Exhibit A - Records Management Program and Retention Schedule — Signal Hill City Council, September 10, 2024

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CITY OF SIGNAL HILL

RECORDS MANAGEMENT
PREPARED BY:

ADMINISTRATION
Revised: September 2024

TABLE OF CONTENTS
I. INTRODUCTION ................................................................................................................ 3 II. GOALS, OBJECTIVES, AND BENEFITS OF A RECORDS MANAGEMENT SYSTEM . 3 III. RECORDS MANAGEMENT AT THE CITY OF SIGNAL HILL ......................................... 5 A. Records Included in the Program ................................................................................. 5 B. Records Not Included in the Program .......................................................................... 5 C. The Records Retention Schedule ................................................................................. 5 D. Record Inventories ........................................................................................................ 6 IV. Definitions ........................................................................................................................... 7 A. Active/Current Records ................................................................................................. 7 B. Administrative Records ................................................................................................. 7 C. Archival Records ........................................................................................................... 7 D. Confidential Records ..................................................................................................... 7 E. Discovery ....................................................................................................................... 7 F. Duplicate Records ......................................................................................................... 7 G. eDiscovery ..................................................................................................................... 7 H. Electronic Records ........................................................................................................ 7 55728.00002\42430091.1
2 I. Email .............................................................................................................................. 8 J. Historical Records ......................................................................................................... 8 K. Inactive/Noncurrent Records ........................................................................................ 8 L. Litigation Hold ................................................................................................................ 8 M. Official Records ............................................................................................................. 8 N. Permanent Records ...................................................................................................... 8 O. Perpetual Records ........................................................................................................ 9 P. Public Records .............................................................................................................. 9 Q. Record ........................................................................................................................... 9 R. Records Retention Schedule ........................................................................................ 9 S. Record Retention Series ............................................................................................... 9 T. Retention Period ........................................................................................................... 9 U. Vital Records ................................................................................................................. 9 V. DESIGNATING A RECORDS COORDINATOR ............................................................... 9 VI. IMPLEMENTING THE RECORDS MANAGEMENT PROGRAM .................................. 10 A. Records Administrator ................................................................................................ 10 B. Department Heads ...................................................................................................... 10 C. Amending the Records Retention Schedule .............................................................. 11 D. Procedure to Amend Records Retention Schedule ................................................... 11 E. Confidential, Historic, and Vital Records .................................................................... 11 F. Disposition of Records ................................................................................................ 12 G. Destruction of Obsolete Records ................................................................................ 12 H. Document Imaging ...................................................................................................... 14 I. Audits ........................................................................................................................... 14 VII. FILING AND STORAGE PRACTICES ........................................................................... 14 VIII. FORMS USED IN THE RECORDS RETENTION PROGRAM ...................................... 15 A. Records Retention Schedule ...................................................................................... 16 B. Records Retention Schedule Amendment Form ....................................................... 16 C. Inventory and Destruction Disposition Form .............................................................. 16 D. Records Retention Box Label ..................................................................................... 16 APPENDIX – LEGAL SOURCES TO DETERMINE RETENTION PERIODS ...................... 16 55728.00002\42430091.1
3 I. INTRODUCTION
A properly prepared and approved records retention schedule is an agency’s legal authority to do whatever needs to be done with records and documents entrusted to the agency. It certifies the life, care, and disposition of all agency records. If subpoenaed records have been destroyed, agency schedules (and evidence of compliance with those schedules) will defend the agency’s actions.

Retention of public records is governed by the provisions of Government Code sections 34090-34090.8. Destruction of records is prohibited unless in compliance with these sections. Generally, records must be retained for a minimum of two years, and some records such as records affecting title to real property, records required to be kept by the state, court records, and the minutes, ordinances, and resolutions of the city are required to be retained indefinitely (GC 34090). Various federal laws require retention of documents mainly dealing with labor and personnel.

The California Attorney General defines a record as any writing or recording of an event or information that is kept in the custody of a public officer, either because a law requires it to be kept or because it is necessary or convenient to the discharge of the public officer’s duties and was made or retained for the purpose of preserving its information content for future reference.

In 1968 the California State Legislature passed the California Public Records Act (Government Code Section 6250 et seq.) which was modeled after the federal Freedom of Information Act and details what government information is and is not, available to the public. In general, most records created and held by the City are subject to examination by the public with the exception of 28 specific exemption categories. These exemptions are discussed in further detail in this policy and are outlined in Government Code Section 6254.

