Exhibit A
Exhibit A
CITY OF SIGNAL HILL
RECORDS MANAGEMENT PROGRAM/ RECORDS RETENTION SCHEDULE
Department: ADMINISTRATION Department Head: City Manager/Deputy City Clerk hhhjjjjhhh Date of Approval: July 13, 2021
Series No.
Title Of Series
Total Retention Period
Document Imaging
Confidential Record
Reference Code
Comments
Active In Office
Inactive In Storage
Destroy
10 Correspondence Files - Chronological
CUR
1 2
CGOV 34090
11 Litigation Files
AS
10AR
10 X
CGOV 6254(b)
Confidential Record until settlement.
City Attorney to review before destruction.
17 Photographs
P
P
P
CGOV 34090/
Admin. Decision
18 City Views Newsletters
5 P
P
CGOV 34090/
Admin. Decision
19 Historical Material
P
P
P
CGOV 34090/
Admin. Decision
20 Council/Citizens Request Forms
CUR
1 2
X
CGOV 34090
21 Surveys
COM
2 2
CGOV 34090
22 Administrative Files
2AR
2AR
CGOV 34090
23 Cable Complaints
CUR
1 2
CGOV 34090
24 Cable TV Franchise Agreements
COM
P
PDID
Civil Proc. 337.2
25 City Manager’s Newsletters
CUR
1 2
CGOV 34090
26 Special Projects
COM
AR
2 CGOV 34090
27 Email Messages
CUR
2 2
CGOV 34090
Per the City’s email policy – email communications intended to be retained as an official record should be printed out and the hard copy filed in the appropriate subject file.
Retention Codes (Retention Begins After Current Year)
AR = Annual Review
COM = Completion
E/C = Expired or Canceled
PDIA = Permanent/Document Imaging/Archive
T= Termination
AS = After Settlement
CUR =Current
P = Permanent
PDID = Permanent/Document Imaging/Destroy
V/H = Vital/Historical
CITY OF SIGNAL HILL
RECORDS MANAGEMENT PROGRAM/RECORDS RETENTION SCHEDULE
Department: CITY CLERK/ELECTION MATERIALS
Department: City Manager/Deputy City Clerk
Date of Approval: July 13, 2021
Series No.
Title of Series
Total Retention Period
Document Imaging
Confidential Record
Reference Code
Comments
Active In Office
Inactive In Storage
Destroy
1 Code of Fair Campaign Practices
30 days from date of election
X
E.C. 20442
2 Ballots – voted and non voted
6 months from date of election
X
E.C. 17302
3 Ballots – after official recount
6 months from date of election
X
E.C. 15610, 16520, 15623,
17306
4 Paper Records Election Night – logic & accuracy tests, ballot counter print outs, ballot counter program cards, ballot statements, manual tally sheets 6 months from date of election
X
E.C. 17302
5 Paper Records Election Day (polls) – tally sheets, street indices, challenge lists, assisted voters lists 6 months from date of election
X
E.C. 17304
6 Inspector receipts for ballots
6 months from date of election
X
E.C. 17302
7 Precinct Officer appointment forms
6 months from date of election
X
E.C. 17503
8 Polling place list, precinct board members, languages assisted in each polling place 6 months from date of election
X
E.C. 12105.5
9 Vote by mail applications
6 months from date of election
X
E.C. 17505
CITY OF SIGNAL HILL
RECORDS MANAGEMENT PROGRAM/RECORDS RETENTION SCHEDULE
Department: CITY CLERK/ELECTION MATERIALS
Department: City Manager/Deputy City Clerk
Date of Approval: July 13, 2021
Series No.
Title of Series
Total Retention Period
Document Imaging
Confidential Record
Reference Code
Comments
Active In Office
Inactive In Storage
Destroy
10 Vote by mail ID envelopes and provisional ballot ID envelopes 6 months from date of election
X
EC 17302
11 Petitions (initiative, referendum, charter amendment, recall) 8months from date of election
X
E.C. 17200, 17400
After certification of results of the election for which the petition qualified, or if no election is held, 8 months after the election official’s final examination of the petition. 12 Application for voter registration information
5 years from date of application
X
E.C. 2188(f)
14 Nomination petitions
Term of office +4
X
E.C. 17100
15 Roster of Voters
5 5
E.C. 17300
Retention Codes (Retention Begins After Current Year)
AR = Annual Review
COM = Completion
E/C = Expired or Canceled
PDIA = Permanent/Document Imaging/Archive
T= Termination
AS = After Settlement
CUR =Current
P = Permanent
PDID = Permanent/Document Imaging/Destroy
V/H = Vital/Historical
AU = After Audit
CITY OF SIGNAL HILL
RECORDS MANAGEMENT PROGRAM/RECORDS RETENTION SCHEDULE
Department: CITY CLERK Department: City Manager/Admin
Date of Approval: July 13, 2021
Series No.
Title of Series
Total Retention Period
Document Imaging
Confidential Record
Reference Code
Comments
Active In Office
Inactive In Storage
Destroy
1 Minutes - City Council Meetings
1 P
PDIA
CGOV 34090
V/H record.
