CITY OF SOUTH SAN FRANCISCO
RECORDS RETENTION
SCHEDULE
2016
Adopted by Reso #74-2003, August 13, 2003
Amended February 23, 2005 – Resolution 21-2005
Amended September 14, 2011-
Resolution 115 -2011
Amended January 25, 2012 – Resolution 5-2012
Amended May 22, 2013 – Resolution 45-2013
Amended February 17, 2016 – Resolution 19-2016
Amended April 27, 2016- Resolution 50-2016
Amended July 13, 2016 – Resolution 91-2016
Government Code Section 54957.5
SB 343 Item #6
09/24/2025 REG CC
1 LEGEND/DEFINITIONS
Records Retention
A = Active (while a document or work is still in progress) Ad = Adoption date
Au = Audit (an audit is performed at the end of each fiscal year – to be completed by 12/31)
C = Current (current year, any record or file that is made within the current calendar year; the retention period begins the first day of the following year, i.e., C+2 means a record created in 1998 plus the next two calendar years would be eligible for destruction in 01/01/01).
Cr = Creation date
Cl = Closed (completed)
Dbase = Database
DOB = Date of Birth
E = Election date
Electr = Electronic Record (information that meets the Electronic Records Policy, see below)
HC = Hard Copy Record
I = Image (a digital representation of an original paper document) L = Life
O = Obsolete
P = Permanent (the record is determined to be of permanent value to the City; original records affecting the title of real property or liens thereon, minutes, resolutions, ordinances)
Record = Information maintained by the City in the form of a hard copy document, an image of a hard copy document, information contained in a database, or an Electronic Record maintained pursuant to the Electronics Records Policy S = Supersede (only retain the current version; once that version has been revised the older version should be destroyed to eliminate any confusion) T = Termination (upon termination of contract, obligation, program, employment or case files)
CITATIONS
B&P = California Bus & Professional Code
CAC = California Administrative Code
CCP = Code of Civil Procedure
CCR = Code of California Regulations
CEQA = California Envt’l Quality Act
CFR = Code of Federal Regulations
EC = Elections Code
EL = California Elections Code
FMLA = Family & Medical Leave Act, 1993
GC = California Government Code
H&S = California Health and Safety Code
HUD = Housing and Urban Development
OSHA = Occupational Saf & Health Agency
PC = California Penal Code
POST = Police Officers Standards Training
UFC = Uniform Fire Code
USC = United States Code
WIC = Welfare & Institutions Code
2 Electronic Records Policy
Regardless of the format in which official City records are stored, all official information will be stored in a trusted environment when required and in compliance with the City’s adopted record retention schedule.
Provided that required conditions are met, certain Electronic Records can take the place of the original hard copy for those records identified as “Electr” within the adopted records retention schedule. In order for an Electronic Record to be deemed as the original record, the Electronic Record must satisfy all of the following requirements:
a) The Electronic Record can be reproduced on any medium that is a trusted system, and that system does not permit additions, deletions, or changes to the original document; b) The device used to reproduce the Electronic Record is one which accurately and legibly reproduces the original thereof in all details and that does not permit additions, deletions, or changes to the original document images;
c) The Electronic Records are made as accessible for public reference as the original records were; and
d) A true copy of archival quality of the Electronic Record shall be kept in a safe and separate place for security purposes.
If any portion of a record cannot be reproduced with full legibility, then no page of that record, paper, or document shall be destroyed. All Electronic Records shall be backed up regularly either by the City’s Information Technology (IT) Department or by an outside service approved by the IT Department. The backed up records shall be kept separately.
Format of Electronic Records
The City IT Director shall approve Electronic Records retention storage formats prior to that particular format qualifying as an official City record. Upon format approval, that particular format will be listed within the document retention schedule, where applicable.
For electronic records which are images, all approved formats for Electronic Records that involve copies of original documents must also adhere to the AIIM ARP1-2009 Analysis, Selection, and Implementation of Electronic Document Management Systems, (“ARP1-2009”) sections 5.4.1.4 and 5.4.2.4, concerning uniform standards for image format and compression.
For electronic records which are stored as data in a database management system (defined below) rather than an image of a document, the following conditions must be met:
1. The database system must be authorized by, and must be supported/maintained by the IT Department.
2. As part of the support that IT Department provides, the database is backed up in a secure server environment that only authorized IT Department staff are allowed access to;
3. The database system is either maintained by IT Department or is under contract for maintenance that is authorized by IT Department.
4. The database contains safeguards against altering records, as described under “Trusted System” below; and
3 5. Authorized users of the database cannot in the normal course of their duties lawfully alter data in the database (see Trusted System below).
6. IT Department has protections in place that are designed to prevent unauthorized users from access to the database or database system.
A database is defined as
… any collection of data, or information, that is specially organized for rapid search and retrieval by a computer. …A database management system (DBMS) extracts information from the database in response to queries.
A database is stored as a file or a set of files on magnetic disk or tape, optical disk, or some other secondary storage device. The information in these files may be broken down into records, each of which consists of one or more fields. Fields are the basic units of data storage, and each field typically contains information pertaining to one aspect or attribute of the entity described by the database.
Records are also organized into tables that include information about relationships between its various fields. Although database is applied loosely to any collection of information in computer files, a database in the strict sense provides cross-referencing capabilities. Using keywords and various sorting commands, users can rapidly search, rearrange, group, and select the fields in many records to retrieve or create reports on particular aggregates of data….(from Encyclopedia Britannica).
Examples of databases used by the City include at this time: the Eden Financial System; the Highline Payroll System; the CRW permit and Business License System; the CLASS Recreation System; and the Geographical Information System (GIS).
Trusted System
A trusted document management system (“Trusted System”) means a combination of techniques, policies and procedures for which there is no plausible scenario in which a document stored from or reproduced by the system could differ substantially from the document that is originally stored. A Trusted System will ensure that all electronically stored information can be considered to be a true and accurate copy of the original information received regardless of the original format.
A Trusted System must be able to ensure that at least two (2) separate copies of the electronically stored information can be created that meets, at a minimum, all the following conditions:
a) The Trusted System must utilize both hardware and software storage methodologies to prevent unauthorized additions, modifications or deletions during the approved lifecycle of the stored information.
b) The Trusted System’s methods must be verifiable through independent audit processes.
c) The Trusted System must write at least one copy of the electronic document or record into electronic media that does not permit unauthorized additions, deletions, or changes to the original document and that is to be stored and maintained in a safe and separate location.
For records which are stored as images, an authorized system user could not alter a document stored in the system, and a Trusted System ensures that stored images are true and accurate 4 representations of the original. For records stored as data in a database, the data can only be modified by authorized system users in a manner in which the change is authorized and logged.
For example, after a payroll file for a certain time period is finalized and executed/distributed by the Finance Department, authorized users cannot, after the fact, go back and change the information contained in that database for any employees’ pay rates, etc. contained in that payroll run. A change in an employee’s pay rate would only be authorized as a new action in the database, would have protections in place limiting who can execute those changes, and, rather than erase the old pay rate, the database would store the change as a new record as of the date it is entered/accepted into the system by an authorized user. That new record would then be subject to review by an authorized database system administrator. In that way, a history of the changes to one employee’s pay rates, for example, can be viewed in the payroll system’s log that can be accessed and reviewed by that system’s authorized administrators, either in the IT Department or in the host department.
Policy Implementation
In order to implement this electronic records policy, the City Clerk and the IT Department will maintain a set of internal document management procedures which will accomplish the following:
• describe how information will scanned, indexed, and verified; • describe how the system will be secured from unauthorized access; • describe how documents will be secured from unauthorized modification or alteration; • describe how authorized modification of documents will be managed, including audit trail information and the ability to retrieve any previous document version required to be maintained;
• describe how the system will adhere to the published records retention schedule; describe how the records will be store to protect from fire, flood, or vandalism; and • describe how these policies and procedures will be followed.