The City’s Records Retention Schedule is maintained and updated as necessary by the City Clerk and adopted resolution of the city council. Because records reflect activities that are constantly changing, this policy, and records schedules often need amending in order to be realistic and effective and are often subject to change.

II. GOALS, OBJECTIVES, AND BENEFITS OF A RECORDS MANAGEMENT SYSTEM
Records should be easily accessible, facilitate the efficient operation of the city, aid staff in completing their work, and not be cumbersome. This policy is designed to assist city staff and department level record coordinators in the management of the City records, and to ensure the preservation of records that document the history of the City. In addition to the City’s own established policies on records management the City is obligated to ensure that they are in compliance with other local, state, and federal mandates that provide direction to the City regarding record retention.

Every day the City of Signal Hill produces records that document the actions and history of the city. It is the responsibility of the City Clerk to effectively maintain and manage these 55728.00002\42430091.1
4 records and to ensure the continued preservation of those records as essential evidence that has enduring and permanent value.

Records management is more than retention, storage, and disposition of records; it entails all recordkeeping requirements and practices that allow an organization to establish and maintain control over information flow and administrative operations. Complete records management systems control and manage records throughout their life cycle, from their creation through active use, inactive storage, and final disposition. Records retained beyond their value “just in case” only extend the agency’s legal liability in the event of adverse litigation or investigation.

Goals of a Records Management Program:
 Preserve permanent, vital, and historical records
 Control the cost of active and inactive records
 Management support
 Save space
 Keep program up to date
 Disaster recovery
 Records creation
 Maintenance
 Records inventory/analysis
 Maintain system that allows for precise and timely retrieval Objectives of a Records Management Program:
 Development of policies and procedures for records management  Conduct of surveys or inventory of records in several formats  Utilization of technology to create, store, and retrieve records  Destruction of records at the end of their retention period  Storage of inactive records in a cost-effective and secure location  Identification and preservation of permanent records
 Development of a disaster preparedness plan to protect and recover records  Implementation of filing and index systems
Benefits of a Records Management Program:
 Space savings
 Reduced expenses for filing equipment and off-site storage  Increased efficiency of information retrieval
 Compliance with records retention requirements
 Identification and protection of vital records
 Control over creation of new records
 Identification of historical records
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5 III. RECORDS MANAGEMENT AT THE CITY OF SIGNAL HILL
This policy and procedure establishes and contains orderly procedures for retaining active and inactive City records, and for disposing of records when they are no longer needed for administrative, fiscal, historical, or legal purposes.

These procedures promote the efficient and cost-effective conduct of the City's business by reducing the number of records in active file areas, eliminating unnecessary retention of duplicate or obsolete documents, and providing for timely transfer of inactive records to offsite storage. The result will enable reduction of file equipment needed for City records, which will increase the amount for office space available for other purposes.

A. Records Included in the Program
The records of all City departments are covered by the Records Management Program including all papers, maps, photographs, and other documentary records made or received by the City in connection with its business and preserved by the City as evidence of its functions, policies, decisions, operations, or other activities, because of the value of the information they contain.

B. Records Not Included in the Program
Non-record materials including:
 Rough drafts, notes, and working papers assembled in the preparation of other documents that will be preserved as official records
 Extra copies kept for convenience
 Transmittal letters and acknowledgments that do not add any information to the record
 Form letters
 Blank forms
 Notices of employee meetings, retirements, holidays, job opening, etc.  Requests for supplies
 Hotel and travel reservations
 Materials from outside clubs or organizations
 Sales catalogs and brochures
 Books, pamphlets, manuals, and outside studies and reports  Newspapers and periodicals
C. The Records Retention Schedule

1. The Records Retention Schedule lists, by City department, the record series covered in the Records Management Program. A records series, which may include several different types of documents, is a set of records arranged or maintained as a unit because they relate to a single subject or function, result from the same activity, have a similar form, or because of some other circumstance resulting from their creation, receipt, or use. All record series listed are official records, unless they are specifically noted as duplicates. The 55728.00002\42430091.1
6 schedule shows the length of time each record series should be retained in the electronic files, cabinets, or vaults of the office area, the length of time it should be kept in storage, and the minimum length of time that must elapse before the records may be destroyed. The schedule also indicates whether the records are to be scanned to document imaging.

