CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
Update: November 10, 2020
CATEGORIES / RECORD SERIES RETENTION
PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #
SEE LEGEND
100 GENERAL ADMINISTRATION
101 OFFICE ADMINISTRATION AND
MANAGEMENT
101 -15 Video Surveillance (High-Definition
Video) CU+60 days Originating
Department
HD Live-feed Video surveillance to protect our business interests, securing facilities, and maintaining appropriate public access (applies to systems installed after 05/28/2020).
GC 34090.6 N/A
101 -16 Video Surveillance (Low-Definition
Video) CU+1 Originating
Department
Video surveillance storage to protect our business interests, securing facilities, and maintaining appropriate public access (applies to systems installed after 05/28/2020).
GC 34090.6 N/A
101 -17 Americans with Disabilities Act (ADA)
Complaints and Requests for
Accommodation
CU+3 All Departments
Correspondence and documentation related to ADA
complaints and requests for accommodation
Americans with Disabilities Act of
1990 (ADA) and Section 504 of the
Rehabilitation Act of 1973
N/A
102 INFORMATION AND TECHNOLOGY
SYSTEMS
102 -06 List of Enterprise Applications CU+2 ITD List of Enterprise systems that are used by mulitple departments and contain public data.
GC 7922.700 N/A
200 COMMUNITY DEVELOPMENT
203 PLANNING
203 -01 Drawings, Project Plan CU+2 CDD, DPW Broad policies or topics not tied to a specific address (does not include those usually filed with a project).
GC 34090(d) DEV011
203 -02 Project files Planning and Zoning: Not
Complete or Denied
CL+2 CDD, DPW Planning Permit applications not approved (plan versions with building, engineering, planning).
GC 34090(d) DEV024
203 -03.2 Maps (except Tentative and Final Parcel
and Subdivision Maps)
P CDD Various maps created for general information such as zoning maps, general plan maps, maps of specified uses, parcel size, building age, aerials, etc.
N/A
203 -04 Sample Materials Submitted with Planning
Permit Applications for Approval
CL+2 CDD Roof, glass, paint, etc. samples - keep as long as project is in approval process plus 2 years. Original is then scanned or photographed, original destroyed, and photo or scan filed in project file.
GOV 34090 NEW
203 -06.1 Sureties (Bonds, Cash Deposits)
Housing; Commercial Development
CL+10
, CL+4
CDD, FIN Housing; Industrial Development (CL+10); Revenue Bond documentation (CL+4).
CCP 337.5, CCP 337 DEV003,
DEV058
203 -06.2 Sureties (Bonds, Cash Deposits):
Revenue Bond documentation
CL+4 CDD, FIN Revenue Bond documentation. CCP 337.5, CCP 337 DEV003, DEV058
203 -13.1 General Plan Amendments P CDD Approved and denied. GC 34090 GC 65103; GC 50110 DEV069 203 -13.2 General Plan Amendments Intiations P CDD Approved and denied. GC 34090 GC 65103; GC 50110 N/A 203 -17 Estoppel Certificates CL+15 CDD, DPW, ESD,
OCM
Estoppel certificates. GC 34090 N/A
300 LIBRARY AND RECREATION SERVICES
301 LIBRARY AND RECREATION
ADMINISTRATION
SEE LEGEND
Attachment 3
CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
Update: November 10, 2020
CATEGORIES / RECORD SERIES RETENTION
PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #
SEE LEGENDSEE LEGEND
301 -04 Surveys CU+4 LRS Completed surveys from customer appreciaton day, program evaluations, etc.
GC 34090 ADMIN143
301 -05 Hazardous Material Plan S+2 LRS Hazardous material plan. OSHA,GC34090 ADMIN170 301 -11 Facility Rental/Use; facility maintenance
and operations
CU+2 LRS Contracts, insurance binders, liability releases and receipts. GC34090;GC 34090(d) DEV063, DEV064
302 PROGRAMS/SERVICES
302 -01 Active Aging CU+3 LRS Items related to the active aging program. GC 34090 PW017 302 -02 Care Management CU+3 LRS Case records GC 34090 PW017 303 LIBRARY SERVICES
303 -01 Reports: State Library Reports CU+2 LRS CA state Library Reports and supporting documents, State Library report.
GC 34090 ADMIN138
303 -02 Reports: Circulation Reports CU+3 LRS Circulation activity, credit bureau, delinquency notices/fines, circulation reports.