5 RECORDS RETENTION SCHEDULE
ADMINISTRATION
Administration
Records Series Title Retention Citation Remarks
ELECTIONS
Applications, Absentee
Ballots and Envelopes E+6 months EC17505;EC17302 From date of election Ballots E+6 months EC17302
From date of election; ballots submitted to
precincts/City Clerk that were not used -
unless contested (EC17302c) retention by
court order
Ballots - Prop 218
(Assessment Districts) 6 mo EC17302
Property related fees (Assessment Ballot
proceeding). Consistent with retention for
election ballots; Statewide guidelines
propose permanent-California Constitution
Article XIII
Calendar (Elections) E+2 GC34090
Calendar that is prepared by City (County’s
election calendar is retained until no longer
required)
Candidate Statements
(Successful candidates)
E+4
See desc. GC34090
Statements printed in the sample ballots
retained permanently – historic purposes;
E+4 for unsuccessful candidates
Certificates of Election T+4 GC34090 Received from SM County Fair Political Practices:
Campaign filings for elected
city officials P GC81009(b)(g) FPPC Filings (400 series) (must keep paper copy for C+2 years if LaserFiche’d) Campaign filings E+5 GC81009(b) Not elected
Campaign filings E+7 GC81009 All other committees
Statement of Economic
Interest Per Sec 87200 T+4 GC81009(f)(g) FPPC Filings (700 series) original filed with State Statement of Economic
Interest C+7 GC81009(e)(g)
FPPC Filings (700 series) original filed with
City Clerk by “designated employees”;
Candidates not elected = E+5 (GC81009(b))
FPPC blank forms, manuals C+5 GC34090
Historical documents re:
elections P GC34090
History of elections, sample ballots,
certificates of destruction, other resolutions
re: elections
Maps, Precincts/Voter
Information E+2 GC 34090; EC17501, 17301
Nomination Papers:
Successful
Unsuccessful
E+4
E+2
EC17100
GC81009(b)
Notifications and Publications E+2 GC34090
Proof of publication or posting, certification
and listing of notice of posting; copy of
newspaper notice and certification of offices
to be voted for at forthcoming election
Oaths of Office T+6 GC 36507, 34090;
29 USC 1113
Elected Officials, all City officers, includes
employees, Boards & Commissions
Petitions E+8 months
EC17200, 17400; GC
7253.5; EC 14700 +
GC3756.8
From date of election; Initiative, referendum,
recall
Precinct Records E+6 months EC17503
From date of election: Precinct official
material; declaration of Intention, precinct
board member applications, orders
appointing members of precinct boards and
designating polling places. Includes notice
of appointment of office and record of
service
Voter Indexes E+5 EC17300
Supplied by SM County (includes
destruction of CDs or DVDs
6 Admin (Continued)
Records Series Title Retention Citation Remarks
GENERAL SUBJECT
Bids, RFQ’s, RFP’s:
Successful
Unsuccessful
AU+5
C+2
GC34090; CCP337
GC25105-1;
GC34090
Requests for Qualifications; Request for
Proposals regarding goods and services
Biographies
When no
longer
required
GC34090 Bios on Council city officials
(CCAC recommends C+2)
Books, Technical
When no
longer
required
GC34090
Budgets, Operating and
Capital Improvement
When no
longer
required
GC34090 Department copies
Contractual Agreements C+5 GC34090 Working files – not originals (originals maintained in City Clerk’s Office)
Copies or duplicates of
records for which a
department is not the office of
primary responsibility
When no
longer
required
Documents distributed to various
departments for informational purposes may
be destroyed by the department when no
longer required for reference purposes
Correspondence C+2 GC34090(d)
Correspondence includes memos, message
logs, notes, chron files, bulletins, comment
cards, misc. docs
(Documents stored on computer are treated
with same retention as if it were a piece of
paper)
Correspondence/Reports See desc.
Retention for Correspondence related to a
report will depend on retention of report.
Preliminary drafts, notes and inter-office
memoranda are to be destroyed upon
completion of a project.
Employee Time Sheets C+2 GC34090 Departmental working files Equipment T+1 GC34090
Owners’ manuals; service/maintenance
information; purchase information and
correspondence & backup data
Forms C
General Subject C+2 GC34090
Internal working files, including
correspondence; files will be reviewed
annually, some may require retention longer
than prescribed here.
Goals and Objectives C+2 GC34090 Departmental goals and objectives Open Meetings Act C+2 GC34090 Logs, documentation
Payroll Time Sheets C+2 GC34090; GC6250 Maintained by departments; for preparation of time cards that are submitted to Finance
Plaques, scrapbooks, flags,
photographs, street maps,
significant sister city records
P Historic value
Reports:
Departmental
Staff
Other Agencies
C+2
C+2
GC34090
GC34090
Special/final summary, review or
evaluation
Non-agenda related, includes
supporting documentation
Non-records/when no longer required
Special Projects C+2 GC34090
Subscriptions/publication
(non-city) O Destroy when no longer relevant(Obsolete)
Support Services C+2 GC34090 Reproduction; printing; postal/mailing services, other internal resources
Travel Records C+2 GC34090
7 Admin (Continued)
Records Series Title Retention Citation Remarks
LEGAL/LEGISLATIVE
Agendas C+2 GC34090
Original agendas and special meeting
notices, including certificates of posting,
original summaries, original communications
and action agendas for Council, Boards and
Commissions. (Agendas are incorporated
into the minutes.)
Appeals, Civil C+3 CCP 583.320(a)(3);
GC34090
Applications for Board &
Commissions:
Selected
Not Selected
T+5
Cl+2
GC34090, GC40801 Includes back-up material, resumes, and letters
Articles of Incorporation P GC34090; CCP337.2
Case Log Cl+7 CCP 337.2; 343 From close of cases listed; chronological listing of cases
Case Records - (High Profile) P GC6254
Significant cases, which have importance/or,
set legal precedence. Includes logs,
complaints, court orders, motions, notes,
briefs
Case Records (Routine
and completed) Cl+7 42 USC s1983
Includes logs, complaints, court orders, motions,
notes, briefs, closing statements (unless minors-3
years after attaining 18) - Litigation, complaints,
and/or claims suspend normal retention periods
(retention begins after settlement).
Contractual Agreements:
Excluding Capital
Improvement
Includes Capital
Improvement
P
P
CCP337.2, 343,
GC53066, B&P7042.5
PU7685; 48 CFR:2
HV64066;
2.08.110, GC37090a;
4004; H&S 19850
Includes leases, equipment, services or
supplies.
Construction
Contractual Agreements and
all related documents P
CCP 337 , 337.1(a),
337.15, 343; GC
34909
For the removal of toxic/contaminated soil
from City property
Index, Attorney Case L GC6254 Including notations on activities related to case
Legal Advertising C+4 CCP 343, 349 et seq;
GC 911.2; GC34090
Includes public hearing notices, legal
publications
Logs, Attorney Service
Request C+2 GC34090 Service request, summaries of monthly requests Minutes P GC34090 (d);
GC36814; GC40801
Official minutes and hearing proceedings of
governing body or board, com’n or com’tee
Notices, Meeting C+2 GC34090.7,
54960.1c(1) Special Meetings
Opinions S+2 GC34090; GC6254 Confidential
Ordinances P GC34090(d) 40806 Municipal Code
Petitions C+2 GC50115; GC6253 Submitted to legislative bodies Resolutions P GC34090(d)
40801 Legislative actions
Summons, subpoenas:
request for information or
personal appearance
C+2 GC34090
Originals retained at department; copies
retained until no longer required.
Tapes, Audio/Video C+2 GC34090.7 When used for minute preparation; kept longer if there’s potential litigation.
8 Admin (Continued)
Records Series Title Retention Format Citation Remarks
CITY CLERK
Assessment Districts P HC GC34090 Original documentation Assessment Rolls C+5 HC Received from County once a
year
Council electronic packets P Electr GC34090 Electronic Copy maintained permanently. HC for 3.
Deeds P HC GC34090 City owned property
Insurance policies &
certificates - liability P HC GC34090 For protection from litigation Inventory, Records C+2
Electr. GC34090; 80
OPS Atty. Gen.
106
Inventory of non-current or
inactive records holdings and
location, indices. Tapes may be
recycled
Municipal Code P HC GC34090 Supplements included
Passport transmittal logs Au+4 GC34090 Consistent with cash receipts Public Records Request Cl+2 Electr GC34090
Records Management Cl+2 HC GC34090 Document includes retrieval, transfers - inactive
Records Management
Disposition Certification P HC GC34090 Documentation of final disposition of records Records Retention S+4 Electr CCP 343 Schedule/guidelines
POLICIES & PROCEDURES
General Administrative S+2 HC GC34090;
40801
All city policies and procedures,
instructions
Policy, Council/
Proclamations S+2
HC
GC34090
Policies, directives rendered by
Council not assigned a resolution
or ordinance number
PUBLIC INFORMATION
Brochures, publications,
newsletters, bulletins,
schedules
S+2
HC/Electr
GC34090
Calendar, City C+2 Electr GC34090
Media Relations C+2
HC/Electr
GC34090 Includes cable, newspaper, radio,
message boards, presentations
9 RISK MANAGEMENT
Retention Format Citation Remarks
Accident Reports - City
Assets C+7 HC/Electr. 29 CFR 1904.2; 29 CFR 1904.6 Reports and related records Bonds, Insurance P HC/Electr. CCP 337.2; 343 Bond and insurance policies insuring city property and other assets
Claims, Damage Cl+5 HC/Electr. GC34090;
GC25105.5
Paid/Denied Claims Litigation, complaints,
and/or claims suspend normal retention
periods (retention begins after settlement)
Incident Reports Cl+7 HC/Electr. 29 CFR 1904.2; 29
CFR 1904.6
Theft, arson, vandalism, property damage or
similar occurrence (excluding fire/law
enforcement) (includes incidents occurring
on City property)
Insurance, Joint Powers
Agreement P HC/Electr. GC34090 Accreditation/MOU’s/agreements, agendas (C+5 when LaserFiched) Insurance, Certificates P HC/Electr. GC34090
Insurance certificates filed separately from
contracts, includes insurance filed by
licensees
Insurance, Liability/Property P HC/Electr. GC34090
May include liability, property, Certificates of
Participation, deferred, use of facilities
(C+5 when LaserFiched)
Insurance, Workers
Compensation and Excess
Workers’ Compensation
Coverage
P HC/Electr. GC6410; 29 CFR
1910.20
Photographs, Negatives, Film C+2 HC/Electr. GC34090
Risk Management Reports Cl+5 HC/Electr.
