Agenda Item No. 4
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Jennifer Crawford, Assistant City Manager— ,
Kimberly Everts, Deputy Rent Administrator/Records Technician CNIC FOR: City Council Meeting of November 28, 2022
SUBJECT: Revisions to the City-wide Adopted Records Retention Schedule RECOMMENDATION:
That City Council adopt Resolution No. 2022-62, rescinding Resolution No. 2009-66, and approving the revised City-wide Adopted Records Retention Schedule.
DISCUSSION:
On October 26, 2009, City Council adopted Resolution No. 2009-66, authorizing the destruction of certain City records as provided by Section 34090 of the California Government Code, approved an Electronic Mail Management and Retention Policy, and provided the flexibility of making future minor updates and amendments with the approval of the City Manager, City Attorney, and City Clerk. Since the adoption of Resolution No. 2009-66, technology advances and changes in law resulted in the need to reevaluate the retention requirements of records in various departments.
The proposed adoption of Resolution No. 2022-62, is presented to the City Council for consideration as it recommends significant revisions to the City-wide Adopted Records Retention Schedule (Schedule) that will simplify the structure of the Schedule, reorient records to their appropriate location on the Schedule, add new records, eliminate obsolete records, outdated record types, and duplications, correct errors, and encourage the transition to a more paper -free work environment.
The process of transitioning to a more digital environment is nearly effortless with the assurances of document integrity and security that Laserfiche and Tyler Munis Content Management provides.
The State of California defines a "trusted system" for maintaining all electronic records created or stored as an official record 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." IT Division staff has combined the necessary hardware, media storage techniques, and backup to prevent any unauthorized additions, modifications, or deletions to a document.
Exhibit A to Resolution No. 2022-62, is a result of collaboration with staff of all departments to confirm revisions to individual department retention schedules. Additionally, the draft Schedule -21-
has been reviewed by the City Attorney to ensure conformance with the current legal requirements set forth by state law.
FISCAL IMPACT:
There is no fiscal impact as a result of this proposed action. With the adoption of the Revised City-wide Adopted Records Retention Schedule, the City may realize potential cost savings related to the management of City records.
Attachments: A: Resolution No. 2022-62
B: Exhibit A
Approved by:
C: Redlined Records Retention Schedule
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Attachment A
RESOLUTION NO.2022-62
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF YUCAIPA, CALIFORNIA, RESCINDING RESOLUTION NO. 2009-66, AND ADOPTING
A REVISED CITYWIDE RECORDS RETENTION SCHEDULE,
AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS IN
ACCORDANCE WITH THE PROVISIONS OF THE RECORDS RETENTION
SCHEDULE
WHEREAS, the maintenance of numerous records is unnecessary after a certain period of time for the effective and efficient operation of the government of the City of Yucaipa; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required to be maintained by law may be destroyed; and
WHEREAS, in addition to Government Code Section 34090, various other state and federal laws provide for retention periods for certain government records; and WHEREAS, the City of Yucaipa previously set forth a records retention schedule with the adoption of Resolution No. 2009-66; and
WHEREAS, the City Council desires to rescind Resolution No. 2009-66 and adopt a Records Retention Schedule in accordance with Government Code Section 34090 and other applicable state and federal laws.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF YUCAIPA, CALIFORNIA DOES HEREBY RESOLVE, DETERMINE AND ORDER AS FOLLOWS:
Section 1: Resolution No. 2009-66 is hereby rescinded.
Section 2: The Records Retention Schedule, attached hereto as Exhibit "A," is hereby adopted as the records retention schedule for the City of Yucaipa. The records of the City of Yucaipa shall be retained as set forth in the Records Retention Schedule. Updates and amendments to the Records Retention Schedule are hereby authorized to be made with the consent of the City Manager, City Attorney, and City Clerk, without further action by the City Council of the City of Yucaipa.
Section 3: Unless otherwise provided by law, the records of the City of Yucaipa may be destroyed as provided by Section 34090 of the Government Code of the State of California in accordance with the provisions of the Records Retention Schedule upon the request of the Department Head of the Department having control over the record, and with the written consent of the City Attorney and City Clerk, without further action of the City Council of the City of Yucaipa.
Section 4: The City Clerk shall certify as to the adoption of this Resolution.
