records Retention Schedule. This new records classification reflects the Information Services Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
EC 17100
GC 34090
GC 81009(B)
N
FIN-3-2 SB90: STATE MANDATE
REIMBURSEMENT X CL+3
New classification. Add scope: Includes Office of the State Controller, State-Mandated SB90 Claims, and supporting documents; employee time records or time logs, sign-in sheets, invoices, and receipts; worksheets, cost allocation reports, purchase orders, contracts, agendas, training packets, and declarations. The retention period meets legal, fiscal, and administrative requirements per the State Records Retention Schedule. This new records classification reflects the Finance Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
GC 17560
GC 17561
GC 34090
N
FIN-10-5-2 PAYROLL REPORTS X From AU+6 to
Various
Change: All records under this classification are being moved to individual retention schedules FIN-10-5-2-1 through 10-5-2-3 to reflect the Finance Division's current record maintenance practices and ensure compliance with proper records retention and destruction.
GC 34090 N
FIN-10-5-2-1 PAYROLL REPORTS - FIN
PLUS X AU+6
New classification. Add scope: Reports by pay period, quarter, year: Benefit Summary, Organization Summary, Interface Edit, Direct Deposit, Workers Comp, Council Payroll. The retention period meets legal, fiscal, and administrative requirements per the State Records Retention Schedule. This new records classification reflects the Finance Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
GC 34090 N
AU=Audit CL=Close CY=Current Year E=Election L=Life M=Month P=Permanent QC=Quality Control T=Termination 5
PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
SERIES CODE
RECORDS SERIES
TITLE/CLASSIFICATION ADD CHANGE RETENTION DESCRIPTION OF REQUESTED AMENDMENT CITATION(S)
COUNCIL
ACTION
FIN-10-5-2-2 FinE REPORTS -
ELECTRONIC X AU+6
New classification. Add scope: Pay Register, Total Postings, Payroll Postings, Prelist, Distribution Reports, Deduction Register, Contribution Register, Leave Balance Register, Leave Balance Report, Payroll EFT Assignments Validation, Payroll EFT Tape Report, Bank Recon Register, Bank Recon EFT Register, Positive Pay for US Bank, Warn 200, and CADE9. The retention period meets legal, fiscal, and administrative requirements per the State Records Retention Schedule.
This new records classification reflects the Finance Division's current record maintenance practices and ensures compliance with proper records retention and destruction. 26 CFR 31.6001-1
26 CFR 16001-1
29 CFR 516.5
29 CFR 516.6
29 CFR 1627.3(2)
CAC 22-1085-2
GC 34090
LC 1174(d)
N
FIN-10-5-2-3 FinE REPORTS - PHYSICAL X AU+6
New classification. Add scope: Intellitime Hours by Pay Code, Prelist Journal with backup, EFT Transmittal form, Positive Pay for US Bank, and CALPERS Summary Sheet. The retention period meets legal, fiscal, and administrative requirements per the State Records Retention Schedule.
This new records classification reflects the Finance Division's current record maintenance practices and ensures compliance with proper records retention and destruction. 29 CFR 516.5
29 CFR 516.6
GC 34090
N
FIN-10-5-3-1 PAYROLL DEDUCTION
AUTHORIZATION X
Change current scope from: Includes PAFs, W4s, unemployment notifications, deduction reports, employee payroll files, and PERS retirement reports. To: Includes PAFs, W4s, deferred comp, and employee payroll file. This change in scope involves removing unemployment notifications, which the Human Resources Division maintains, and eliminating deduction and PERS retirement reports, which are now maintained under a separate schedule. This adjustment reflects the Finance Division's current record maintenance practices and ensures compliance with proper records retention and destruction policies. 26 CFR 16001-1
29 CFR 516.5
29 CFR 516.6
29 CFR 1627.3(2)
GC 34090
N
FIN-14-1 PURCHASING - PURCHASE
ORDERS X
Change current title from: Purchasing - Purchase Orders. To: Purchasing - Purchase & Task Orders. Change current scope from: Includes purchase orders and requisitions. To: Includes purchase orders, task orders, and requisitions. This is a change in title and scope to reflect the Information Services Division's record maintenance practices and ensure compliance with proper records retention and destruction.
CCP 337
GC 34090 N
FPPC-3 CAMPAIGN STATEMENTS -
NOT ELECTED X From E+7 to E+10 This is an increase in retention per the Fair Political Practices Commission and ensures compliance with proper records retention and destruction.