2 Public Records Requests
2 2
CGOV 34090
3 Audio/Video Recordings - CC/RDA Meetings
5 5
CGOV 34090
See Series 12.
4 Ordinances
CUR
P
PDIA
CGOV 34090
V/H record.
5 Resolutions - City Council
CUR
P
PDIA
CGOV 34090
V/H record.
6 Bids Rejected
2 2*
CGOV 34090
*Retention 5 years if federal contract (ARRA)
7 Election History
P
CGOV 34090
8 Contracts/Agreements
COM
COM+3
CGOV 34090
Transferred from Finance
9 Notices
2 2
CGOV 34090
10 Election Ballots
6M0
6MO
EC 17302
11 Certificates of Election and Oaths of Office
P
PDIA
EC 10265
CG 34090
12 Streamed City Council/RDA/ SA Meetings
5 5
CGOV 34090
15 Commission Recruitments (Non-Appointed)
COM
2 CGOV 34090
16 Minutes – RDA/SA Meetings
CUR
P
PDIA
CGOV 34090
17 Resolutions – RDA/SA
CUR
P
PDIA
CGOV 34090
19 Campaign Statements (Elected)
2 P
P
PDID
CEC 81009 (B)&(G)
20 Proof of Publication Files
CUR
4 5
CGOV 34090
21 City Council/RDA/Housing Authority/Public Financing Authority Agenda and staff reports 1 4
5 CGOV 34090
CITY OF SIGNAL HILL
RECORDS MANAGEMENT PROGRAM/RECORDS RETENTION SCHEDULE
Department: CITY CLERK Department: City Manager/Admin
Date of Approval: July 13, 2021
Series No.
Title of Series
Total Retention Period
Document Imaging
Confidential Record
Reference Code
Comments
Active In Office
Inactive In Storage
Destroy
24 Campaign Statements (Not- Elected)
5 5
CGOV 81009(b)
25 Certificate of Incorporation
P
X
CGOV 34090
V/H record.
26 Statement of Economic Interest (Form 700)
CUR
6 7
CGOV 81009(e)
27 Council/Agency/HA/PFA Meeting Speaker Identification Cards CUR
4 5
CGOV 34090
28 Commission/Committee Recruitment Files
CUR
T
T+4
CGOV 34090
29 Housing Authority Resolutions
CUR
P
PDIA
CGOV 34090
30 Commission/Committee Rosters
P
P
CGOV 34090
31 Housing Authority Agendas
CUR
4 5
CGOV 34090
32 Housing Authority Minutes
CUR
P
PDIA
CGOV 34090
33 Off-Site Inventory Forms
P
P
CGOV 34090
34 Public Hearing Notices
CUR
4 5
CGOV 34090
Notices are filed away with CC/RDV agendas in storage. Have five year retention. 35 Records Destruction Forms
5 5
PDID
CGOV 34090
36 Records Inventory Schedules/Worksheets
10 P
PDID
CGOV 34090
37 Records Off-Site Transactions
5 5
PDID
CGOV 34090
37A
Requests for Records Retrieval
2 2
CGOV 34090
Records retrieval from off-site storage.
CITY OF SIGNAL HILL
RECORDS MANAGEMENT PROGRAM/RECORDS RETENTION SCHEDULE
Department: CITY CLERK Department: City Manager/Admin
Date of Approval: July 13, 2021
Series No.
Title of Series
Total Retention Period
Document Imaging
Confidential Record
Reference Code
Comments
Active In Office
Inactive In Storage
Destroy
38 Records Retention Amendment Forms
5 5
PDID
CGOV 34090
39 Records Retention Schedules
10 10
PDID
CGOV 34090
40 Spring Street Corridor Joint Powers Authority Agendas CUR
4 5
CGOV 34090
41 Spring Street Corridor Joint Powers Authority Minutes CUR
P
PDIA
CGOV 34090
42 Roster of Voters
5 5
Destroy after date of election.
43 Nomination Papers
CUR
5 5
EC 17100
Retain term of office plus 4 years.
45 Public Financing Authority Agendas
5 5
CGOV 34090
46 Public Financing Authority Minutes
CUR
P
PDIA
CGOV 34090
47 Public Financing Authority Resolutions
CUR
P
PDIA
CGOV 34090
48 Oversight Board Agenda and Staff Reports
5 5
CGOV 34090
49 Oversight Board Minutes and Resolutions
CUR
P
PDIA
CGOV 34090
50 Email Messages
2 2
CGOV 34090
Per the City’s email policy – email communications intended to be retained as an official record should be printed out and the hard copy filed in the appropriate subject file. 51 Diversity Coalition Committee Meeting Agendas and Reports 5 5
CGOV 34090
52 Diversity Coalition Committee Meeting Minutes
5 P
CGOV 34090
53 Diversity Coalition Committee Subcommittee Meeting Agendas and Reports for Continuous Improvement, Education, and Facilitation Subcommittees 5 5
CGOV 34090
54 Diversity Coalition Committee Subcommittee Meeting Minutes for Continuous Improvement, Education, and Facilitation Subcommittees 5 P
CGOV 34090
Retention Codes (Retention Begins After Current Year)
AR = Annual Review
COM = Completion
E/C = Expired or Canceled
PDIA = Permanent/Document Imaging/Archive
T= Termination
AS = After Settlement
CUR =Current
P = Permanent
PDID = Permanent/Document Imaging/Destroy
V/H = Vital/Historical
AU = After Audit
CITY OF SIGNAL HILL
RECORDS RETENTION PROGRAM/RECORDS RETENTION SCHEDULE
Department: PERSONNEL DEPARTMENT
Department Head: City Manager/Human Resources Manager-Personnel Date of Approval: July 13, 2021
Series No.