2. The retention periods shown on the schedule are based on a detailed examination of the records and on interviews with Department Heads and the City Attorney to determine the administrative, legal, vital, or historical value of the records, and on a study of the applicable codes and statues prescribing retention periods for documents.

3. The Record Retention Schedule is adopted by resolution.

D. Record Inventories

1. A critical part of establishing a records management system is to identify existing records. Departments need to know what records they have, where they are kept, the volume of records, and how they are used. Inventories are not a list of every single page or document. Instead, an inventory is done at the record series level and should include:
a. Record series – this should match the City’s Records Retention Schedule.

During an inventory a new record series might be identified and need to be added to the retention schedule.
b. What format(s) the record is kept in – it is important to note if the record is in multiple places and/or formats (e.g., hard copy in file cabinet v. electronically on computer drive). Ultimately records should not be held in more than one location; however, during an inventory it is important to note where all records are to identify duplications.
c. The date range of records – it is important to be as specific as possible, making sure to include any gaps in the record series.
d. Level of use – is the record actively or frequently in use, inactive storage, or at/near final disposition?
e. Volume of collection – approximate size of the record collection (number of boxes, file cabinets, etc.)

2. Record inventories, when well planned, shouldn’t take several days of staff time to conduct. Begin with active records and those that are unique to the function of the department. Include all records in the inventory regardless of format or storage location. Once these series are identified it should be described in such a way so that a person who has no knowledge of the department or city can easily understand what is contained in the series.
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7 IV. Definitions
A. Active/Current Records
Records referred to and required for current business, and which therefore must be kept in the office area. A record remains active until some event occurs to change its status at which time it has fulfilled its function.

B. Administrative Records
Records commonly found in all offices and typically retained only for short time periods (less than five years), e.g., subject, chronological, budget, policy files.

C. Archival Records
See Historical Records and Vital Records.

D. Confidential Records
Records exempt from public disclosure pursuant to the provisions of the California Public Records Act.

E. Discovery
See eDiscovery and Litigation Hold.

F. Duplicate Records

Copies that accurately reproduce original records, whether prepared simultaneously or by photographic, mechanical, chemical, or other means, and which are not treated as or used for functions and purposes regularly served by original records in the regular course of City business.

G. eDiscovery
Electronic discovery is now a familiar topic of concern. Legal liabilities include retention of unfavorable information that should have been purged, and loss of records that should have been maintained. The result in either case can be civil damages that might have been avoided. It is also prohibitively expensive to have attorneys review thousands of documents if they did not need to be retained up to the time the legal hold was triggered. Document retention can depend upon periods of time or events. Exclusions can be placed on documents when a legal hold is triggered.

H. Electronic Records
California Government Code Section 12168.7(a) requires that local government entities that maintain records in electronic form manage these electronic records in 55728.00002\42430091.1
8 trusted systems, which is defined as “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.”
I. Email
Refer to the City Electronic Mail policy for the retention of emails (currently the retention is two years).

J. Historical Records
Records depicting persons, objects, or phenomena that are or have been a part of events or conditions that significantly affect or have affected the City, its function, heritage, growth, and development.

K. Inactive/Noncurrent Records
Records no longer required in the course of business, since they are referred to rarely or not at all. These records may be transferred to a storage facility or destroyed according to the most current record retention schedule.

L. Litigation Hold
A litigation hold, also known as a “preservation order,” “legal hold,” or “hold order” is a temporary suspension of the city’s records retention/destruction policies. It preserves all data that may relate to a legal action involving the city, or documents that may be relevant to a lawsuit or that are reasonably anticipated to be relevant. A litigation hold ensures that the documents relating to the litigation are not destroyed and are available for the discovery process prior to litigation. The legal hold is initiated by a notice or communication from legal counsel to the city that suspends the normal disposition or processing of records. A litigation hold will be issued as a result of current or anticipated litigation, audit, government investigation, or other such matter to avoid destruction of evidence.

M. Official Records
The most complete set of a given record series, and which receives full, required retention. If a document is processed through the document imaging system (DIS) and the paper copy is destroyed, a true copy of archival quality DIS document is the official record.