OMB 1220-0029; 29
CFR 1904.4;
GC34090
Federal OSHA Forms; Loss Analysis
Report; Safety Reports; Actuarial Studies
10 RECORDS RETENTION SCHEDULE
ECONOMIC AND COMMUNITY DEVELOPMENT
Economic &
Community
Development
Records Series Title
Retention Format Citation Remarks
ADMINISTRATION
Benchmark Data C+2 HC GC34090d Horizontal, vertical & control Bids & Proposals
(Unsuccessful) C+2 HC GC34090d
Bids & Proposals
(Successful) Cl+10 HC GC34090d
Represents completion of all terms of the executed
contract or agreement with the organization
submitting the successful bid or proposal.
Bonds:
Development P HC CCP 337.5 Housing; Industrial Development Security P GC34090
Documentation created and or received in
connection with the performance of work/services
for the city, or for the parcel maps and subdivision
work
Code Books P HC GC34090e National Electrical Code, Uniform Building, Mechanical, Plumbing & Supplements
Committees C+5 HC GC34090 Member lists, minutes/agendas, informational material, reports
County Cooperation
Agreement P HC
Contracts Cl+5 HC Working files – not originals (originals maintained in City Clerk’s Office)
Drawings, Project
Plan L HC GC34090d Does not include those usually filed with case, project or permit Franchises P HC
GC65864,
65869.5,
34090
CCP337.2,
343; AC16023
Including subdivision agreements, contracts for sale
or purchase of property, cable, grant of easements
and/or involving construction of improvements
General Subject Cl + 2 HC GC 34090 Internal working files including correspondence Incident Reports C+2 HC GC34090d Emergency call-outs
Reports, Activity C+2 HC GC34090 Periodic
Seismic Retrofit
Program P HC GC34090a Includes Certificates of Compliance
BUILDING
Address/permit files P Electr.
Laserfiche
Micro Film
Aircraft Noise
Insulation Program
P
Cl+2
Electr.
Easement agreement, funding agreement,
approved plans
Reimbursement requests & issuance
Blueprints of city
owned
property/buildings
P Electr.
Laserfiche
Micro Film
Certificates of
Occupancy prior to
2002
L Electr. GC34090a
Laserfiche
Micro Film
Compliance, elevation, occupancy which affect real
property
Certificates of
Occupancy prior 2002 L GC34090a
Laserfiche
Compliance, elevation, occupancy which affect real
property
11 Economic &
Community
Development
Records Series Title
Retention Format Citation Remarks
Inspection prior to
01/2002 P Electr. GC34090d
Laserfiche
CRW-Permit Trak Post 01/2002
Correspondence, fees, appeal requests, reports
Inspection post
01/2002 P Electr. GC34090d CRW – Permit Trak post 01/2002Correspondence, fees, appeal requests, reports Logs C+1 HC GC34090;
CCP 337.15
Inspection and utility
As built blueprint
plans – Property
History
P Electr.
Laserfiche
Approved as built plans.
Plan Check Files P Electr.
GC34090a;
4003; 4004;
H&S 19850,
19853
CRW
Commercial and residential construction, tenant
improvements
Permits not completed
180 days
+ 6
months
Electr.
CRW
Receipts for payment Cl+5 Electr.
Street Names and
House Numbers –
post 01/2014
P Electr. GC34090a
Laserfiche
CRW - Landtrack post 01/2014
Street dedications, closings, address
assignment/changes
ENVIRONMENTAL
QUALITY
Air Quality (AQMD) C+7 HC CCP 338(k);
GC34090
Participants/voucher logs, Total Daily Mileage
Survey (TDM); various local authorities; Commute
Alternative
Asbestos P HC GC34090a Documents abatement projects, public buildings California
Environmental Quality
Act (CEQA)
P HC
GC3490a +
CEQA
Guidelines
Exemptions, Environmental Impact Report,
Mitigation monitoring, negative declaration, notices
of completion and determination, comments,
statements of overriding considerations
Congestion
Management C+2 HC GC34090d Ride sharing, trip reduction Environmental Review Cl+2 HC GC34090d Correspondence, consultants, issues, conservation Pest Control C+2 HC GC34090d Pesticide applications, inspections & sampling, documents
Soil, HAZMAT level 1
or 2 Cl+2 HC GC34090d Analysis, construction recommendations Soil Reports P HC GC34090d Final Reports
Housing &
Community
Development
CDBG Admin P Electr.
Laserfiche
SF 424, Con Plan, Action Plan, Funding
Agreement, Certifications, CAPER, CPP, Public
notices, Environmental Reviews, RFP, Budget,
Analysis of Impediments, HUD Correspondence,
HUD monitoring report, HUD Annual Assessment,
Section 3 reports, Davis Bacon Semi-annual report,
minority business report
CDBG Grantees Cl + 5 Electr.
Laserfiche
Agreement, application/proposal, invoices, quarterly
and annual reports, monitoring, correspondence,
Environmental Reviews, audit
12 Economic &
Community
Development
Records Series Title
Retention Format Citation Remarks
CDBG Housing
Rehab (City
Sponsored)
P Electr.
Laserfiche
Environmental Review, Deed of Trust,
reconveyances, promissory notes, escrow,
application, income documents, vouchers, invoices,
contract, estimates/bids, credit report, PIRT, notice
of right to cancel, control instructions, truth in
lending, budget, authorization for payment, monthly
escrow reports
CDBG Commercial P Electr.
Laserfiche
Environmental Review, Deed of Trust, promissory
notes, escrow instructions, estimates/bids,
CDBG Public
Facilities P Electr.
Laserfiche
Environmental Review, Davis Bacon, invoices,
contract, RFP, scope of work bids/estimates, ,
photos
CDBG FTHB Loans P Electr.
Laserfiche
Deed of Trust, promissory notes, escrow
documents, subordination agreement, application,
resale restriction agreement, shared appreciation
agreement, closing statements, notice of
affordability restrictions, request for notice, release and reconveyance, substitution of trustee
CDBG-R Admin P Electr.
Laserfiche
Grant Agreement, Public notices, Environmental
Reviews, RFP, Budget, federalreporting.gov
reports, RAMPS reports, grant closeout agreement,
closeout certification, closeout checklist, financial
report form 425,
CDBG-R Grantees Cl+5 Electr.
Laserfiche
Agreement, application/proposal, invoices, quarterly
and annual reports, monitoring, correspondence,
Environmental Review, audit
CDBG-R Projects Cl+ 5 Electr. Environmental Review, grant agreement, invoices, budgets, participant information, site plans, photos
DOE-ARRA - Admin C+10
C+4
HC/Electr. Laserfiche
Grant Agreement, Public notices, Environmental
Reviews, RFP, Budget
DOE-ARRA –
Grantees
C+10
Cl+4
HC/Electr.
Laserfiche
Agreement, application/proposal, invoices, quarterly
and annual reports, monitoring, correspondence,
Environmental Review, audit
DOE-ARRA –
Projects
C+10
Cl+4
HC/Electr.
Laserfiche
Environmental Review, Department of
Transportation, promissory notes, escrow,
application, income documents, vouchers
HOME Admin P Electr. Laserfiche
13 Economic &
Community
Development
Records Series Title
Retention Format Citation Remarks
HOME grantees
Cl+5 Electr. Laserfiche
Agreement, application/proposal, invoices, quarterly
and annual reports, monitoring, correspondence,
Environmental Review, audit
Inclusionary Housing P Electr.
Laserfiche
Affordable Housing Agreement/Rent Restriction
Agreement, Resale Restriction Agreement, notice
of affordability restrictions, release and
reconveyance, In-Lieu agreements
City Owned
Properties C+3 HC
Laserfiche
Leases, correspondence late payment notices,
etc…s
Affordable Housing
Developments P HC/Electr.
Deeds of Trust, Ground Leases, Owner
Participation Agreements, Memorandums of
Understanding, Leases, Loan Agreements, Notes,
Regulatory Agreements, Subordinations, Lease
Riders, Housing Replacement Plans, Relocation
Plans
Successor Agency
(SA)
SA Properties P Electr.
Laserfiche
Public notices, Disposition Plan, Deed, appraisals,
Environmental Reports (soils abatement),
construction contracts, escrow instructions,
Purchase & Sale Agreements, plans
SA Contracts Cl+5 Electr.
Laserfiche
Related to disposition, environmental abatement,
construction
SA Leases Cl+5 Electr. Laserfiche
Short and long-term including financial information
Redevelopment
Agency(RDA)
dissolved 02/01/2012
Administration P Electr.
Laserfiche
Area Plan, Plan Amendments, Implementation
plans, State Reports, related Environmental Impact
Report
First Time Home
buyer loans P Electr.