Title of Series
Total Retention Period
Document Imaging
Confidential Record
Reference Code
Comments
Active In Office
Inactive In Storage
Destroy
1 CAL OSHA/Logs & Summary of Occupational Injuries & Illnesses (Logs 200, 300, 301A) 5 5
4 Job Applicant/Recruitment Files/Eligibility Lists
3 3
X
CGOV 34090
5 Memorandum of Understanding Files
P
CGOV 34090
6 Personnel Files
T+5
5 10
X
29CFR
1910.20
Documents are to be shredded.
7 Police Department Personnel, Background, Training Files T+5
5 10
Documents are to be shredded.
8 Workers Comp. Claim Files (Future Medical and/or Documents) P
P
X
29CFR
1910.20
9 Workers Comp. Claim Files (Settled Claims)
5 5
X
29CFR
1910.20
5 year retention from close of claim.
10 Employment Eligibility Verification Form (1-9)
T + 1-3
T + 1-3
X
After termination, 1-9 must be retained for 3 years after hire or 1 year after termination whichever is later. See USCIS Handbook M-2274(9.0). 11 Civil Service Commission Agendas
CUR+4
-
5 CGOV 34090
12 Civil Service Commission Minutes
CUR
P
PDIA
X
CGOV 34090
13 Civil Service Appeal Hearings
AS+2
3 5
CGOV 34090
14 Cal OSHA - SB 198 Program/Safety Training
5 5
15 DOT Testing Records
6 6
16 Employee Benefits & Data
6 6
17 Wellness Benefit Reimbursement Documents
1 3
4 18
Email Messages
2 2
CGOV 34090
Per the City’s email policy – email communications intended to be retained as an official record should be printed out and the hard copy filed in the appropriate subject file.
Retention Codes (Retention Begins After Current Year)
AR = Annual Review
COM = Completion
E/C = Expired or Canceled
PDIA = Permanent/Document Imaging/Archive
T= Termination
AS = After Settlement
CUR =Current
P = Permanent
PDID = Permanent/Document Imaging/Destroy
V/H = Vital/Historical
AU = After Audit
CITY OF SIGNAL HILL
RECORDS RETENTION PROGRAM/RECORDS RETENTION SCHEDULE
Department: ECONOMIC DEVELOPMENT & HOUSING
Department Head: Redevelopment Manager
Date of Approval: July 13, 2021
Series No.
Title of Series
Total Retention Period
Document Imaging
Confidential Record
Reference Code
Comments
Active In Office
Inactive In Storage
Destroy
1 Appraisal Reports
5+AR
5 CGOV 34090
2 Budget Files
2 2
CGOV 34090
3 Real Property Files (includes environmental reports, relocation files, maps, and photos) 2 8
10 No
CGOV 34090
4 RDA Plan/Project Area No. 1 with Amendments
P
P
PDIA
CGOV 34090
5 Project Files
COM+2 AR
8 10
No
CGOV 34090
6 Public Notices & Mail Receipts
2 2
CGOV 34090
7 Subject & Correspondence
2AR
2 CGOV 34090
8 Disposition & Development Agreements (DDA’s)
P
P
PDIA
CGOV 34090
9 Owner Participation Agreements (OPA’s)
P
P
PDIA
CGOV 34090
10 Implementation Plan
P
P
PDIA
CGOV 34090
11 Soils Reports
10 AR
10 CGOV 34090
12 First Time Home Buyers Programs
2 AR
28 30
CGOV 34090
13 Original Grant Deeds
P
P
PDIA
CGOV 34090
14 Soil Manifests
CUR
9 CGOV 34090
Retain 10 years or until site closure.
15 Bond Documents
P
P
PDIA
CGOV 34090
16 Agency Leases
T+5
T+5
CGOV 34090
17 Email Messages
2 2
CGOV 34090
Per the City’s email policy – email communications intended to be retained as an official record should be printed out and the hard copy filed in the appropriate subject file.
Retention Codes (Retention Begins After Current Year)
AR = Annual Review
COM = Completion
E/C = Expired or Canceled
PDIA = Permanent/Document Imaging/Archive
T= Termination
AS = After Settlement
CUR =Current
P = Permanent
PDID = Permanent/Document Imaging/Destroy
V/H = Vital/Historical
AU = After Audit
CITY OF SIGNAL HILL
RECORDS RETENTION PROGRAM/RECORDS RETENTION SCHEDULE
Department: COMMUNITY DEVELOPMENT
Department Head: Community Development Director/Administrative Assistant Date of Approval: July 13, 2021
Series No.