N. Permanent Records
Records required to be kept in perpetuity (e.g., records affecting the title to real property or liens thereon, court records, records required to be kept by statute, records less than two years old, minutes, ordinances, and resolutions of the city council or city board/commission).
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9 O. Perpetual Records
Records retained for an indefinite period of time and then stored or destroyed after some event occurs, e.g., personnel files, policy files, or contract files that have been amended or terminated.

P. Public Records
Records open to public inspection by law or custom pursuant to G.C. 6251 et seq.

Q. Record
Any writing or recording of an event or information that is kept in the custody of a public officer, either because a law requires it to be kept or because it is necessary or convenient to the discharge of the public officer’s duties and was made or retained for the purpose of preserving its information content for future reference.

R. Records Retention Schedule
The principal document of the program. It shows which records are to be kept, and the length of time active and inactive records are to be retained.

S. Record Retention Series
A record series is the basic unit for organizing and controlling files for retention and disposition purposes. Series are those file units or documents kept together because they relate to a particular subject or function, result from the same activity, document a specific type of transaction, take a particular physical form, or have some other relationship arising out of their creation or use. The series concept is a flexible one, and records programs should be careful to create series by organizing their documents in ways that facilitate management of the records throughout their life cycle. Record file series could include (1) employees; (2) accounts payable; (3) contracts; (4) deeds; and (5) development files. Records may be very broad or very specific.

T. Retention Period
The length of time a record must be retained to fulfill its administrative, fiscal, and/or legal function.

U. Vital Records
Vital Records are those records essential to the resumption and continuation of City operations for disaster recovery purposes. This includes the reconstruction of the legal or financial condition of the City, or the fulfillment of all obligations to employees, or outside interests in the event of a disaster.

V. DESIGNATING A RECORDS COORDINATOR
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10 Each department should identify a person who serves as the department’s primary records coordinator. This person would coordinate the department’s records program, coordinate the legal disposition of department records, oversee public record requests made to the department, and serve as a liaison between the city’s record manager and the department.

This position does not have to be a formal designated position whose sole responsibility is records oversight.

VI. IMPLEMENTING THE RECORDS MANAGEMENT PROGRAM
A. Records Administrator
The Records Administrator is responsible for developing, coordinating, and administering procedures to implement the Records Management Program. In performing this function, the Records Administrator:

1. Maintains an up-to-date Records Retention Schedule

2. Prepares any amendments to the schedule(s)

3. Obtains City Attorney and City Council approval for amendments

4. Reviews schedules to determine if records can be stored off-site

5. Notifies department when records are eligible for removal to storage or destruction

6. Maintains up-to-date listings of records stored off-site

7. Reviews schedules to determine which records are eligible for destruction

8. Obtains approval of City Attorney for destruction of obsolete records

9. Ensures that obsolete records are destroyed in a timely and appropriate manner

10. Obtains the necessary signatures on the forms certifying that records have been destroyed

11. Oversees the special handling of confidential, historical, and vital records

12. Develops procedures for scanning records to document imaging

13. Maintains up-to-date listing of all records scanned to document imaging B. Department Heads
Department Heads, and/or their designee, are responsible for implementing and maintaining an efficient Records Management Program in their department in accordance with guidelines established in this policy. In implementing the program, each Department Head:

1. Notifies the Records Administrator of any changes that should be made to the Records Retention Schedule for his/her department.

2. Conducts annual reviews of files eligible for scanning to document imaging, destruction, or transfer to off-site storage.

3. Prepares eligible records for off-site storage and notifies the Records Administrator.
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11 4. Notifies Records Administrator of any documents that require special handling, e.g., confidential, historical, or vital record.

C. Amending the Records Retention Schedule
The Records Retention Schedule must be amended whenever:

1. A new record series is created

2. The title of a record series changes

3. The retention period of a record series changes

4. The designation of a record series changes (e.g., from non-vital record to vital record)

5. The department responsible for an original record changes D. Procedure to Amend Records Retention Schedule

1. Department Head or designee contacts the city clerk with the proposed amendment. The city clerk creates and submits the "Records Retention Schedule Amendment form” for department and city attorney approval. The reason for the amendment must be stated on the form.

2. Following department and city attorney approval, the Records Administrator will update the schedules to reflect the amendments and present the amendment to city council. The staff report and resolution will indicate the reason for the amendment. The entire schedule is presented as an exhibit to the resolution.