Section 5: This Resolution shall be deemed effective upon adoption. -23-
PASSED, APPROVED and ADOPTED by the City Council of the City of Yucaipa this 281h day of November, 2022.
ATTEST:
Jennifer Crawford
City Clerk
David Avila
Mayor
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Exhibit A
CITY OF
'�,J M
Y OF YUCAIPA
RECORDS RETENTION
SCHEDULE
-25-
Exhibit A
The following guidelines represent legal requirements for the retention of local government records. The records of the City of Yucaipa shall be retained as set forth in this Records Retention Schedule. Records may be destroyed in accordance with the provisions of this Records Retention Schedule upon the request of the Department Head and with the written consent of the City Attorney and the City Clerk, without further action by the City Council of the City of Yucaipa. With the consent of the City Manager, City Attorney, and City Clerk, updates and amendments are authorized to be made to the Records Retention Schedule without further action by the City Council. Records that may not be addressed in this document will be reviewed by the City Clerk and approved by the City Attorney for the determination of the appropriate legal citation and retention period.
DOCUMENT REVISION HISTORY
Row#
Revision
Revision Description
Revision Tracking Notes
Date
1 06/2011
Added "PE" to footers
Added Permanent Electronic (PE)
2 02/2013
Clarified "PE" and destruction of
Modified scanned column to reflect LF storage eligibility paper copies
3 06/2013
Added "Marketing and Publicity
Added new Record Series "Marketing and Publicity
Materials"
Materials" to Administration Department
4 10/2013
Added "Historical'
Added new Record Series "Historical" to General
Services/City Clerk Department
Simplified the structure of the Schedule; Reoriented
5 11/2022
Comprehensive Update
records to their appropriate location in the Schedule;
Added new records; Eliminated obsolete records, outdated record types, and duplications; and corrected errors
-26-
Exhibit A
TABLE OF CONTENTS
CITATIONS............................................................................................................................................................................................................................ XI ADMINISTRATION/RISK MANAGEMENT.................................................................................................................................................................. 1 Accident, Reports (City Assets).......................................................................................................................................................................................... 1 Accident, Incident, Injury Reports — Public (Claim).......................................................................................................................................................... 1 Accident, Incident, Injury Reports — Public (Non-Claim).................................................................................................................................................. 1 AdministrativeHearings..................................................................................................................................................................................................... 1 Agendas.............................................................................................................................................................................................................................. 1 Appeals, Civil..................................................................................................................................................................................................................... 1 Bids, RFQ's, RFP's (Documents)........................................................................................................................................................................................ 1 Bids, RFQ's, RFP's (Successful)......................................................................................................................................................................................... 1 Bids, RFQ's, RFP's (Unsuccessful)..................................................................................................................................................................................... 1 CityCouncil Correspondence............................................................................................................................................................................................. 1 CityCouncil Subcommittees.............................................................................................................................................................................................. 1 CityManager Council Reports and Memos........................................................................................................................................................................ 1 CityManager Project files.................................................................................................................................................................................................. 1 Claims, Against City........................................................................................................................................................................................................... 1 Claims, By City................................................................................................................................................................................................................... 2 Correspondence, Routine.................................................................................................................................................................................................... 2 Litigation/Lawsuits............................................................................................................................................................................................................. 2 Litigation/Lawsuits (High Profile)...................................................................................................................................................................................... 2 Marketingand Publicity Materials..................................................................................................................................................................................... 2 Policies/Procedures, Administrative................................................................................................................................................................................... 3 RiskManagement Reports.................................................................................................................................................................................................. 3 EMERGENCYMANAGEMENT....................................................................................................................................................................................... 3 Correspondence, Routine.................................................................................................................................................................................................... 3 Emergency Response & Preparedness Planning................................................................................................................................................................. 3 EmergencyDocuments....................................................................................................................................................................................................... 3 Grants - Federal, State & Local - Successful...................................................................................................................................................................... 3 Grants- Federal, State & Local - Unsuccessful.................................................................................................................................................................. 3 Marketingand Publicity Materials..................................................................................................................................................................................... 3 -27- Table of Contents, Page i
Policies/Procedures, Administrative................................................................................................................................................................................... 3 BUILDINGAND SAFETY.................................................................................................................................................................................................. 4 BuildingPermit Database................................................................................................................................................................................................... 4 BuildingPermits, Issued..................................................................................................................................................................................................... 4 Building Plans/Construction Documents (Commercial and required multi -family structures).......................................................................................... 4 Building Plans/Construction Documents, Institutional....................................................................................................................................................... 4 Building Plans/Construction Documents (SFR)................................................................................................................................................................. 4 CodeBooks......................................................................................................................................................................................................................... 4 ProjectsNot Completed or Denied..................................................................................................................................................................................... 4 Reports Annual Historical Reports of Bldg. Permit Activity............................................................................................................................................. 4 Reports Monthly & Periodic Reports of Bldg. Activity..................................................................................................................................................... 4 Soils Reports and Geo-technical Reports accompanied by site plan, if available.............................................................................................................. 4 CODEENFORCEMENT..................................................................................................................................................................................................... 5 AbandonedVehicles........................................................................................................................................................................................................... 5 Abatement, Code Enforcement................................................................................................. 5 ..........................................................................................