GC 34090 ADMIN140
304 SPORTS AND FACILITIES
304 -01 Facilty Rentals/Use; Facility Maintenance
and Operations
CU+2 LRS Permits, Contracts, diagrams, schedules, insurance binders, facility rental applications, liability releases and receipts, maint and ops service requests, etc.
GC34090;GC 34090(d) DEV063,
DEV064
400 FINANCIAL AND FISCAL
404 PAYROLL
404 -02 Deferred Compensation T+5 FIN Records of employee contributions and city payments; PERS Employee Deduction Reports.
GC 34090; 26 CFR 1.6001-1* (*29
CFR 1627.3(2) )
FIN037
404 -04 Paycheck Stuffers CU+2 FIN GC 34090 ADMIN158
406 BUDGET
406 -01 Budget Development AU+2 FIN Reports and related papers used during City Manager reviews; various staff notes, analyses and supporting docs generated during budget reviews; budget development reports with
historical spending, position allocations, department build- ups, requests for operating/project budget baseline
adjustments and SLA, performance indicators. Accounting period reports provide budget to actual information for programs, funds, and transaction detail for the period; periodic fund allocations (interest, gas tax, DED indirect cost allocations); Automated Call Distributor reports.
GC 34090 FIN007
406 -02.2 Budget: Adopted P FIN Adopted budget, and all records pertaining to the adopted budget; including any items adopted with annual budget, such as Fee Schedule, Sunnyvale Financing Authority
Budget, Redevelopment.
GC 34090 FIN019
406 -06 Proposed Budget CU+2 FIN Recommended Budget presented to Council. GC 34090.7 N/A 406 -04 Redevelopment Agency Budgets P FIN, CDD Includes annual audit. GC 34090, 40802, 53901 DEV060 406 -05 Redevelopment Relocation Files CL+2 FIN, CDD-RDA e.g., Redevelopment. GC 34090 DEV079 410 REDEVELOPMENT
410 -01 Redevelopment Agency Budgets P FIN, CDD Includes annual audit. GC 34090, 40802, 53901 DEV060 410 -02 Redevelopment Relocation Files CL+2 FIN, CDD-RDA e.g., Redevelopment. Applies to acquisition activities and displacement.
GC 34090 DEV079
410 -03 Redevelopment Bond Issues P FIN GC 34090
Attachment 3
CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
Update: November 10, 2020
CATEGORIES / RECORD SERIES RETENTION
PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #
SEE LEGENDSEE LEGEND
500 PERSONNEL
503 RISK MANAGEMENT
503 -09 Photographs, Negatives, Film CL+2 Y HR Related to risk management GC 34090, CCP 335.1 ADMIN131 503 -12 Damage Claims CL+7 Y HR Paid/Denied. Examples: Claims against the City; liability claims. GC 34090; GC 25105.5 ADMIN125 504 VOLUNTEERS
504 -01.1 Volunteer Records - Placed T+3
: Placed
CU+2: Not
Placed
HR Volunteer recruitment, applications, records, volunteer agreements to serve (signed original), and volunteer
timecards/timesheets.
GC 34090 ADMIN173,
ADMIN174
504 -01.2 Volunteer Records - Not Placed CU+2 HR Volunteer recruitment, applications, records. GC 34090 ADMIN 174 508 LABOR RELATIONS
508 -03.2 Employee Rights: Non-Sworn
Employees
T+3 HR May include Arbitration, grievances or complaints (initiated by an individual employee), union requests, sexual
harassment and Civil Rights, disciplinary actions.
GC 12946; 29 CFR 1602.12 ADMIN062,
ADMIN062.1
508 -06 Group Grievance CL+15 HR Grievences or complaints (initiated by a bargaining unit or union), and Public Employement Relations Board (PERB)
cases (initiated by an individual or bargaining unit).
GC 12946; 29 CFR 1602.12 ADMIN062,
ADMIN062.1
600 CITY MANAGER ADMINISTRATION,
LEGISLATIVE AND LEGAL
601 CITY MANAGER ADMINISTRATION
601 -16 Recordings: tapes, audio, video for
Minutes Preparation
CU+1 OCM, Originating
Department
Audio or video tapes, CDs, DVDs or other electronic media used for minutes preparation. Examples: recordings of City Council meetings, Planning Commission meetings, boards and
commission meetings.