The approved Records Retention Schedule Amendment form is kept according to the Records Retention Schedule.

E. Confidential, Historic, and Vital Records

1. Confidential records are exempt from disclosure under the California Public Records Act, California Government Code Sections 7920-7931, and must be stored to protect their confidentiality in a location that will enable only authorized persons to have access to them. Confidential records must be destroyed in a manner that preserves their confidentiality (e.g., shredded).

2. Historical records contain information about persons, objects, or phenomena that are or have been a part of events or conditions that significantly affect or have affected the City, its functional activities, its heritage, and its growth or development. Historical records are preserved in the following manner:
a) Remove all paper clips, staples, pins, fasteners, and other metal and rubber bands from documents. Metal will rust, and rubber bands will deteriorate, leaving permanent stains. If necessary, use plastic clips to fasten documents together.
b) Use archival glue and mending tape to repair documents. Ordinary adhesives and tapes will leave permanent stains.
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12 c) If historical records are to be mounted, mount only on acid-free mounting boards. Soft wood and ordinary cardboard contain acids that will cause the record to deteriorate.
d) Store historical records flat or rolled. If they are folded, the paper will weaken and eventually break along the fold.
e) Place fragile documents, newspaper clippings, and deteriorating documents in envelopes or sleeves of Mylar or acid-free paper.
f) Store historical records in closed, acid-free storage containers or in file cabinets in a cool, dry atmosphere. Ultraviolet light, dust, dampness, and temperatures over 75˚ Fahrenheit cause records to deteriorate. g) Do not eat, drink or smoke while handling historical records. Burns and food stains are permanent.
h) Acid-free paper, cardboard, envelopes and boxes, Mylar sleeves, and glue and tape suitable for mending historical records may be available at craft stores or ordered from a library supply company such as Gaylord Brothers, Inc., www.gaylord.com.

3. Vital records are essential for disaster recovery. Vital records reconstruct the city’s legal and financial condition, or to fulfill its obligations to employees or outside interests in the event of a disaster. Vital records should be protected by:
a) Storing original records in insulated filing cabinets, safes, or vaults that meet the requirements of the National Fire Code.
b) Storing original or copies of records in one or several offsite locations. This may be a facility owned by the City, or a private facility contracted by the City. c) Scanning records to document imaging or to portable storage media. d) Retain these duplicate records for as long as the information in the records is considered vital.

F. Disposition of Records
Once records have fulfilled their administrative, fiscal, or legal function they should be destroyed in accordance with the city’s record retention schedule. Keeping records “just in case” may extend the city’s legal liability. A court cannot demand the production of documents that have been destroyed in accordance with the city’s retention schedule.

G. Destruction of Obsolete Records
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13 Records listed in the Records Retention Schedule may be destroyed at the appropriate time by the responsible department.

1. The City Manager/or designee may authorize at any time the destruction of any duplicate records less than two (2) years if they are no longer required, with the approval of the Department Head, City Attorney, City Clerk and Records Administrator. (Gov. Code § 34090.7.)

2. Unless otherwise provided by State or federal law, the City Manager/or designee may authorize the destruction of any original document which is more than two (2) years old, with written consent from the City Attorney, without retaining a copy of the document as long as the retention and destruction of the document complies with the retention schedule as set forth in this policy (Gov. Code § 34090.)

3. The City Manager/or designee may authorize the destruction of City records upon complying with all of the requirements of Government Code section 34090.5, including having the records reproduced either: (i) electronically, (ii) recorded on optical disk, (iii) reproduced on film or other medium that is a trusted system and that does not permit additions, deletions, or changes to the original document, (iv) reproduced on film, optical disk, or other medium complying with standards found in Government Code section 12168.7 for recording permanent and nonpermanent documents in electronic media, (v) otherwise reproduced in the manner prescribed in Government Code section 34090.5.

4. The records preserved pursuant to Government Code section 34090.5 shall be made accessible to the public for inspection and/or to receive copies. A true copy of archival quality of the electronic medium reproductions shall be kept in a safe and separate place for security purposes. Any page of a record that cannot be reproduced electronically with full legibility shall be permanently preserved in a manner that will afford easy reference.

5. The reproduction of an original record made in accordance with Government Code section 34090.5 shall be deemed to be an original record and a transcript, exemplification, or certified copy of such reproduction shall be deemed to be a transcript, exemplification, or certified copy of the original.