Title of Series
Total Retention Period
Document Imaging
Confidential Record
Reference Code
Active In Office
Inactive In Storage
Destroy
1 Address Files
P
P
CGOV 34090
V/H Record. These records are from Series #35 – These documents are as follows: building permits; geotechnical/soils reports, letters from the following: Toxic Substances Control, Los Angeles County Fire Dept., Architect or Engineer of record and building height, building location and grading certifications. 3 Building Permits
P
P
CGOV 34090
7 Code Enforcement Files
CUR + 2
2 5
CGOV 34090
9 Environmental Impact Reports
COM
5 P
PDIA
CGOV 34090
11 General Plan Amendments
10AR
P
CGOV 34090
Review for V/H material and keep in subject files permanently. 12 Sustainable City Committee Agenda & Staff Reports
CUR
4 5
CGOV 34090
13 Sustainable City Committee Minutes
CUR
P
PDIA
CGOV 34090
14 Oil Operator Files
P
P
CGOV 34090
Review for V/H record & keep permanently.
15 Well Abandonment Reports
P
P
DOGGR Files
16 Building Construction Files
COM
P
CGOV 34090
V/H Record. Incorporate important documents into permanent address files (Series 1). 17 Minutes - Planning Commission
P
PDIA
CGOV 34090
V/H Record.
18 Resolutions - Planning Commission
P
PDIA
CGOV 34090
V/H Record.
19 General Correspondence
4 4
CGOV 34090
Incorporate important documents into address files.
CITY OF SIGNAL HILL
RECORDS RETENTION PROGRAM/RECORDS RETENTION SCHEDULE
Department: COMMUNITY DEVELOPMENT
Department Head: Community Development Director/Administrative Assistant Date of Approval: July 13, 2021
Series No.
Title of Series
Total Retention Period
Document Imaging
Confidential Record
Reference Code
Active In Office
Inactive In Storage
Destroy
23 Subject Files - Miscellaneous
1AR
CGOV 34090
27 Institutional Use Permit Files
P
P
CGOV 34090
28 Building Construction Plans – Common Interest
COM + 1
P
H & S Code Sec 19850
Only keep large projects off-site.
31 Oil Field Landscaping
P
P
CGOV 34090
Review for vital history record and keep permanently.
33 Planning Commission Agendas and Staff Reports
2 3
5 CGOV 34090
35 Planning Files
COM
P
CGOV 34090
Review for vital history.
36 Building Construction Plans – Other than common interest 90 Days
90 Days
CA Bldg.
Code 106.4.2
Single Family Dwelling Tennant Improvement
37 CC&Rs
P
PDIA
CGOV 34090
38 Oil Code Compliance Reports for Development
COM + 3
2 P
CGOV 34090
39 Email Messages
2 2
CGOV 34090
Per the City’s email policy – email communications intended to be retained as an official record should be printed out and the hard copy filed in the appropriate subject file.
Retention Codes (Retention Begins After Current Year)
AR = Annual Review
COM = Completion
E/C = Expired or Canceled
PDIA = Permanent/Document Imaging/Archive
T= Termination
AS = After Settlement
CUR =Current
P = Permanent
PDID = Permanent/Document Imaging/Destroy
V/H = Vital/Historical
AU = After Audit
CITY OF SIGNAL HILL
RECORDS MANAGEMENT PROGRAM/RECORDS RETENTION SCHEDULE
Department: COMMUNITY SERVICES
Department Head: Community Services Director/Administrative Assistant Date of Approval: July 13, 2021
Series No.
Title of Series
Total Retention Period
Document Imaging
Confidential Record
Reference Code
Comments
Active In Office
Inactive In Storage
Destroy
1 Accident and Incident Reports
5 5
CGOV 34090
2 CDBG - Brown Bag Program
COM+5
5 CGOV 34090
CDBG requests keeping in office for 5 years.
4 Contracts – Instructors
COM+4
4 CGOV 34090
6 Transportation (Prop A) Files
COM+5
5 CGOV 34090
Dial-A-Lift/Monthly Bus Pass/ Rec. Transit/Fixed Rate Transit/ Dial-A-Taxi 7 Facility Usage Files
2 2
CGOV 34090
8 Park & Recreation Commission Agendas
CUR
4 5
CGOV 34090
11 General Correspondence
CUR
2 3
CGOV 34090
12 Minutes - Parks & Recreation Commission Meetings
CUR
P
PDIA
CGOV 34090
16 Animal Control Monthly
2 2
CGOV 34090
17 Bi-Monthly Time Sheets
CUR
3 4
CGOV 34090
22 Special Events
3AR
3 CGOV 34090
25 CDBG Project Files
COM+5
3 5
CGOV 34090
CDBG requests keeping in office for 5 years.
26 CDBG Loan Files
COM+5
5 CGOV 34090
Documents are retained until loan is paid off, plus five years. 28 Youth Registration Forms
COM+1
3 4
CGOV 34090
CITY OF SIGNAL HILL
RECORDS MANAGEMENT PROGRAM/RECORDS RETENTION SCHEDULE
Department: COMMUNITY SERVICES
Department Head: Community Services Director/Administrative Assistant Date of Approval: July 13, 2021
Series No.