Laserfiche
Deed of Trust, promissory notes, escrow
documents, subordination agreement, application,
resale restriction agreement, shared appreciation
agreement, closing statements, notice of
affordability restrictions, request for notice, release and reconveyance, substitution of trustee
Grantees Cl+5 Electr.
Laserfiche
Agreement, application/proposal, invoices, quarterly
and annual reports, monitoring, correspondence,
Environmental Review, audit
Commercial P Electr.
Laserfiche
Owner Participation Agreement, Loan Agreement,
leases
Residential &
Commercial
P Electr. Laserfiche
Deed, appraisals, environmental reports (soils
abatement) construction contracts, escrow
instructions, Purchase & Sale Agreements, plans
14 Economic &
Community
Development
Records Series Title
Retention Format Citation Remarks
PLANNING
Annexation Case
Files
P HC GC34090a Reports, agreements, public notices
Signs (Temporary) S+2 HC GC34090d Home occupations, off-premise signs Historic Resources P Electr. Laserfiche
Historic Markers
Program
P Electr. Laserfiche
Historic Preservation
Inventory
P HC GC34090d Laserfiche
Historic Structures & Landmarks
Historic Preservation
Commission Grants
P HC Laserfiche
To Historic Resource property owners
Master Plans P HC GC34090 Special or long range program plan for municipalities – coordination of services; strategic
planning
Project Application
Approved
P Electr. Pre 01/2014 – Laserfiche
Post 01/2014 – CRW - ProjectTrak
Includes UP, PUD, MUP, MP, PP, ZA, RZ, SP, VAR, GPA,
PM, SA, DR, Signs, PE, HR, PCA, UPM, PUDM, Appeals,
Density Bonus, Sidewalk Dining Permit, Parking Place
Commission Action
Project Application
Denied
Denied+2 Electr. Pre 01/2014 – Laserfiche
Post 01/2014 – CRW - ProjectTrak
Includes UP, PUD, MUP, MP, PP, ZA, RZ, SP, VAR, GPA,
PM, SA, DR, Signs, PE, HR, PCA, CPD, UPM, PUDM,
Appeals, Density Bonus, Sidewalk Dining Permit, Parking Place Commission Action
Chief Planner
Determination
Cl+2 Electr. Pre 01/2014 – Laserfiche
Post 01/2014 - CRW - ProjectTrak
Notice of Public
Hearing
P Electr. Pre 01/2014 – Laserfiche
Post 01/2014 - CRW - ProjectTrak
Hearing Mailing
lists/labels
Cl+2 Pre 01/2014 – Laserfiche
Post 01/2014 - CRW - ProjectTrak
Correspondence Cl+2 Electr. Pre 01/2014 – Laserfiche
Post 01/2014 - CRW - ProjectTrak
In favor/against projects
Notice of Actions (PC
& CC)
P Electr.
Pre 01/2014 – Laserfiche
Post 01/2014 – CRW - ProjectTrak
Includes Conditions of Approval, Findings of
Approval, Approved Plans, Notice of Exemption
and Notice of Determination
Notice of Preparation
(CEQA) P Electr. Pre 01/2014 – LaserfichePost 01/2014 - CRW - ProjectTrak Notice of Availability
(CEQA) P Electr.
Pre 01/2014 – Laserfiche
Post 01/2014 - CRW - ProjectTrak
Environmental
Documents
P Electr.
Pre 01/2014 – Laserfiche
Post 01/2014 – CRW - ProjectTrak
Initial Study, Neg Dec, Draft Environmental Impact
Report (EIR), SEIR, Final EIR, Master EIR,
Addenda
Notice of
Determination
P Electr. Pre 01/2014 – Laserfiche
Post 01/2014 – CRW - ProjectTrak
Filed with County Clerk
Notice of Exemption P Electr. Pre 01/2014 – Laserfiche
15 Economic &
Community
Development
Records Series Title
Retention Format Citation Remarks
Post 01/2014 – CRW - ProjectTrak
Filed with County Clerk
Approved Plans
(reduced)
P Electr. Pre 01/2014 – Laserfiche
Post 01/2014 - CRW - ProjectTrak
Mitigation Monitoring
& Reporting Plans
P Electr. Pre 01/2014 – Laserfiche
Post 01/2014 – CRW - ProjectTrak
Included in EIR
Transportation
Demand Management
Plan
P Electr. Pre 01/2014 – Laserfiche
Post 01/2014 - CRW - ProjectTrak
Transportation
Demand Management
annual and
triennial monitoring
P Electr. Pre 01/2014 – Laserfiche
Post 01/2014 - CRW - ProjectTrak
Traffic Study / Tech
Documents
P Electr. Pre 01/2014 – Laserfiche
Post 01/2014 - CRW - ProjectTrak
Materials Board Cl+5 HC For projects that have been built Photos
P Electr. Pre 01/2014 – Laserfiche
Post 01/2014 - CRW - ProjectTrak
Agreements P Electr.
Pre 01/2014 – Laserfiche
Post 01/2014 – CRW - ProjectTrak
Development Agreemetns & Amendments,
Disposition & Development Agreement, Covenants
Conditions & Restrictions, Affordable Housing
Agreements, Owner Participation Agreements
Adopted Plans P Electr.
Laserfiche
General Plan, Housing Element, Ara Plans, Zoning
Code, Amendments
General Plan Map P HC/Electr. Laserfiche
Zoning Map P HC/Electr. Laserfiche
Boards and
Commissions
Agendas
Cl+2 HC
Laserfiche
Planning Commission, Historic Preservation
(dissolved 2012), Design Review, Parking Place
Commission, Zoning Administrator
Minutes
P HC Laserfiche
Planning Commission, Historic Preservation
(dissolved 2012), Design Review, Parking Place
Commission, Zoning Administrator
Recordings
Cl+2 HC Laserfiche
Planning Commission, Historic Preservation
(dissolved 2012), Design Review, Parking Place
Commission, Zoning Administrator
Resolutions
P Electr. Laserfiche
Planning Commission, Historic Preservation
(dissolved 2012), Design Review, Parking Place
Commission, Zoning Administrator
16 Economic &
Community
Development
Records Series Title
Retention Format Citation Remarks
Other
Environmental
Determinations
Cl+2 HC Laserfiche
Outside City Boundaries
Interpretations
P Electr. Pre 01/2014 Laserfiche
Post 01/2014 CRW – LandTrak
Non-conforming
Landuses
P Electr. Pre 01/2014 Laserfiche
Post 01/2014 CRW – LandTrak
Project Files (Case
Files)
P HC GC34090a;
H&S 19850;
4003, 4004
Pertains to real property, new construction,
storefront improvements, rehabilitation projects,
and promotions. May include blueprints, drawings,
maps, photos (including negatives) plans, reports,
evaluations, correspondence, uses.
Projects not
completed
Cl+2 Electr. Pre 01/2014 Laserfiche
Post 01/2014 CRW – ProjectTrak
Projects denied Cl+2 Electr. Pre 01/2014 Laserfiche
Post 01/2014 CRW – ProjectTrak
17 FINANCE DEPARTMENT
Finance Department
Records Series Title
Retention Format Citation Remarks
FINANCE
Accounts Payable Au+7 HC/ Electr. GC34090 Supporting documents for payments to vendors(copies maintained by departments are C+2)
Accounts Receivable Au+7
HC/
Electr. GC34090
Annual Financial Reports P HC/
Electr. GC34090
Final version of the Comprehensive Annual Financial
Report for City, Redevelopment Agency, and Sewer
Fund
Assessment Districts T+5 HC/
Electr. GC34090 Collection information/until termination of district Bank statements Au+5
HC/
Electr. GC34090;
26 CFR 16001-1 Monthly Bank Statements
Bonds (Sold or Sponsored by
City or Redevelopment
Agency), including bond
administration agreements, final
official statement, bond legal
documents
P
HC/
Electr. GC34090
CCP 337.5
Budget Adjustments - - - See Journal Entries
Budget, Adopted Operating P HC/
Electr. GC34090 Final Adopted Operating Budget Document. (See Public Works for Capital Budget Document) Business licenses:
Original application
Renewal information
T+4
C+4
HC/
Electr.
HC/
Electr.
GC34090;
CCP 337
T = upon the business terminating its location in South San Francisco.
Renewal information has value for revenue audit
purposes, with a statute of limitations of 4 years.
Check Records Au+5
HC/
Electr. GC34090
CCP 337
Includes city record of check issuance and bank
electronic true copy stored at bank
Bank Deposit Backup
Au+1
(in Depts)
HC/
Electr. After year end audit, bank statements suffice for adequate backup
Developer deposits/history - - - See Engineering and Planning Divisions Petty Cash Records (copies
being maintained by depts.) AU + 1 HC GC 34090.7 Includes copies of receipts, logs, transmittal forms Invoices Au+7
HC/
Electr. GC34090 Copies sent for fees owed, billing, related documents Ledger:
General Au +7 Electr. Transaction information is only required to be kept for federal audit purposes for 7 years after year end close Journal Entries Au+7
HC/
Electr. GC34090;
CCP 337
Including supporting documents, both general ledger
and budget entries
Purchase Orders / Requisitions Au+7
HC/
Electr. GC34090;
CCP 337 Original documents or electronic records
18 Finance Department
Records Series Title
Retention Format Citation Remarks
State Controller Au +7
HC/
Electr. GC34090
Vendor Register - - - See Ledger: General
Taxes, Receivable
Transit Occupancy
Records
Parking Tax Records
Au +3
Au +3
HC/
Electr.