FPPC 18944
FPPC 18944.1
GC 34090
GC 81009
GC 84615
N
FPPC-5-3 REPORT OF LOBBYIST
EMPLOYER X CY+5
New classification. Add scope: Includes FPPC 635 required to be completed by the City. The retention period meets the requirements per the Fair Political Practices Commission. This new records classification reflects the Information Services Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
FPPC Lobbying
Disclosure
Manual – Record
Keeping
GC 34090
GC 86116
N
AU=Audit CL=Close CY=Current Year E=Election L=Life M=Month P=Permanent QC=Quality Control T=Termination 6
PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
SERIES CODE
RECORDS SERIES
TITLE/CLASSIFICATION ADD CHANGE RETENTION DESCRIPTION OF REQUESTED AMENDMENT CITATION(S)
COUNCIL
ACTION
FPPC-7 FPPC CORRESPONDENCE X CY+5
New classification. Add scope: Includes correspondence to and from the Fair Political Practices Commission. The retention period meets legal, fiscal, and administrative requirements per the State Records Retention Schedule. This new records classification reflects the Information Services Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
GC 34090 N
HR-1-2 EMPLOYEE FILES -
PERFORMANCE REVIEWS X From T+3 to T+4 This is an increase in retention, as required by California SB 807, and ensures compliance with proper records retention and destruction.
29 CFR 1627.3
29 CFR
1602.30.32
29 CFR 1607.4
29 CFR 655
CCR Sec 1174
GC 6250 et seq
GC 12946
GC 34090
SB807
N
HR-4 RECRUITMENT- JOB FILES X From CL+3 to CL+4 This is an increase in retention, as required by California SB 807, and ensures compliance with proper records retention and destruction.
GC 6250 et seq
GC 12946
GC 34090
SB807
N
HR-7 I-9 FORMS X
Add scope: Includes I-9 forms and external requests for verification of employment. This is a change in scope to include verification of employment to reflect the Human Resources Division's current record maintenance practices and ensure compliance with proper records retention and destruction.
GC 34090
Pub. L 99-603 N
HR-8 EMPLOYEE FILES -
EMPLOYEE RELATIONS X From T+3 to T+4 This is an increase in retention, as required by California SB 807, and ensures compliance with proper records retention and destruction.
29 CFR 1627.3
29 CFR
1602.30.32
CCR Sec 1174
GC 6250 et seq
GC 12946
GC 34090
SB807
N
INS-2 POLICIES -
ENDORSEMENTS X From P to CL+QC
1Y
Add scope: Includes certificates, amendments, additional insured, endorsements, primary and non-contributory, and waiver of subrogation. This is a change in retention to reflect the Information Services Division's current record maintenance practices and ensure compliance with proper records retention and destruction. Prior to 2022, these records were in paper and electronic formats. 2022 forward, they are imaged in Laserfiche and maintained permanently.
Paper records are destroyed after QC.
CCP 337.2
CCP 343
GC 34090
N
LIT-6-1 LEGAL HOLDS - NON
LITIGATION X CL+2
New classification. Add scope: Includes backup documentation pertaining to the request and release of legal holds not associated with litigation. Active until the issue is resolved. The retention period meets legal, fiscal, and administrative requirements per the State Records Retention Schedule. This new records classification reflects the Information Services Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
GC 34090 N
AU=Audit CL=Close CY=Current Year E=Election L=Life M=Month P=Permanent QC=Quality Control T=Termination 7
PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
SERIES CODE
RECORDS SERIES
TITLE/CLASSIFICATION ADD CHANGE RETENTION DESCRIPTION OF REQUESTED AMENDMENT CITATION(S)
COUNCIL
ACTION
LIT-6-2 LEGAL HOLDS -
LITIGATION X CL+2
New classification. Add scope: Includes backup documentation pertaining to the request and release of legal holds associated with litigation. Active until litigation is complete. The retention period meets legal, fiscal, and administrative requirements per the State Records Retention Schedule. This new records classification reflects the Information Services Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
GC 34090 N
OPS-1 VEHICLES & EQUIPMENT -
CITY-OWNED X From L+2 to L+3 This is an increase in retention per the Bureau of Automotive Repair and ensures compliance with proper records retention and destruction.
B&P 9884.11
CCR 3340.15(e)
CCR 3358(d)
GC 34090
N
PROG-2 SPECIAL PROGRAMS X
Change current scope from: Includes court-referred community service and workers associated with the program; enrollment, certificates, liability releases, sign-in/out sheets, evaluations, and attendance records. To: Includes court-referred community service participants and program records such as certificates, liability releases, sign-in/out sheets, evaluations, and attendance logs, as well as documentation for other City special programs, including but not limited to the Hometown Heroes Banners and City Hall Ceremonies. This change broadens the scope to include other special programs.
GC 34090 N
PROG-3 VOLUNTEER PROGRAMS X
Change current scope from: Includes backup correspondence and work effort documents. May include records specific to program areas, i.e., attendance records, sign-in/out sheets, evaluations, etc. To: Includes backup correspondence and work effort documents. May include records specific to program areas, such as attendance records, sign-in/out sheets, applications, liability release forms, and evaluations. This change in scope includes sign-in/out sheets, applications, and/or liability release forms to reflect the Rec & CS Division's current record maintenance practices and ensure compliance with proper records retention and destruction.
GC 34090 N
PROG-3-1 ADULT VOLUNTEERS X
Change current scope from: Includes applications and/or liability release forms for adult volunteers. To: Includes applications and/or liability release forms and sign-in/out sheets for adult volunteers. This is a change in scope to include sign-in/out sheets to reflect the Rec & CS Division's current record maintenance practices and ensure compliance with proper records retention and destruction.