6. In addition to the retention period required under this policy, the City shall retain original administrative, legal, fiscal and/or historical records with continued value (i.e., records related to long-term transactions and/or special projects) until all matters pertaining to such records are completed or otherwise resolved. (Gov. Code § 14755, subd. (a); Gov. Code 34090.)

7. Pursuant to Government Code section 34090, the City shall not destroy any of the following records:
(a) Records affecting the title to real property or liens thereon. (b) Court records.
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14 (c) Records required to be kept by statute.
(d) Records less than two years old.
(e) The minutes, ordinances, or resolutions of the City or of a City board or commission.

The following paragraphs describe the procedure for records destruction.

1. Department Head reviews and approves "Inventory and Destruction Disposition" form listing the title of the record series as given in the Records Retention Schedule, the assigned retention period for this record series, the inclusive dates of the records to be destroyed, and the quantity expressed. The department submits this form to the Records Administrator.

2. The Records Administrator verifies that the request complies with the Records Retention Schedule, signs the request form, and forwards to the City Attorney and City Clerk for review and signature.

3. Records Administrator or designee destroys all records approved for destruction on the "Inventory and Destruction Disposition" form. Most records may be destroyed by shredding either in office or through authorized shredding service, or recycling as appropriate. Confidential records are destroyed by shredding only.

4. The Records Administrator retains all "Inventory and Destruction Disposition" forms as evidence of which records have been destroyed.

H. Document Imaging

1. Document imaging is a system/process whereby documents are scanned to a software program for viewing. It provides an automated method of quickly locating and retrieving documents. Document imaging is required for all records designated as vital, historical, and permanent.

2. Confidential documents are not scanned to document imaging. If a confidential document must be scanned, it should be scanned to a CD or other form of propriety medium.

I. Audits
Periodic audits should be conducted by each department of their records retention schedules to ensure that it is current, e.g., add/delete series, amend retention period, etc.

VII. FILING AND STORAGE PRACTICES
A. The city’s record retention schedule applies to both paper and electronic files.

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15 B. Regardless of the type of filing system a department uses, (alpha, alpha-numeric, numeric, series, etc.) it is imperative that records are filed or kept in accordance with the City’s Record Retention Schedule.

1. Choosing Files to Maintain
Maintaining filing systems has associated costs (e.g., purchase of filing supplies, space, and staff time to establish, manage, and retrieve/file materials). Consider the following:
a) Is this record listed on the city’s record retention schedule? All records maintained at the department level should be listed on the citywide or department specific portion of the record retention schedule. b) Does the record exist electronically? Records that exist electronically should not be printed for the sole purpose of maintaining a paper copy. c) Is my department the office of record? If another department is responsible for maintaining a record a department may choose to keep it for a short time in a working file, but there is no need to maintain duplicate files.

2. Storage Areas
When deciding where files are going to be located several things should be considered:
a) Is the file area easily accessible by staff?
b) Can the room/cabinet be secured to permit the storage of vital, sensitive or confidential material?
c) It is not ideal to store frequently accessed records in storage boxes. Reserve the use of storage boxes for records at or nearing the end of their active period or that are going into long term storage. Boxes should be standard, letter-size storage boxes. Odd or multiple sized boxes do not stack well, and can cause a dangerous collapse or damage records. Whenever possible, create an electronic record in searchable format, and destroy the paper copy. d) When storing records in boxes, be sure to leave room for any records that might need to be inserted into the box at a later date. Boxes should NOT be placed directly on the floor in the event of leaks, or flooding. Boxes should be clearly labeled with the contents and disposition information on the outside of the box.

VIII. FORMS USED IN THE RECORDS RETENTION PROGRAM
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16 The following pages contain examples of the forms used in the City’s Records Retention Program.

A. Records Retention Schedule ( Attachment A)
This Records Retention Schedule governs the mandatory disposition of City record series by indicating the length of time record series shall be maintained in the office and in storage, and when they may be destroyed. The retention schedule is created by the Records Administrator, signed by the Department Heads, approved by the City Attorney and established by City Council resolution.

B. Records Retention Schedule Amendment Form (Attachment B) This form is used when any change is needed to the Records Retention Schedule. It is completed by the Department Head and submitted to the Records Administrator who submits it to the City Attorney, City Clerk, and City Council.