BannerPermits, Temporary Signs...................................................................................................................................................................................... 5 CaseFiles (Code Enforcement).......................................................................................................................................................................................... 5 Complaints/Violations, Building, Property and Zoning..................................................................................................................................................... 5 CorrectionNotices, Stop Work Orders, etc........................................................................................................................................................................ 5 Correspondence, Routine.................................................................................................................................................................................................... 5 GraffitiReports & Photographs.......................................................................................................................................................................................... 5 Liens& Releases — Support Documentation...................................................................................................................................................................... 5 Permit, Parking................................................................................................................................................................................................................... 5 Permit, Temporary Use Permit........................................................................................................................................................................................... 5 Policies/Procedures, Administrative................................................................................................................................................................................... 5 COMMUNITYSERVICES................................................................................................................................................................................................. 6 Agendas.............................................................................................................................................................................................................................. 6 Bids, RFQ's, RFP's (Documents)........................................................................................................................................................................................ 6 Bids, RFQ's, RFP's (Successful)......................................................................................................................................................................................... 6 Bids, RFQ's, RFP's (Unsuccessful)..................................................................................................................................................................................... 6 ClassRosters and Enrollments........................................................................................................................................................................................... 6 Contracts............................................................................................................................................................................................................................. 6 Correspondence, Routine.................................................................................................................................................................................................... 6 EnrollmentForms............................................................................................................................................................................................................... 6 31 ME
Evaluations/Surveys of Programs....................................................................................................................................................................................... 6 FacilityRentals/Use............................................................................................................................................................................................................ 6 Grants - Federal, State & Local - Successful...................................................................................................................................................................... 6 Grants - Federal, State & Local - Unsuccessful.................................................................................................................................................................. 6 LiabilityRelease Forms...................................................................................................................................................................................................... 6 Marketingand Publicity Materials..................................................................................................................................................................................... 6 PermissionSlips.................................................................................................................................................................................................................. 7 Policies/Procedures, Administrative................................................................................................................................................................................... 7 ReceiptCopies.................................................................................................................................................................................................................... 7 SpecialEvent Permits......................................................................................................................................................................................................... 7 FINANCE/ACCOUNTING/PAYROLL............................................................................................................................................................................. 8 AccountsPayable................................................................................................................................................................................................................ 8 AccountsReceivable........................................................................................................................................................................................................... 8 AnnualAudit Reports (Copies) ................................................................................................................................................. 8 AnnualAudit Reports (Originals)....................................................................................................................................................................................... 8 Annual Audit Reports, Back Up and Supporting Documents............................................................................................................................................ 8 AssessmentDistricts........................................................................................................................................................................................................... 8 AssessmentRolls................................................................................................................................................................................................................ 8 BankDeposits / Deposit Transmittal Records.................................................................................................................................................................... 8 BankReconciliations.......................................................................................................................................................................................................... 8 BankStatements................................................................................................................................................................................................................. 8 Bids, RFQ's, RFP's (Documents)........................................................................................................................................................................................ 8 Bids, RFQ's, RFP's (Successful)......................................................................................................................................................................................... 8 Bids, RFQ's, RFP's (Unsuccessful)..................................................................................................................................................................................... 9 Bonds, Transcripts/Certificates of Participations............................................................................................................................................................... 9 Bonds.................................................................................................................................................................................................................................. 9 Bonds, Account Statements................................................................................................................................................................................................ 9 Bonds, Administration........................................................................................................................................................................................................ 9 Bonds, Coupons.................................................................................................................................................................................................................. 9 BudgetAdjustments/Amendments..................................................................................................................................................................................... 9 Budgets, Adopted (Copies)................................................................................................................................................................................................. 9 Budgets, Adopted (Originals)............................................................................................................................................................................................. 9 BudgetHearing & Review.................................................................................................................................................................................................. 9 BudgetWorksheets............................................................................................................................................................................................................. 9 BusinessLicense (Yucaipa)................................................................................................................................................................................................ 9 BusinessLicense (outside Yucaipa)................................................................................................................................................................................... 9 Business License (home -based business)........................................................................................................................................................................... 9 -29-