Title of Series
Total Retention Period
Document Imaging
Confidential Record
Reference Code
Comments
Active In Office
Inactive In Storage
Destroy
29 Youth Receipts Books
COM
2 3
CGOV 34090
30 ARC Sign-In/Out Sheets & Attendance
COM+1
2 3
CGOV 34090
31 Animal Control Contracts
COM+3
3 CGOV 34090
32 Community Services Receipt Books
COM+2
2 CGOV 34090
33 Indemnification Forms (Excursions)
2 2
CGOV 34090
36 Signal Hill Community Foundation
C+2
3 5
CGOV 34090
37 Tree Donation Program
P
CGOV 34090
38 Needs Assessment
10AR
CGOV 34090
39 Parks Master Plan
10AR
CGOV 34090
43 Volunteer Waivers
2 2
CGOV 34090
44 Email Messages
2 2
Retention Codes (Retention Begins After Current Year)
AR = Annual Review
COM = Completion
E/C = Expired or Canceled
PDIA = Permanent/Document Imaging/Archive
T= Termination
AS = After Settlement
CUR =Current
P = Permanent
PDID = Permanent/Document Imaging/Destroy
V/H = Vital/Historical
AU = After Audit
CITY OF SIGNAL HILL
RECORDS RETENTION PROGRAM/RECORDS RETENTION SCHEDULE
Department: FINANCE DEPARTMENT Department Head: Finance Director Date of Approval: July 13, 2021
Series No.
Title of Series
Total Retention Period
Document Imaging
Confidential Record
Reference Code
Comments
Active In Office
Inactive In Storage
Destroy
2 Accounts Payable Files
2 2
AU + 4
CGOV 34090
Audit conducted in December following end of fiscal year. 3 Accounts Receivable Files
2 2
AU + 4
CGOV 34090
Audit conducted in December following end of fiscal year. 4 Audit Reports
5 5
10 PDID
CGOV 34090
5 Banking Files
2 2
CGOV 34090
Series includes bank statements.
7 Bonds Indenture Agreements
P
P
PDIA
CGOV 34090
8 Budget Working Files
COM+1
2 CGOV 34090
9 Budgets - Operating
5 5
10 PDID
CGOV 34090
V/H Record.
10 Business License Files
T
2 2
X
CGOV 34090
12 A/P Canceled Checks
1 4
AU + 5
CGOV 34090
Audit conducted in December following end of fiscal year. 13 Cash Receipts
1 2
3 CGOV 34090
14 Liability Claims
AS+3
3 CGOV 34090
Destruction date is from date of initiation per City Attorney. 18 General Ledgers
3 7
10 CGOV 34090
V/H Record. Series includes detail and summary trial balance. 20 Fixed Assets Files
2AR
2 CGOV 34090
Keep computer listing for each year
21 Franchise Files
COM+2
--
2 CGOV 34090
Review for V/H material & keep permanently
23 Insurance Files
E/C+2
--
E/C+2
CGOV 34090
24 Journal Entries
1 7
7 CGOV 34090
27 Payroll Files
1 3
4 CGOV 34090
Series includes time sheets.
28 Payroll Registers
1 3
4 CGOV 34090
29 Purchase Orders/Requisitions
1 2
3 CGOV 34090
CITY OF SIGNAL HILL
RECORDS RETENTION PROGRAM/RECORDS RETENTION SCHEDULE
Department: FINANCE DEPARTMENT Department Head: Finance Director Date of Approval: July 13, 2021
Series No.
Title of Series
Total Retention Period
Document Imaging
Confidential Record
Reference Code
Comments
Active In Office
Inactive In Storage
Destroy
37 Controllers and Grant Reports (State)
5 5
CGOV 34090
Series includes gas tax reports and State Controller Reports. 40 Water & Refuse Register
1 1
2 CGOV 34090
41 Capital Improvement/Grant Files
COM+5
5 CGOV 34090
Retain original land document permanently.
43 Canceled Payroll Checks
1 2
3 CGOV 34090
44 Water Cash Receipts
1 1
2 CGOV 34090
Includes intra-city utility billing.
45 Water Customer Service Requests
2 2
CGOV 34090
46 False Alarm Billing
AS+1
2 3
CGOV 34090
This series is filed under cash receipts at the end of fiscal year. 47 Taxes
C+1
6 7
CGOV 34090
Series includes W-2’s, Federal & State taxes, 941’s and quarterly’s 48 Alarm System Permits
E/C + 1
E/C + 1
CGOV 34090
49 Comprehensive Annual Financial Reports (CAFR)
5 5
P
PDIA
CGOV 34090
V/H Record.
50 Payroll Employee Files
T + 2
2 CGOV 34090
Files maintained in Payroll Office.
51 Grants
AU + 5
AU + 5
Audit conducted in December following end of fiscal year. 52 Email Messages
2 2
Per the City’s email policy – email communications intended to be retained as an official record should be printed out and the hard copy filed in the appropriate subject file.