HC/
Electr.
CCP 338
FIXED ASSETS
Surplus Property, Auction - - - See Public Works for vehicle disposals Vehicle Ownership & Title - - - See Public Works for Title transfers when vehicle sold Land and Building Title - - - See City Clerk for all Real Estate Transactions Other Fixed Asset Records Not
Included above T Electr.
T = upon termination of the asset, either at the time
the fixed asset has lived its depreciable useful life, or upon its disposal, if sooner
PAYROLL
Address changes - - - See Human Resources
Adjustments to Pay, including
direct deposit and
compensation time
sales/transactions
Au+4
HC/
Electr. GC34090
29 CFR 516.5-516.6 Audit purposes
Deferred Compensation
Reports - HC/Electr. - See Human Resources
Employee Time Cards Au+6 HC/
Electr.
29 CFR 516.2;
29 CFR 516.6(1);
IRS Reg 31.6001-
1(e)(z); R&T 19530;
LC 1174(d)
Signed by employee for audit & FEMA Reports
Reports, PERS Employee
Deduction T+4
HC/
Electr.
GC34090;
CAC 22-1085-2
26 CFR 31-6001-1;
29 CFR 516.5,
516.6, LC 1174(d)
Record of deductions (PERS Public Employee
Retirement System).
T = termination of the employee
Reports, Federal and State Tax Au+4
HC/
Electr.
29 USC 436
26 CFR 31.6001.1-
4; IRS Reg 31.6001-
1(e)(2); R&T
19530;29 CFR
516.5-516.6
Forms 1096, 1099, W-4’s and W-2’s
Labor Distribution Records Au+7
HC/
Electr. GC34090 Costs by employee & program
Leave Hour Records C+4
HC/
Electr.
IRS Reg 31.6001-
1(e)(2), 29 CFR
516.5-516.6,
R&T19530;
LC1174(d); GC
34090
Salary Records T+3
HC/
Electr. GC34090;
29 CFR 516.2
T = upon termination of employee service with City of
South San Francisco
19 Finance Department
Records Series Title
Retention Format Citation Remarks
TREASURER
Bonds - - - See Finance
City Investment Transactions T+1
HC/
Electr.
GC34090;
CCP 337;
GC 53607
Summary of transactions including purchase and sale
backup.
T = until the investment terminates/matures/is sold
Investment Earnings Reports AU + 7 HC/
Electr.
20 RECORDS RETENTION SCHEDULE
FIRE DEPARTMENT
Fire
Records Series Title Retention Format Citation Remarks
ADMINISTRATION
Books, Fire Code S+3 HC
GC 34090.7
CCP 340.5 Include OPS manuals
Inspections, Fire Station Cl+2 Electr GC34090 CRW System Inspections, Fire Prevention Cl+3 Electr UFC103.34 CRW System Alarm/sprinkler systems, prevention efforts
Investigations, Evidence Arson P HC PC799 Support prosecution resulting in homicide Investigations, Evidence Arson Cl+6 HC PC800 Great bodily harm, inhabited structure or property
Journals, Fire Station P GC34090 Activities, personnel, engine company Legal Opinions P GC34090 From State legislature or City Attorney’s office Mutual Aid, Strategic Plans C+2 GC34090
Patient Care Reports P Medical reports
Permits, Fireworks C+2 Electr GC34090 CRW System
Permits for fireworks booths
Policies & Procedures C+2 GC34090 Includes rules, regulations, standards
FIRE PERSONNEL
Background investigations:
Hired
Not hired
T+5
Cl+2 GC34090
Controlled substance P GC34090 Morphine/valium record keeping Exposure T+30 29CFR
1910.1020
Sampling results, collection methodology,
background
Exposure T+1 29CFR
1910.1020 Laboratory reports and worksheets
Medical T+30 29CFR
1910.1020
Medical T+2 29CFR
1910.1020 Employees less than one year
Training T+2 GC34090 Certifications/designations
PROPERTY
Apparatus/Vehicle C+2
GC34090
CCP 340.5
8 CA Code of
Regulations
3203(b)(1)
Repair and Maintenance
Field, Non-fire and Logs C+2 GC34090
Fire, Non-arson and Logs C+2 GC34090
Fire Equipment/Gear Logs C+2 GC34090
Incident Reports Cl+5
GC34090
CCP338
CCP 340.5
Dispatch and daily logs
Inventory, Equipment &
Supplies C+2 GC34090
Investigations, Evidence Arson C+3 PC801;
UFC 104.32 Structure
CODE ENFORCEMENT
Abandoned Vehicles Cl+2 Electr GC34090d CRW System, Private property Case Files P Electr GC34090d
CRW System, Building, housing and mobile
home code violation records including
inspections; public nuisance rubbish and weed
abatement, vehicle abatement, citations,
massage parlor permits, general
Forms/handouts S Knox box, after hour inspections etc.
Liens & Releases, Supporting Cl+2 Electr GC34090 CRW System, Utilities, abatement, licenses Case History C+2 Electr GC34090d CRW System, Lien Recovery, citations, complaints 21 Fire (Continued)
Records Series Title Retention Citation Remarks
Regulations S+2 GC34090d Includes rules
Reports, Federal & State P
Electr
GC34090a
CRW System, Code enforcement statistics; may
contain records affecting title to real property or
liens thereon
Safety Inspector Reports P Electr GC34090 CRW System
Engine Company and Safety Inspector
Violations, Building, Property &
Zoning Cl+2 Electr GC34090d Supporting code enforcement activity Weed Abatement C+5 Electr GC34090
CRW System
Reports, assessments, resolutions,
documentation
HAZARDOUS MATERIALS
Hazardous Waste Disposal C+10 Electr CA OSHA;
40CFR122.21
CRW System
Documentation re handling and disposal of
hazardous waste
Permits, Hazardous Materials
Storage P
Electr
GC34090
CRW System
Although the GC only recommends current + 2
years, other agencies consistently recommend
permanent retention of environmentally sensitive
material
Programs, Household
Hazardous Waste S+2 GC34090
Training Materials S+2 Cal Code Reg.
3204(d), et seq. Standards and Administration
Underground Storage Tank:
Compliance
Maintenance & Oper.
P
C+2
Electr GC34090a
GC34090
CRW System
Documents re: storage
Location, installation, removal, remediation
22 RECORDS RETENTION SCHEDULE
HUMAN RESOURCES
Human Resources
Records Series Title Retention Format Citation Remarks
Benefit Plan Enrollment,
Denied T+5 HC/Electr. GC34090 (Part of employee file)
Benefit Plan Claims P HC/Electr.
GC6250 et seq.;
CFR 1602.30; 32;
Lab Rel Sec 1174
29 CFR 1637.3; 29
USC 1027; 29 CFR
1627.3; 29 USC
1113
Part of employee file
Billings- Health insurance,
including (Medical, Dental,
Vision, etc.)
T+25 HC/Electr. May be part of employee file for individuals and may be bills from providers.
Cal OSHA T+25 HC/Electr. Forms 300-A Annual Summary & 301 Incident Report
Classifications and
Appointments P HC/Electr.
GC34090;
GC12946; 29 CFR
516.6(2); 29 CFR
1602.4
Part of employee personnel file and HR
recruitment lists
Employee Accident Reports T+5 HC/Electr. GC34090 May be part of employee file and/or Risk Management files.
Human Resources Procedures
Manual S+2 HC/Electr. GC34090
Employee Programs C+5 HC/Electr. GC34090;
GC12946 Recognition/customer service
Labor Relations T+5
T+5
HC/Electr.
GC12946; 29 CFR
1602; 29 USC 211
(e); 203(m); 207(g)
May include arbitrations, grievances, union
requests, sexual harassment and civil rights,
complaints, disciplinary actions
Hourly Employees T+5 HC/Electr.
GC12946;
GC34090
29 CFR 1627.3,
Labor Relations
Section 1174
Part of employee files
Immigration P HC/Electr.
Immigration
Reform/Control Act
1986 Pub L 99-603
I-9’s
Leave requests T+5 HC/Electr.
FMLA 1993 US
OSHA; 29 CFR
1910.20; 29 CFR
1602.30.32; 49 CFR
193-9
Part of employee personnel file.
Motor Vehicle Pulls (DMV) Cl+7 HC/Electr.
GC12946,
CA 91009; 8 USC
1324 (a)
Labor Negotiations P HC/Electr.
29 USC Sections
211c, 203(m),
207(g)
Notes, notebooks, correspondence, contracts, and
Memorandums of Agreements
Personnel Files:
T+25
T+25
HC/Electr.