C. Inventory and Destruction Disposition Form (Attachment C) This form is used:

1. as an inventory form to appraise information needed to develop retention schedules (i.e., series identification, retention, location and volume). The Records Administrator maintains and retains the inventory forms.

2. to list the records being transferred to storage, which includes the following information: series number, description of title, destruction date, number of boxes, and comments.

3. to indicate what records are ready for destruction. This form is prepared by the Records Administrator and submitted to the Department Head for review and approval. When completed, the Records Administrator forwards the form to the City Attorney for review and approval.

D. Records Retention Box Label (Attachment D)

1. On-Site Storage Box Label—used when preparing boxes for in-house storage.

2. Off-Site Storage Box Label—used when preparing boxes for off-site storage.

APPENDIX – LEGAL SOURCES TO DETERMINE RETENTION PERIODS California Government Code
Section 34090. Destruction of city records; excepted records; construction.

Section 34090.5. Destruction of records; conditions.

Section 34090.7. Duplicate records less than two years old; destruction.

Section 7920-7931 California Public Records Act
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17 Section 81009. Preservation of reports and statements.

Section 12168.7
California Administrative Code (Preservation of Records) Title 8. Section 3204 (d) (1) (A) (B) (C) Preservation of and Access to Employee Exposure and Medical Records
Title 8. Section 14301. Log and summary of occupational injuries and illnesses.

Title 8. Section 14304. Supplementary record.

Title 8. Section 14305. Annual summary.

Title 8. Section 14307. Retention of records.

California Evidence Code
Section 1550. Photographic copies made as business records.

Section 1551. Photographic copies where original destroyed or lost.

Section 1560. Compliance with subpoena duces tecum (judicial process used to command the production before a court of papers, documents, or other tangible items of evidence) for business records.

Code of Federal Regulations
Title 24. Section 570.490, 570.502, and 570.506. Recordkeeping requirements.

Title 26. Section 31.6001-1. Records in general.

City of Signal Hill
Records Retention Program
Records Retention Schedule Amendment Form
Department: Date of Approval:

Dept. Head:

Series
No. Record Description Add Change Delete
Amend Retention Period
Office Storage Destroy
Laser
Fiche Description of Amendment
APPROVALS:

Department Head: ______________________ Date: __________ City Manager: ____________________ Date: _________ City Clerk: __________________________ Date: __________ City Attorney: _______________________ Date: _________ City Council: Approved By Resolution No. ________________________ Date: ___________ Records Administrator: __________________ Date: _________ Attachment B
City of Signal Hill
Records Retention Program
Inventory and Destruction Disposition Form
Department: Date:

Dept. Head:

Series
No.

Description
Destruction
Date
No. of
Boxes
Comments
These records are submitted for destruction in accordance with procedures outlines in the City of Signal Hill Records Retention Schedule.

Approved for destruction:

Dept. Head: _____________________________ Date: ___________ Records Administrator: ____________________ Date: ____________ City Clerk: ______________________________ Date: ___________ City Attorney: ____________________________ Date: ____________ State of Destruction: I hereby certify that the items listed above (or on the attached list) have been destroyed as approved by the City Attorney.

Records Administrator: ____________________________ Records destroyed on: ____________________________ Date
Attachment C
City Of Signal Hill
Records Retention Program
Department: _____________________________________________________________________________ Record Series No.: __________ Title: _________________________________________________________ Description: _____________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ Destruction Date: _______________________ Review Date: ________________________________________ Records Administrator Section
Review & Approved: ____________________________________________ Date: ____________________ Remarks: _________________________________________________________________________________ Box __________ of __________
Attachment D
City of Signal Hill
Records Retention Program
Off-Site Storage Inventory
Department: ________________________________ _____________ Title: _____________________________________________________ Description: ______________________________________________________________________________ Reviewed & Approved:________________________ Date: _______________ Destroy:

Off-Site Storage Information
Box Bar Code
Box No.