Retention Codes (Retention Begins After Current Year)
AR = Annual Review
COM = Completion
E/C = Expired or Canceled
PDIA = Permanent/Document Imaging/Archive
T= Termination
AS = After Settlement
CUR =Current
P = Permanent
PDID = Permanent/Document Imaging/Destroy
V/H = Vital/Historical
AU = After Audit
CITY OF SIGNAL HILL
RECORDS MANAGEMENT PROGRAM/RECORDS RETENTION SCHEDULE
Department: PUBLIC WORKS/ENGINERING
Department Head: Public Works Director/Administrative Assistant Date of Approval: July 13, 2021
Series No.
Title Of Series
Total Retention Period
Document Imaging
Confidential Record
Reference Code
Comments
Active In Office
Inactive In Storage
Destroy
1 Land Development Files
COM+2*
2 CGOV 34090
*Review for V/H record; if vital keep one copy permanently in electronic format. 2 Correspondence Files – Chronological
2 2
CGOV 34090
3 Deeds and Easements - Original
P
PDIA
CGOV 34090
V/H Record.
4 Master Plans/Engineering Reports
P
PDIA
CGOV 34090
V/H Record.
6 Excavation Permits
COM+2
2 CGOV 34090
8 Industrial Waste Files
P
PDIA
CGOV 34090
V/H Record.
9 Maps & Plans/As Builts/Work Orders
P
PDIA
CGOV 34090
V/H Record.
11 Project Files & Specifications*
COM+2
1 3
PDIA
CGOV 34090
*Review for V/H record, then keep only one copy of specs permanently in electronic format; keep in office Com + 3 or as indicated by funding source.
12 Local Government Assessments (Prop 218 Elections) LLMD#1 2 2
PDID
CG 53753
Maintain current version while in effect and previous version of assessment records until 3 years after assessment is no longer valid; letters protesting assessment adoption should be kept 2 years from date of public hearing. 14 Streets Vacation Files
P
CGOV 34090
15 Subject Files
2AR
2 CGOV 34090
16 Traffic Studies and Records for CIP
Com + 10
10 17
Traffic Studies and Records for Development Agreement
P
PDIA
CGOV 34090
Latest version of studies, plus last.
18 Traffic Studies and Records for Speed Surveys
7*
7*
*Keep for length of current study plus 2 years or until new study is implemented. 19 CDBG – Project/Grant Files
COM+5
5 CGOV 34090
20 Pipeline Franchise Files (including excavation permit if necessary) P
PDIA
CGOV 34090
21 Traffic Studies and Records for General Private Development 2 2
CGOV 34090
22 Email Messages
2 2
CGOV 34090
Retention Codes (Retention Begins After Current Year)
AR = Annual Review
COM = Completion
E/C = Expired or Canceled
PDIA = Permanent/Document Imaging/Archive
T= Termination
AS = After Settlement
CUR =Current
P = Permanent
PDID = Permanent/Document Imaging/Destroy
V/H = Vital/Historical
AU = After Audit
CITY OF SIGNAL HILL
RECORDS MANAGEMENT PROGRAM/RECORDS RETENTION SCHEDULE
Department: PUBLIC WORKS/CORPORATION YARD/ADMINISTRATIVE OFFICE Department Head: Public Works Director/Deputy Director/Administrative Assistant Date of Approval: July 13, 2021
Series No.
Title Of Series
Total Retention Period
Document Imaging
Confidential Record
Reference Code
Comments
Active In Office
Inactive In Storage
Destroy
2 Correspondence (General)
2 2
CGOV 34090
5 Graffiti Reports
2 2
CGOV 34090
Records are stored in log book.
7 Payroll Sheet/Time Tickets
COM
2 2
CGOV 34090
9 Public Works Call-Out Incident Reports
2 2
PDID
CGOV 34090
10 Purchase Orders
2 2
CGOV 34090
11 Safety Light Survey
1 1
PDID
CGOV 34090
Records are stored electronically.
12 Street Light Survey
1 1
PDID
CGOV 34090
Records are stored electronically.
Retention Codes (Retention Begins After Current Year)
AR = Annual Review
COM = Completion
E/C = Expired or Canceled
PDIA = Permanent/Document Imaging/Archive
T= Termination
AS = After Settlement
CUR =Current
P = Permanent
PDID = Permanent/Document Imaging/Destroy
V/H = Vital/Historical
AU = After Audit
CITY OF SIGNAL HILL
RECORDS MANAGEMENT PROGRAM/RECORDS RETENTION SCHEDULE
Department: PUBLIC WORKS/CORPORATION YARD/FIELD MAINTENANCE Department Head: Director/Deputy Director/Maintenance Supervisor Date of Approval: July 13, 2021
Series No.