Reference: 29 CFR
16273; Lbr Rltns
Sec 1174; 29 CFR
1602.30.32;
GC6250 et seq.; 29
CFR; GC 12946,
34090,1607.4; 29
CFR 655.202; 29
CFR 516.6 et seq.;
45 CFR 1068.6(a)
May include application, records, Personnel Action
Forms, employee demographic information;
disciplinary action, grievances, benefits
information, licenses and certifications,
performance appraisals, salary and position
history, Release Authorizations; commendations;
Oaths of Office; employment medical
examinations; fingerprints; identification cards
(ID’s); leave requests, training records, workers’
compensation records and other employee related
information.
23 Human Resources
(Continued)
Records Series Title
Retention Format Citation Remarks
Recruitment Cl+5 HC/Electr.
Reference:
GC12946; GC6250
et seq; 29 CFR 1602
et seq.; 29 CFR
1607; 49 USC
2000(e)-8; 2000c-12
Applications resumes, alternate lists/logs, indices;
ethnicity disclosures; examination materials,
examination answer sheets, job bulletins;
eligibility; electronic database, eligible lists,
appointment information
Reference Checks T+2 HC/Electr. GC12946
Surveys & Studies C+5 HC/Electr.
GC 12946, 34090;
29 CFR 516.6(2); 29
CFR 1602.14
Includes classification, wage rates
Training Records:
Non-Safety
Personnel (by name)
Safety
C+7
T+7
C+2
HC/Electr.
GC6250 et seq.
GC34090
GC34090
Employee/volunteer applications, program
training, class training materials, internships
Paperwork documenting officers’ internal and
external training
Certifications/designations
Volunteer workers:
hired
not-hired
T+2
C+2
HC/Electr. GC34090
Includes applications, waivers, placement forms;
Information is generally kept by departments
Workers Compensation P HC/Electr.
CCR 14311;
15400.2 Labor Code
5405 Title 8
Claim Files, Reports, Incidents in employee
personnel file; originals filed with Administrator
24 RECORDS RETENTION SCHEDULE
INFORMATION TECHNOLOGY
Information Technology
Records Series Title Retention Citation Remarks
Annual fiscal year and calendar
year full backups C+7 GC34090 et.
seq.
Considered an electronic communication and
can be destroyed when no longer required;
retention based on administrative value
Monthly full backups
Until no
longer
required
GC34090 et
seq.
Stored off-site; Considered an electronic
communication and can be destroyed when no
longer required; retention based on
administrative value
Daily full backups 30 days GC34090 et.
seq.
Considered an electronic communication and
can be destroyed when no longer required;
retention based on administrative value; recycle
tapes
Internet, World Wide Web C+2 GC34090 Management/policies and supporting documentation
Inventory information systems C+2 GC34090 Hardware/software inventory logs; systems manuals
Licenses C+2 GC34090 Forms, documentation required by Federal or State Agencies
Network information systems
(LAN/WAN) C+4
GC34090;
CCP 337.2;
CCP 343
Configuration maps and plans
Video recordings from Video
Surveillance System on City of
South San Francisco Property
Cr+1
SSFMC
Chapter
8.65 Footage from Surveillance Systems on City of
South San Francisco Property
25 RECORDS RETENTION SCHEDULE
LIBRARY
LIBRARY
Records Series Title Retention Citation Remarks
Class rosters Cl+2 GC 34090
Grants received P
Applications, reports, all pertinent
documents; kept in-house, historic
value
Library Board of Trustees
meeting packets P Historic value
Patron comments on materials C+7 Cards filled out by Library patrons and kept in-house
Staff manual C Kept in-house
State library reports P Historic value
26 RECORDS RETENTION SCHEDULE
POLICE DEPARTMENT
Police
Records Series Title Retention
Citation Remarks
POLICIES & PROCEDURES
Dept. Procedures / General Orders S+5
Dept. Rules & Regulations S
Records’ Procedures S
PERSONNEL/TRAINING
Payroll C+2
Personnel:
Background investigations:
Hired
Not hired
T+5
Cl+2
Personnel information C+2 PAF’s OSHA reports, change of address forms (copies)
Accident Review Cl+5 PC 832.5 Investigation of employee-involved vehicle accidents.
Citizen Complaints Cl+5 PC 832.5 Investigation of complaints by citizens Internal Affairs Cl+5 PC 832.5 Investigation of alleged employee misconduct.
Shooting/officer involved L GC 34090 Investigation of officer-involved shootings.
Daily Attendance
Schedules C+2 Employee work schedule
Training T+2 Employee training (includes sworn and
non sworn)
Recruitment C+2 GC12946 Background information on applicants.
Personnel Photographs S+2 GC34090
Bi-annual CJIS Certification C+2
Comp Time/Shift Swap Request
Forms C+2
Crossing Guards T+2
Daily Roster C+2
Employee lists S GC 34090 Until superseded; computerized and updated periodically
Grievance files Cl+2 Grievance filed by employees, supporting documentation
Hostage Negotiation Team C+5 `
K-9 Training C+5
P.O.S.T. compliance – Dispatchers T+2
P.O.S.T. notification of appointment/
termination T+2
P.O.S.T. reimbursements C+2
P.O.S.T. school travel
authorizations C+2
Performance Reviews T+2 Copies (Orig. in HR)
Personnel meeting notes Cl+2
Reserve Officers; training,
jobs/hours worked T+2
Shift Bids C+2
SWAT C+5
Training bulletins, lesson plans
(range), firearms (range) P
Training/Schools C+2
27 Police (continued)
Records Series Title Retention Citation Remarks
Twenty-First Century Leadership
Academy S
Use of force/Supv. review Cl+2
Volunteer card files T+2 GC34090 Volunteers’ ID, contact info Watch Assignment/ timekeeping
records C+2
CRIME / ACCIDENT / INCIDENT /
ARREST REPORTS, CITES,
WARRANTS
Felony crimes with or without
arrests P
See desc
PC800,801
GC34090
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.
Felony & Misdemeanor Crimes w/o
arrest – Sections 799, 800, 801,
801.5
See desc
PC 799, 800,
801, 801.5,
801.6, 802(a),
802(b) and
802(c)
Retention per Statute of Limitation
(Refer to Page 25, Note 2)
Traffic Accidents
Involving City property or
personnel
Fatal & major injury
Involving arrest
All others
C+7
P
P
Cl+2
Infractions or no crime occurred Cl+2 GC 34090 No arrests, identifiable property of missing persons (Refer to Page 25, Note 1)
Specific Reports by title:
Mental Case
D.V. related Ass&Bat
Involves City property or
personnel
Missing persons
Sexual assaults
Child abuse & neglect
P
P
C+7
Cl+2
P
P 11170(a)(3) PC If substantiated or inconclusive must be retained minimum 10 yrs.
Arrest/conviction H&S Section
11357(b),(c),(d),(e) or H&S Section
11360(b) violations (occurring after
1976)
Cl+2
(Mandatory
destruction
from date of
conviction or
date of arrest
w/ no
conviction)
H&S 11361.5
Applicable to convictions occurring after
1976 or arrests not followed by a conviction
occurring after 1976; exception: 11357(e)
retained until a juvenile offender attains the
age of 18 years, then destroyed pursuant to
11361.5
Arrest/Conviction H&S Section
11357(b), (c), d), (e) violations
(occurring before 1976
Mandatory
destruction
(w/ written
notice from
DOJ)
H&S 11361.5
(c)
Applicable to convictions occurring prior to
1976 or arrests not followed by a conviction
occurring prior to 1976 violations of H&S
Code 11357, 11364, 11365, 11550
Citations:
California Vehicle Code
Infractions (Police Copy) C+2 GC34090 Original is forwarded to court Parking/Traffic C+2 GC34090
Originals are forwarded to court after
agency processing; includes citations
electronically created
Transmittals C+2 GC34090 Listing of citations forwarded to court, filed for reference
28 Police (Continued)
Records Series Title Retention Citation Remarks
Arson, Sex, and Narcotics
Registrant Files L Fingerprint Card, photo, & criminal history. Information also forwarded to DOJ Evidence tapes See desc GC34090.6 Destroyed after adjudication of case, or statute of limitations
Field Interview Records C+2 GC34090 Contact info
Fingerprints:
Applicant Files T+2 GC34090
Checks for city employment, business
license applicants; may include related
paperwork (DOJ Transmittal form) (covers
all City depts.)
Local 10-digit or palm print cards L Persons booked into detention facility Latent prints See desc Latent prints are treated as evidence Suspect, Adult/Juvenile Cl
Adults/juveniles suspected of a crime, taken
for comparison. Destroy after original
purpose achieved. Destroy when other
evidence is destroyed.
Homicide (investigator’s file) P GC 34090.6
Photographs and negatives:
Crime Scene See desc Destroy when case closed &/or no longer functional
Traffic accident scene:
Involving City property or
personnel
Fatal & major injury
Involving arrest
All others
C+7
P
P
Cl+2
Retention is same “Traffic Accidents”
reports, Pg 21
Mug shots L Life of arrestee
Rap Sheet
DOJ
advises to
keep only
as long as
needed
GC34090 Requests for criminal history of defendant,
suspect/potential suspect
Sealed Records:
Adult found factually innocent
Mandatory
destruction
upon and
pursuant to
Court Order
PC851.8
General provision; upon petition, records of
agency must be sealed and destroyed in
accordance with the provisions set by court
record; exceptions.