Attachment D

CITY OF SIGNAL HILL

RECORDS MANAGEMENT PROGRAM/ RECORDS RETENTION SCHEDULE
Department: ADMINISTRATION
Department Head: City Manager/Assistant City
Date of Approval: 9/10/2024
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/Assistant City Clerk
Date of Approval: 9/10/2024
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/Assistant City Clerk
Date of Approval: 9/10/2024
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: 9/10/2024
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: HUMAN RESOURCES DEPARTMENT
Department Head: City Manager/Human Resources Manager
Date of Approval: 9 / 1 0 / 2 0 2 4
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 X 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: Economic Development Manager
Date of Approval: 9 / 1 0 / 2 0 2 4
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/Management Assistant Date of Approval: 9/10/2024
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

Code 106.4.2
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/Management Assistant Date of Approval: 9/10/2024
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 Reports 2 2 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: 9/10/2024
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 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: 9/10/2024
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: 9/10/2024
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: 9 / 1 0 / 2 0 2 4
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: 9 / 1 0 / 2 0 2 4
Series
No. Title Of Series Total RetentionPeriod
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.

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: 9 / 1 0 / 2 0 2 4
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: 9/10/2024
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: 9 / 1 0 / 2 0 2 4
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 HealthDept. 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 HealthDept. 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: 9 / 1 0 / 2 0 2 4 Department Head: Chief of Police
Record
Category
Record
Series
Record
Description Format Location ReferenceCode 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 forprosecution Permanent Capital crimes punishable
by death, life
imprisonment
Hard/Electronic File Cabinet
RMS/DI 799 PC No statutory limitation forprosecution Permanent 290 PC, 487.1 PC, 189
PC, and 192 PC Hard/Electronic File CabinetRMS/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
Felonies
Except Homicide, Capital
Crimes Punishable by
Death, or Life
Imprisonment
800 PC and
801 PC
211 PC Robbery (6
statute)
212.5 PC Robbert (6
statute 800 PC 3-9 year
sentence) 212.5 PC
Robbert 2nd (3 statute 801
PC 2-5 year sentence)
459 PC burglary 1st (3
statute 801 PC 2-6 year
sentence
459 PC Burglary 2nd (3
statute 801 PC 1 year
sentence)
** See notes
below**
Misdemeanors Arrest/Citation 11357(b), (c), (d), (e) HS or 11360(b) HS Hard/Electronic File CabinetRMS/DI
11361.5 HS
11361.6(c)
HS
2 Years
All others Hard/Electronic File Cabinet
RMS/DI 34090 GC 5 Years
Arrest/Citation Arrest Citation – Infraction
(Juvenile)
Hard/Electronic 11361.5 and 11361.6(E)HS Destroy when
offender turns 18
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
RMS/DI
34090 GC 25 Years
**Note 1: The destruction of felony, misdemeanor and infraction Crime/Supplemental Reports is permitted providing:

1. They do not relate to an unadjudicated arrest except for H&S 11357 or H&S 11360 violations;

2. They do not relate to unserved warrants;

3. They do not involve identifiable items which have not been recovered;

4. They do not relate to PC 290, PC 457.1, or H&S 11590 registrants;

5. They do not relate to violations listed in PC Sections 799 and 800;

6. The cases are not presently involved in either a civil or criminal litigation Prosecution for an offense punishable by imprisonment in state prison for eight years or more must commence within 6 years after offense commission.

Commencement of prosecution defined in PC 804.

Exception: See PC 803 - Tolling/Extension of time periods; Appeals process and “Three Strikes” also considerations in assigning retention.

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 CabinetRMS/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 HILL

RECORDS RETENTION PROGRAM/RECORDS RETENTION SCHEDULE
Dept.: Police Department Date of Approval: 9/10/2024
Dept Head: Chief of Police
Personnel Files
Internal Affairs Cases Hard
File Cabinet
(Admin) 34090 GC
Term of
Employment + 5
Years
Complaints/IAs
Against peace
officers
Complaints/Internal Affairs
Investigations: Unfounded
Founded
Hard File Cabinet 34090 GC 5 Years unfounded
15 Years founded
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 CabinetRMS/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 NetworkServer 34090 GC 1 Year Only Automated License Plate
Readers Electronic NetworkServer 34090 GC 1 Year
Mobile In-Car Cameras Electronic Network
Server 34090 GC 1 Year
*Records Management System/Document Imaging

CITY OF SIGNAL HILL

RECORDS RETENTION PROGRAM/RECORDS RETENTION SCHEDULE
Dept.: Police Department Date of Approval: 9/10/2024
Dept Head: Chief of Police

Signal Hill City CouncilSeptember 10, 2024

Signal Hill City Council
September 10, 2024