Title Of Series
Total Retention Period
Document Imaging
Confidential Record
Reference Code
Comments
Active In Office
Inactive In Storage
Destroy
1 HVAC System Reports
CUR
5 CGOV 34090
2 Pesticide Usage Reports
3 3
Dept. of Pesticide Reg. Code
3 Traffic Signs & Maintenance Records
CUR + 1
7 CGOV 34090
4 Uniform Signs & Maintenance Records
CUR
7 CGOV 34090
5 Department of Pesticide Training Records
CUR + 1
2 6
Hazardous Materials Manifests
P
P
PDIA
Decided to keep hard copy due to poor quality of final copy. 7 Tot Lot Inspection Reports
CUR
2 Retention Codes (Retention Begins After Current Year) AR = Annual Review
COM = Completion
E/C = Expired or Canceled
PDIA = Permanent/Document Imaging/Archive
T= Termination
AS = After Settlement
CUR =Current
P = Permanent
PDID = Permanent/Document Imaging/Destroy
V/H = Vital/Historical
AU = After Audit
CITY OF SIGNAL HILL
RECORDS MANAGEMENT PROGRAM/RECORDS RETENTION SCHEDULE
Department: PUBLIC WORKS/CORPORATION YARD/FLEET SERVICES Department Head: Director/Deputy Director/Fleet Services Supervisor Date of Approval: July 13, 2021
Series No.
Title Of Series
Total Retention Period
Document Imaging
Confidential Record
Reference Code
Comments
Active In Office
Inactive In Storage
Destroy
1 Computerized Vehicle Records/Works Orders
T + 3
T + 3
PDID
CGOV 34090
Records maintained electronically for entire ownership of vehicle and destroyed after 3 years. 2 Diesel/CNG Purchasing Records
2 2
PDID
CGOV 34090
3 Emission Reports
(Bureau of Automotive Repair)
3 3
CGOV 34090
4 Fuel Delivering Records
2 2
CGOV 34090
5 Fuel Inventory Reconciliations
2 2
CGOV 34090
6 Tank Test Certificates
1 P
PDIA
CGOV 34090
Certificates scanned to document imaging system.
8 Waste Oil Pickup Manifests
P
P
PDIA
CGOV 34090
Manifests scanned to document imaging system.
Retention Codes (Retention Begins After Current Year)
AR = Annual Review
COM = Completion
E/C = Expired or Canceled
PDIA = Permanent/Document Imaging/Archive
T= Termination
AS = After Settlement
CUR =Current
P = Permanent
PDID = Permanent/Document Imaging/Destroy
V/H = Vital/Historical
CITY OF SIGNAL HILL
RECORDS MANAGEMENT PROGRAM/RECORDS RETENTION SCHEDULE
Department: PUBLIC WORKS/CORPORATION YARD/WATER SYSTEMS OPERATIONS Department Head: Director/Deputy Director/Water Systems Supervisor Date of Approval: July 13, 2021
Series No.
Title Of Series
Total Retention Period
Document Imaging
Confidential Record
Reference Code
Comments
Active In Office
Inactive In Storage
Destroy
1 Backflow/Cross Connection Test Results
1 6
7 Health Dept. Code
2 Lab Sample Reports
1 9
10 Health Dept. Code
Series includes: Bacteria, Iron
& Manganese, Total Phosphates Lead & Copper, General Minerals, General Physical, In-Organics, V.O.C.’s and Nitrate & Nitrite Reports 3 Monthly Health Department Reports
1 6
7 Health Dept. Code
5 Daily Round Sheets
1 2
3 CG 34090
Checklist of facilities
6 Monthly Water Production Reports
2 2
CG 34090
7 Water Rights Lease Files
P
P
PDIA
Located in city hall Engineering Dept.
8 Water Rights Purchase Files
P
P
PDIA
Located in city hall Engineering Dept.
9 Underground Service Alerts
CUR
5 5
CGOV 34090
Retention Codes (Retention Begins After Current Year)
AR = Annual Review
COM = Completion
E/C = Expired or Canceled
PDIA = Permanent/Document Imaging/Archive
T= Termination
AS = After Settlement
CUR =Current
P = Permanent
PDID = Permanent/Document Imaging/Destroy
V/H = Vital/Historical
AU = After Audit
CITY OF SIGNAL HILL
RECORDS RETENTION PROGRAM/RECORDS RETENTION SCHEDULE
Department.: POLICE DEPARTMENT Date of Approval: July 13, 2021 Department Head: Chief of Police
Record Category
Record Series
Record Description
Format
Location
Reference Code
Comments
Retention
[Current Year +]
Traffic
Citation
Parking Tickets
Hard
File Cabinet
34090 GC
2 Years
Infractions
Hard/Electronic
File Cabinet RMS/DI*
34090 GC
3 Years
Misdemeanors
Hard/Electronic
File Cabinet RMS/DI
34090 GC
5 Years
Felonies
Arrest/Report
Homicide - 187 PC
Hard/Electronic
File Cabinet RMS/DI
799 PC
No statutory limitation for prosecution
Permanent
Capital crimes punishable by death, life imprisonment
Hard/Electronic
File Cabinet RMS/DI
799 PC
No statutory limitation for prosecution
Permanent
290 PC, 487.1 PC, 189 PC, and 192 PC
Hard/Electronic
File Cabinet RMS/DI
800 PC and
801 PC
Prosecution for an offense punishable by imprisonment in state prison for 8 years or more must commence within 6 years after offense commission.
See comments for considerations in assigning retention. See 800 PC through 805 PC.