Juvenile
Mandatory
destruction
upon and
pursuant to
Court Order
WIC 826(a)
&(b),
WIC 781(A)
Local law enforcement records within WIC
826(b) may be destroyed as ordered by the
court. Records involving arrests, detention
and/or petitioning juvenile before juvenile
court
Tapes (audio, video, as evidence) See desc Same retention as crime report.
Warrants:
Felony
Eligible for
recall after 10
yrs, upon
review by
DA’s ofc. on
case-by-case
basis.
Recommended by the California Law
Enforcement Warrant Officer’s Association
Misdemeanor Criminal Recall after
5 yrs
Recommended by the CA Law Enforce
Warrant Officer’s Assoc.
Served C Included warrant service information card,
alpha index card
Unserved (local) See desc Until served, recalled or purged 29 Police (Continued)
Records Series Title Retention Citation Remarks
INTELLIGENCE
ABC files Cl+2
Gang Member Index C+2 Name, address, monikers, gang affiliation of active members
Gang Registration C+2 Meeting notes, development of Dept. procedure
Intelligence Operations Bulletins Cl
Narcotics:
Confidential Informant Files T+10 Legal notifications, identification information, payment information, activities information
Parolees records – SSF See desc
List of current active parolees. Destroyed
individually when person is no longer on
parole.
Pawn Broker/ Secondhand Dealer C+2 GC34090 Pawn slips. Dealer required to file duplicate with agency.
Probation records – Juvenile Cl+2 Info from County of juvs in SSF on probation Registration files – CIB Cl+2
TIP Bulletins C+2
Wanted Posters – FBI Cl
DEPT. PROGRAMS / SPECIAL
PROJECTS
ABC G.A.L.E. C+2
Adopt-a-Dwelling C+2
Adopt-a-School C+2
Citizens’ Academy C+2
Commendation Committee C+5
COPPS S
D.A.R.E. C+2
Directed Patrol Logs C+2
Domestic Violence Tracking C+2
Downtown Offenders C+2
Downtown Project C+2
Explorer Program:
Checkbook, savings accounts and
accounts payable Au+4 GC34090
For donations to the Police Explorer Post to
augment monies budgeted by the city;
checks received
Program files C+2 Minutes of meetings, trip plans, evaluations First Chance Program C+2
Grant Writing C+2
Gratuity File C+2
Juvenile Smoking (308B P.C.) C+2
Law Enforcement Block Grants Cl+5
Lesson Plans: DARE, gangs, sober
graduation, citizens’ academies S
Narcotics Task Force (NTF) –
County C+2
PAL Program:
Bills, team expenses, accounts C+2 GC34090 For payment of activities and other expenses in regard to the PAL Program.
Treasurer Reports P GC34090 Yearly final reports done by an accountant not employed by City.
Insurance Contracts P GC34090 Proof of insurance coverage.
Membership lists C+2 GC34090 Pal Program membership rosters.
Monthly newsletters C+2 GC34090 Newsletters describing upcoming events.
Permission slips C+2 GC34090
Permission slips signed by parent giving the
okay for the child to participate in a given
activity.
30 Police (Continued)
Records Series Title Retention Citation Remarks
Project N.E.A.T. C+2
Sober Graduation C+2
Summer Youth Work Program C+2
Transient Encampments C+2
Vehicle Theft Task Force (VTTF) –
County C+2
LOGS / STATS / INVENTORY
Asset Forfeiture:
Proceedings Case File Cl+2 GC 34090
Log by case number, defendant’s name,
amount of money involved and how
distributed
Booking fees paid to County C+2
Case Assignment Log C+2 Case # and detective assignments Court Liaison’s filing log C+2
Contains case number, arresting officer,
suspects’ names, charges, victims’ names,
date of filing
Dispatch Incident/Status Cards C+2 GC34090
Equipment:
Manuals, warranties, instructions T Retained until termination of equipment use Service Records T Retained until termination of equipment use Firearms Inventory P
Department-owned weapons, personal
weapons, alternate weapons, secondary
handguns; produces inventory reports
Holding facility:
Jail Operations Cl+2 “Lock-up” inspection reports
Temporary Holding Facility
Health Questionnaire and Facility
log
C+6
Individual’s name, age, sex, report #,
charge(s), cell #, ID#, time date, time
checks, officer’s name
Property Control C+2 GC34090
Log items coming into and going out of
property room. Is done on Property/
Evidence form and filed with the case report
when completed.
Reports, Activity:
Daily Activities Records C+2 Daily accounting of calls-for-service and initiated activities by officers and PSTs
Daily Activity Report (monthly) C+2
Undercover activity financial
disbursement records (buy fund) C+2
Speedometer calibration certificates C+2
Statistical (Crime analysis) C+2
Internal generated info, using activity logs,
citizen calls, current & past crime statistic
reports, citations, crime reports, accident
reports, permits, receipts. Reports created
for variety of purposes including increases/
decreases in criminal activity; officer
workload, deployment, time usage
Subpoena Log Book C+2 GC 34090 Subpoenas received/served daily Towed/stored vehicle logs C+2 Date, time, locations, description of vehicle, tow company
UCR Crime statistics C+5 Uniform Crime Reports. Mandatory to DOJ.
TRAFFIC
Abandoned Vehicle Abatements C+2
C.A.R.E. (Citizen Assisted Radar
Enforcement) C+2
31 Police (Continued)
Records Series Title Retention Citation Remarks
Courtesy Notice of Violation C+1
DUI Cost Recovery C+2
Monthly Traffic Reports C+2
Office of Traffic Safety Grant – Avoid
the 23 C+2
Parking Cite Fine Collection C+2
Parking Place Commission C+2 Working files
Preliminary Alcohol Screening (PAS)
calibration log C+2
Radar calibration records T+2 GC 34090 Documentation of radar instruments retained during use/ownership
Radar Survey S+2
Rat Boxes C+2
SWITRS C+2
TARPS Expense & Accommodation
worksheets C+2
Taxi Cab Inspections C+2
Taxi Cab Driver Applications T+2
Tow Companies C+2
Tow Truck Drivers’ ID T
Tow Truck Inspection C+2
Traffic Activity Log C+2
Traffic Complaints C+2
Traffic Counts C+5
Traffic Officer Statistics C+2
GENERAL SUBJECTS &
CORRESPONDENCE
9-1-1 Printouts C+2
Accounting / cash reconciliation Au+4 Records of monies into the General Fund Affidavit of Costs C+2
Auction Records C+2
Bail receipts C+2
Bike Registration Files C+2 GC34090 Bike registrations and renewals Briefing Board Info C+2
Business Licenses – PD approval C+2
Citizen Questionnaire / Survey
Response C+2 Citizen response to service received or request for service & correspondence Civil Subpoena Witness Fees Cl+2
Client Alert /Legislative Updates S+2
Code Enforcement Log C+2
Colma PD Contracts T+5
Concealed Weapon Permit A+2
CPS & California Law Enforcement
Teletype system (CLETS) Cl+2 Procedure/agreement to release State summary criminal history
Daily Cash Audit Sheets Au+4
Damaged Vehicle Log C+2
Dance Hall Security Payments C+2
Destruction of firearms / narcotics
file P GC 34090 Disposal
Fingerprinting Transmittals to the
DOJ C+2
32 Police (Continued)
Records Series Title Retention Citation Remarks
Firearms Dealers C+2
NCIC Validations C+2
OSHA Claims T+2
Palmistry Applications C+2
Repossession/Private Tows of
Vehicles C+2 Written verification from particular companies Research Project Files Cl+2 GC34090
May include request forms, background
materials, staff reports, final project reports
and supporting data.