GC 34090.7; GC 54953.5.(b) ADMIN107
601 -17 Recordings: tapes, audio, video: City
Council Meetings
CU+10 OCM Audio or video tapes, CDs, DVDs or other electronic media for historical purposes. Example: Council meeting recordings.
GC 34090.7 ADMIN107.1
604 LEGISLATIVE AND/OR LEGAL
DOCUMENTS
604 -04 Archive: Including Info Only Reports CU+10 OCM Information Only reports to Council, and Reports to Commissions, Agenda-related memos to Council.
GC 34090(d) ADMIN088
604 -12 Public Comments for City Council,
Board and Commissions Meetings
CU+2 OCM, Originating
Department
Comments submitted by members of the public for
Councilmembers, Board and Commissioner Members
review.
GC 34090 N/A
CU+1
45 Days
604 -14 Recordings: tapes, audio, video: City
Council Meetings
CU+10 OCM Audio or video tapes, CDs, DVDs or other electronic media for historical purposes. Example: Council meeting
recordings.
GC 34090.7 ADMIN107.1
700 PUBLIC SAFETY
701 FIRE SAFETY ADMINISTRATION
604 -13 Recordings: tapes, audio, video for
Minutes Preparation
OCM, Originating
Department
Audio or video tapes, CDs, DVDs or other electronic media used for minutes preparation. Examples: recordings of City GC 34090.7; GC 54953.5.(b) ADMIN107
Attachment 3
CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
Update: November 10, 2020
CATEGORIES / RECORD SERIES RETENTION
PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #
SEE LEGENDSEE LEGEND
701 -08 Facility Fire Administrative/Technical
Errata
L DPS Retain for life of building/structure or activity.
GC 34090, CA Fire Code 104.6 N/A
704 HAZARDOUS MATERIALS
704 -09 Underground Storage tank CU+5 DPS, DPW, ESD UPCF Form - A:Facility Info; B: Tank Info; C: Cert of Installation; D: Monitoring Plan / Data Dictionary Elements / Inspection reports: Installation, Compliance, Removal / Enforcement records: AED,Red Tag, Cilvil/Criminal, NOV/NTC / Detailed records to report summaries - RPT 3,4,6 / Surcharge billing and collection records, Data Dictionary Elements.
GC 34090 PS026.01,
PS026.02,
PS026.04,
PS026.05,
PS026.06,
PS026.07
704 -10 Underground Storage tank CU+1 Y DPS, DPW, ESD Permits/transfer of permits. GC 34090 PS026.03 704 -13 Underground Storage tank CU+1 DPS, DPW, ESD SIR annual report. GC 34090 PS026.14 704 -14 Underground Storage tank CU+7 DPS, DPW, ESD Unauthorized release records. GC 34090 PS026.15 704 -15 Underground Storage tank P Y DPS, DPW, ESD Closure documents - proposal for compliance, noncorrosive liquid test results, proper disposal documents, soil/water analysis report.
GC 34090 PS026.19
704 -16 Underground Storage tank S+2 DPS, DPW, ESD Compliance statement, designated operator designation, employee training approval for unstaffed sites.
GC34090 PS026.20,
PS026.21
704 -17 Underground Storage tank CU+1 DPS, DPW, ESD Miscellaneous - groundwater monitoring reports, gas sampling reports, proposed cleanup plan.
GC 34090 PS026.22
705 LAW ENFORCEMENT ADMINISTRATION
705 -09.1 Internal Affairs Administrative Investigative Files
CL+15
CL+6
Y DPS PC832.5, EVC1040, GC12946,
PC801.5; 803(c)VC2547
PS037
705 -09.2 Internal Affairs Administrative
Investigative Files - involve a sustained
finding of misconduct
CL+15 Y DPS
707 POLICE SERVICES
707 -07 Equipment Radio Logs (Communication) CU+2 DPS Documents problems, malfunctions, resolution to provide equipment performance history.
GC 34090 PS111
900 ENVIRONMENTAL SERVICES
909 SOLID WASTE
909 -13 Agreements T+5 Y ESD Franchise agreements, Kirby Canyon Landfill agreement and fee.
N/A
910 SMART STATION
910 -05 Environmental Review Information P ESD Studies and reports related to SMaRT Station operations, sea level rise impact.
N/A
Attachment 3