Misdemeanors
Arrest/Citation
11357(b), (c), (d), (e) HS or 11360(b) HS
Hard/Electronic
File Cabinet RMS/DI
11361.5 HS 11361.6(c) HS
2 Years
All others
Hard/Electronic
File Cabinet RMS/DI
34090 GC
5 Years
Records
Report
Non-criminal reports
Hard/Electronic
File Cabinet RMS/DI
34090 GC
Incident reports and missing persons (returned) reports 5 Years
Non-criminal reports
Hard/Electronic
File Cabinet RMS/DI
34090 GC
Missing persons report (still outstanding)
Permanent (till located), then follows 5 Year Retention Schedule Non-fatal collisions
Hard/Electronic
File Cabinet RMS/DI
34090 GC
5 Years
Fatal collisions
Hard/Electronic
File Cabinet RMS/DI
34090 GC
Permanent
Death In custody
Hard/Electronic
File Cabinet
34090 GC
25 Years
CITY OF SIGNAL HILLRECORDS RETENTION PROGRAM/RECORDS RETENTION SCHEDULE Dept.: Police Department Date of Approval: July 13, 2021 Dept Head: Chief of Police
CITY OF SIGNAL HILL
RECORDS RETENTION PROGRAM/RECORDS RETENTION SCHEDULE
Dept.: Police Department Date of Approval: July 13, 2021 Dept Head: Chief of Police
RMS/DI
Officer involved shooting
Hard/Electronic
File Cabinet RMS/DI
34090 GC
Permanent
Records
Registration files
Hard/Electronic
File Cabinet RMS/DI
457.1 PC 34090 GC 290 PC
Arson, narcotics, and sex registrants
Life of registrant within jurisdiction
Restraining/ Protective Orders
Hard/Electronic
File Cabinet RMS/DI
13710 PC
2 Years or 90 day from expiration, whichever is greater Stolen firearms
Hard/Electronic
File Cabinet RMS/DI
34090 GC
Still outstanding in AFS
Permanent (till located), then follows 5 Year Retention Schedule Active warrants
Hard/Electronic
File Cabinet RMS/DI
Still outstanding in WPS
Permanent (till served), then follows 5 Year Retention Schedule Collision Review Board
Hard
File Cabinet
34090 GC
5 Years
Uniform Crime Reports (UCR)
Hard
File Cabinet
34090 GC
5 Years
Monthly Arrest and Citation Register
Hard
File Cabinet
34090 GC
2 Years
Jail Register
Hard
Watch Commanders Office
34090 GC
6 Years
Booking Photos
Hard
File Cabinet
34090 GC
3 Years
Daily Jail Checklist
Hard
File Cabinet
34090 GC
2 Years
Disqualified Candidates
Hard
File Cabinet
34090 GC
3 Years
Administrative Reviews
Hard
File Cabinet
34090 GC
2 Years
Employee Training Files
Hard
File Cabinet
34090 GC
Term of Employment (Move to HR)
CITY OF SIGNAL HILLRECORDS RETENTION PROGRAM/RECORDS RETENTION SCHEDULE Dept.: Police Department Date of Approval: July 13, 2021Dept Head: Chief of Police
CITY OF SIGNAL HILL
RECORDS RETENTION PROGRAM/RECORDS RETENTION SCHEDULE
Dept.: Police Department Date of Approval: July 13, 2021 Dept Head: Chief of Police
Personnel Files
Internal Affairs Cases
Hard
File Cabinet (Admin)
34090 GC
Term of Employment + 5 Years
Payroll
Hard
File Cabinet
34090 GC
4 Years
911 Logs
Hard
File Cabinet
34090 GC
3 Years
Use of Force
Hard
File Cabinet
34090 GC
5 Years
Probable Cause Sheet Log
Hard
File Cabinet
34090 GC
2 Years
Ride Along Documentation
Hard
File Cabinet
34090 GC
2 Years
Records
Bicycle License
Hard
File Cabinet
34090 GC
2 Years
Bail Receipt Books
Hard
File Cabinet
34090 GC
4 Years
Sign-In Logs
Hard
File Cabinet
34090 GC
2 Years
Dispatch Card
Hard
File Cabinet
34090 GC
2 Years
Field Interview Cards
Hard/Electronic
File Cabinet
34090 GC
5 Years
Email Messages
Electronic
Network
Server
34090 GC
2 Years
Sealed Records (Adult)
Hard/Electronic
File Cabinet RMS/DI
851.8 PC
Upon petition, records must be sealed and destroyed as ordered by the court.
Mandatory destruction upon and pursuant to court order
Sealed Records (Juvenile)
Hard/Electronic
File Cabinet RMS/DI
826(a) & (b) WIC
781(a) WIC
Upon petition, within 826(b) WIC, records may be destroyed as ordered by the court.
Mandatory destruction upon and pursuant to court order
Recordings
Communications
Telephone/Radio
Electronic
Stancil Recorder
34090 GC
1 Year
Routine Video Monitoring
Station Security Video
Electronic
Network Server
34090 GC
1 Year Only
Automated License Plate Readers
Electronic
Network Server
34090 GC
1 Year
Mobile In-Car Cameras
Electronic
Network Server
34090 GC
1 Year
*Records Management System/Document Imaging