Restitutions C+2
Restraining Orders, EPOs C
Destroy after law enforcement actions
described in PC 273.5, 273.6, 646.9,
12028.5, 13700 and Family Code Sections
6380-6383 are fulfilled and effective date of
restraining order has expired
Ride-Alongs C+2
Security Guard Agencies C+2
Solicitors C+2
Staff Meeting Notes C+2
Supervisors’ Meeting Notes C+2
Taser T+2
Uniform Vouchers (by name) C+2 GC34090 Authorize purchase Vehicle Inventory Sheets C+2
The destruction of felony, misdemeanor and infraction Crime/Case/Incident Reports is permitted providing:
Note 1
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. 33 RECORDS RETENTION SCHEDULE
PARKS, RECREATION AND MAINTENANCE SERVICES
PR&MS
Records Series Title Retention Citation Remarks
ADMIN/RECREATION
Accident Reports – Rec program
patrons Cl+2 GC34090 Accidents by patrons using City facilities, attending classes City co-sponsored groups Applications, rosters, financial reports Class Rosters C+2 GC34090
Day in the Park C+5 GC34090 Year to year working files; vendor and event information
Facility Rentals/Use C+2 GC34090 Permits, contracts, diagrams, schedules, insurance binders
Harbor District/Marina P Historic records; billings, financial reports; administrative records
Park In Lieu Fees P Dev. Projects - formula for determining fee and record of payments
Photographs S+2 GC34090 Special events, retained for historic purposes Plans, Proposed C+2 GC34090 Future plans, new sites, expansions or until superceded
Refund requests Au+4 Classes, facility rentals
Schedules, Classes & Events C+2 GC34090 Enrollment, liability releases, evaluations, attendance, flyers
School District/City leases P Copies maintained for reference purposes Studies Cl+2 GC34090 Future park sites, expansions
SENIOR SERVICES
Grants - Aging Cl+5 GC34090 Federal and state grants
Project Files C+2 GC34090
Current project information including memos,
correspondence, supporting documents relative
to the project
Receipts - donations C+2 GC34090 Used in quarterly reporting to other agencies
STREETS/PARKS
Abandonments/ Vacations P GC34090
Closures P GC34090
Common Greens C+5 GC34090 Maintenance, assessments
Community Garden License
Agreements C+5 GC34090
Easements, Dedications, Rights-ofWay P GC34090
Field Books P GC34090
Incident Reports Cl+7 GC34090 Damage to parks, facilities Intersection Records C+2 GC34090 Includes correspondence, volume counts, accident history
Inventory, Equipment A+2 GC34090 Warranties, purchase orders Landscaping Records C+2 GC34090 Plants, tree maintenance, work orders, contracts, complaints, specifications, photos, reports
Landscape Drawings 2 GC34090 Drawings
Lighting C+2 GC34090 Maintenance, work orders
34 PR&MS (continued)
Records Series Title Retention Citation Remarks
Maps P GC34090
Irrigation, plot plans, fire hydrants, lighting
districts, wheel chair ramps, storm drains,
streets, sidewalks, utilities
Maintenance and Operations C+2 GC34090d
Service requests, invoices, supporting
documentation; buildings, equipment, field
engineering, public facilities including work
orders and graffiti removal
Master Plans C+2 GC34090 Copies
Parking:
Lots
Regulations
C+2
S+2
GC34090
GC34090
PG&E Programs C+5
Reports/Studies Cl+2 GC34090
Tree removal permits C+5 GC34090
CITY GARAGE
Accident Reports, Vehicle Cl+2 GC34090 memos and working documents Fueling A+3 CCP 337
Meter readings, fuel consumption reports,
invoices, receipts and records pertaining to
refueling operations
Hazardous Waste Disposal C+10 CAL OSHA;
40 CFR 122.21
Documentation re: the handling and disposal
of hazardous waste
Inventory, Equipment Parts &
Supplies L+2 GC34090 Includes vehicles and related documents re repairs Inventory, Vehicle Ownership and
Title L+2 GC34090
Owner’s manual, warranty documents,
Department of Motor Vehicle title and
registration, and related documents
Licenses, Permits C+2 GC34090 Forms, related documentation re: licenses and permits required by federal and state agencies
Maintenance and Operations L+2 GC34090
Related to requests for service and work
orders for fuel, vehicle and equipment
maintenance and repairs
Vehicle Assignment C+2 GC34090 Log books, request forms, lists 35 RECORDS RETENTION SCHEDULE
PUBLIC WORKS
Public Works
Records Series Title Retention Format Citation Remarks
ENGINEERING
Capital Improvement Projects Cl+10 HC
CCP337.15
Supporting documents including bidders list,
reports, plans, work orders, schedules, etc.
Capital Improvement Project
PlansP HC/Electr. GC34090 Infrastructure plans – streets, curbs, gutters, sidewalks, storm drains, water, sewer, parks, roads, streets, right-of-way, bridges & facilities
Capital Improvement Project
Specifications
P Electr. Infrastructure specifications, streets, curbs, gutters, sidewalks, storm drains, water, sewer,
parks, roads, streets, right-of-way, bridges &
facilities
Construction Tracking Daily
CL+10 HC CCP337.15 Daily Tracking
Drawings, Traffic Control Plan P HC/Electr. GC34090a Signs, signing & striping, road construction Flood Control Cl+2 HC/Electr. GC34090d Storm Drains
Flood Records P HC GC34090
Maps, Plats & Survey P HC/Electr. GC34090a Engineering & field notes and profiles, section of roads, streets, right-of-way, bridges; may
include annexations, parks, tracts, block,
storm drains, water easements, bench marks,
trees, grading, landfill, base maps, recording
data etc. (electronic files/Laserfiche)
Minutes P HC Bicycle & Pedestrian Advisory Committee
(BPAC), Traffic Advisory Committee (TAC)
Notices and Agendas C+2 Electr. Bicycle & Pedestrian Advisory Committee (BPAC), Traffic Advisory Committee (TAC)
Oversize Load C+2 HC GC34090 Transportation Permit
Parking C+2 HC GC34090 Residential
Permits:
Encroachment P HC/Electr. GC34090 Curb, gutter, sidewalk, driveway approach, sewer, lateral, clean out etc.
(hard copy documents can be destroyed once
an electronic copy is created in electronic
files/Laserfiche)
Hauling & Grading Permit P HC/Electr. Hauling and moving of excavated earth Photographs – Aerial S+2 Electr. GC34090d Aerial photographs Programs:
Federal Programs C+3 HC 23CFR633 (a)
& (c)
Reports:
Bridges & Overpasses L Electr. GC34090 Life of structure Inspection L Electr. GC34090 Includes intersection, sidewalks, bridges and overpasses, keep for the life of structure &
facilities
Studies S Electr. GC34090 Traffic volume, accident history, requests, statistics, drawings supporting traffic devices,
geotechnical report
Traffic Count S HC GC34090 Evaluation of traffic volume 36 Requests for Proposals (RFP’s) C+2 HC GC34090 Retention for Department historical value Special Districts P Electr. GC34090a Supporting documents re: improvement, lighting, underground utility; bonds, taxes, &
construction
Speed Limits S+2 HC GC34090
Street/Alley
(Abandonment/Vacation)
P Electr. GC34090d Relinquishment of rights and fee title Studies, Special Projects & Noise
Areas
Cl+2 HC GC34090d Engineering, Joint Powers, noise,
transportation
Maintenance
Routes, School Bus & Truck C+2 GC34090 Truck Routes, Access Ramps, Rest Areas Signage L+2 GC34090 Log books, index register cards, inventory lists, records of traffic signs
Traffic Signals P GC34090 Logs, drawings, wiring diagrams, codes, circuit numbers, installation records, testing and maintenance
WQCP
Facilities P GC34090 If city owned
Underground utilities P
GC34090
GC4003,
GC4004;
H&S 19850
Billing/Customer Records C+2 GC34090 Billings, correspondence, complaints Connection Records P GC34090 Maps, water line connections Inventory, Equipment C+2 GC34090
Location records P GC34090 Mains, valves, hydrants, wells Maintenance and Operations: C+3 GC34090 Includes work orders, inspection, repairs, cleaning, reports, complaints
Service C+3 GC34090 Includes work orders, entry cards, manholes, service to property owners
Well & Pumping C+2 GC34090 Times operational, power used and quantity Maps P GC34090 Line location; easements
Master Plans C+2 GC34090 Copies
Meter Operations C+3 GC34090 Reader reports, orders, tests Maintenance Reports plus meter ID, all is kept in financial system
Permits See desc. May depend on terms of state or federal agency Rates S+2 GC34090
Reclamation C+5 40CFR122.41 Daily operations including sewage flow, grit removal, chlorine usage, lab analysis results, etc.
Reports:
Conservation C+2 GC34090
Consumption C+2 GC34090
Corrosion Control C+12 40 CFR 141.91 Compliance documentation Discharge Monitoring C+5 40 CFR 122.41 Average amount of pollution discharged into waters of municipality
Drinking Water Corrections C+10 40 CFR 141.33
Hydrograph P GC34090 Daily flow of streams
Lead Service Line C+12 40 CFR 141.91 Compliance documentation Public Education C+12 40 CFR 141.91 Compliance documentation Quality Parameters C+12 40 CFR 141.91 Compliance documentation Sanitary Surveys C+10 40 CFR 141.33 Statistics, reports, correspondence Source Water C+12 40 CFR 141.91 Compliance documentation, e.g. lead & copper State Certification C+12 40 CFR 141.91 Compliance documentation Variances, Water System C+5 40 CFR 141.33
Well Level C+2 GC34090
37 Public Works
(continued)
Records Series Title
Retention Citation Remarks
Sources, water C+2 GC34090 May include wells, rivers, lakes, districts Surveyor Field Notes P GC34090 Notes preparatory to maps of water installations Surveys, Water System Sanitary C+10 40 CFR 141.33 Statistics, reports, correspondence Tests
Bacteriological Analysis: C+5 40 CFR 141.33
Compliance records include location, date,
method and results; corrections, analysis of
bacterial content
Chemical Analysis C+10 40 CFR 141.33
Compliance records include location, date,
method used and results; corrections, analysis
of chemical content
Quality C+12 40 `CFR
141.91
Compliance documentation including sampling
data, analysis, reports, surveys, documents,
evaluation, schedules, valves, etc.
Valve Main Records P GC34090
Violations, Drinking Water C+3 40 CFR 141.33 Retention applies to each violation