GC 34090 N
PROJ-1 PROJECT FILES - TRANSIT X CL+7
New classification. Add scope: Includes procurements, plan development, maintenance audits, installations, construction, and other related documents, as well as Resident Service Center questions, comments, or concerns regarding GO! Santa Clarita. The retention period meets legal, fiscal, and administrative requirements per the U. S. Department of Transportation Federal Transit Administration. This new records classification reflects the Transit Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
FTA C 5010.1E
GC 34090 N
REC-2-1 FEDERAL REGISTERED
DOCUMENTS X CL+2
New classification. Add scope: Includes City Trademarks, Patents, and Logos. The retention period meets legal, fiscal, and administrative requirements per the US Patent and Trademark Office. This new records classification reflects the Information Services Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
44 U.S.C. 33
GC 34090 N
AU=Audit CL=Close CY=Current Year E=Election L=Life M=Month P=Permanent QC=Quality Control T=Termination 8
PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
SERIES CODE
RECORDS SERIES
TITLE/CLASSIFICATION ADD CHANGE RETENTION DESCRIPTION OF REQUESTED AMENDMENT CITATION(S)
COUNCIL
ACTION
SAF-7
WVPP - IDENTIFICATION,
EVALUATION,
CORRECTION
X CL+5
New classification. Add scope: Includes inspection records detailing date, location, hazards identified, corrective actions, and inspector's name. The retention period meets the legal, fiscal, and administrative requirements as mandated by California SB 553, ensuring compliance with proper records retention and destruction procedures.
GC 34090
LC 6401.9
SB 553
N
SAF-7-1 WVPP - TRAINING
RECORDS X CL+2
New classification. Add scope: Includes training dates, content/summary of session, name and qualifications of trainer, and attendee names and job titles. The retention period meets the legal, fiscal, and administrative requirements as mandated by California SB 553, ensuring compliance with proper records retention and destruction procedures.
GC 34090
LC 6401.9
SB 553
N
SAF-7-2 WVPP - VIOLENT
INCIDENT LOGS X CL+5
New classification. Add scope: Includes a written record of all violent incident reports. The retention period meets the legal, fiscal, and administrative requirements as mandated by California SB 553, ensuring compliance with proper records retention and destruction procedures.
GC 34090
LC 6401.9
SB 553
N
SAF-7-3 WVPP - INCIDENT
INVESTIGATIONS X CL+5
New classification. Add scope: Includes post-incident response procedures with the exception of medical information. The retention period meets the legal, fiscal, and administrative requirements as mandated by California SB 553, ensuring compliance with proper records retention and destruction procedures.
GC 34090
LC 6401.9
SB 553
N
SD-5-4
REPORTS - WATER,
IRRIGATION, ZONE
DEFICIENCY
X CY+10
New classification. Add scope: Water and irrigation-related reports, and zone deficiency notices. This records classification will support water usage analysis, forecasting, and budget planning. Retaining these records over time allows tracking of performance trends by zone and vendor. The retention period meets legal and administrative requirements per the State Records Retention Schedule. This new records classification reflects the Special Districts Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
40 CFR 141.33
GC 34090 N
SD-5-5 PRESENTATIONS X CY+7
New classification. Add scope: Includes (but is not limited to) State of Special Districts, T44/T48/T62 Deficient Zones, Special Districts Record Storage Revamp/Standardization, etc.
Retaining these records provides long-term value as a reference document to SD operations and procedures. This new records classification reflects the Special Districts Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
GC 34090 N
SD-7
LANDSCAPE
MAINTENANCE RESERVE
PROJECT FILES
X CL+5
New classification. Add scope: Includes scope of work written by staff, selected proposal or quote, subsequent contract, and significant correspondence. Retaining these records provides long-term value as a reference document for similar future projects. The retention period exceeds the legal, fiscal, and administrative requirements per the State Records Retention Schedule. This new records classification reflects the Special Districts Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
GC 34090 N
AU=Audit CL=Close CY=Current Year E=Election L=Life M=Month P=Permanent QC=Quality Control T=Termination 9
PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
SERIES CODE
RECORDS SERIES
TITLE/CLASSIFICATION ADD CHANGE RETENTION DESCRIPTION OF REQUESTED AMENDMENT CITATION(S)
COUNCIL
ACTION
VID-3 BUS VIDEO FOOTAGE X CL+7
New classification. Add scope: Includes bus video footage pulled for internal investigations.
The retention period meets legal, fiscal, and administrative requirements per the U. S.
Department of Transportation Federal Transit Administration. This new records classification is filling a need to comply with proper records retention and destruction. This new records classification reflects the Transit Division's current record maintenance practices and ensures compliance with proper records retention and destruction.
FTA C 5010.1E
GC 34090 N
AU=Audit CL=Close CY=Current Year E=Election L=Life M=Month P=Permanent QC=Quality Control T=Termination 10