CAFR - Comprehensive Annual Financial Reports............................................................................................................................................................ 9 CALPERSBi-Weekly Reports............................................................................................................................................................I.............................. 9 CapitalImprovement Projects, Financial Records............................................................................................................................................................ 10 CashReceipts & Summaries............................................................................................................................................................................................. 10 Cashier's Reports/Daily Revenue...................................................................................................................................................................................... 10 Certified Mail/Electronic/Postage Receipts...................................................................................................................................................................... 10 Chartof Accounts............................................................................................................................................................................................................. 10 Checks............................................................................................................................................................................................................................... 10 Correspondence, Routine.................................................................................................................................................................................................. 10 CreditCard, Agreements.................................................................................................................................................................................................. 10 DepositLog Sheets/Books................................................................................................................................................................................................ 10 EncumbranceReports....................................................................................................................................................................................................... 10 Escheat(Unclaimed Money / Uncashed Checks)............................................................................................................................................................. 10 FinancialStatements......................................................................................................................................................................................................... 10 Fines, Civil and Penalties.................................................................................................................................................................................................. 10 Fines, False Alarm............................................................................................................................................................................................................ 10 Fines, JDS......................................................................................................................................................................................................................... 10 Fines, NSF........................................................................................................................................................................................................................ 10 Fines, Parking Citations..................................................................................
Fines, Restitutions............................................................................................................................................................................................................. 10 FixedAssets, Annual Listing............................................................................................................................................................................................ 11 GasTax............................................................................................................................................................................................................................. 11 GeneralJournal Reports.................................................................................................................................................................................................... 11 GeneralLedger (GL) Year End Reports........................................................................................................................................................................... 11 Grants, Community Development Block Grants (CDBG)............................................................................................................................................... 11 IRSForms (1099, 1096, W9)............................................................................................................................................................................................ 11 IRSTax Forms (W2, W4)................................................................................................................................................................................................. 11 InvestmentRecords........................................................................................................................................................................................................... 11 Payroll, Tax Reports......................................................................................................................................................................................................... 11 PermitFees....................................................................................................................................................................................................................... 11 PettyCash Receipts.......................................................................................................................................................................................................... 11 PettyCash Records........................................................................................................................................................................................................... 11 Policies/Procedures, Administrative................................................................................................................................................................................. 12 PurchaseOrders / Requisitions......................................................................................................................................................................................... 12 Redevelopment Statement of Indebtedness...................................................................................................................................................................... 12 Refundsand Credits.......................................................................................................................................................................................................... 12 SignatureCards & Authority............................................................................................................................................................................................ 12 StateControllers Report .................................................................................................................................................................................................... 12 M
-30-
Taxes, Receivable............................................................................................................................................................................................................. 12 Timecards/Sheets.............................................................................................................................................................................................................. 12 Transient Occupancy Taxes TOT....................................................................................... 12 TravelExpense Reimbursements...................................................................................................................................................................................... 12 TrialBalance Detail Reports............................................................................................................................................................................................. 12 TrustAccounts.................................................................................................................................................................................................................. 12 VehicleImpound Fees...................................................................................................................................................................................................... 12 VendorRegister................................................................................................................................................................................................................ 12 WarrantRegister............................................................................................................................................................................................................... 12 GENERAL SERVICES/CITY CLERK............................................................................................................................................................................ 13 AB939 Annual Reports.................................................................................................................................................................................................... 13 Affidavits of Publications/Public Hearing Notices........................................................................................................................................................... 13 AgendaPackets................................................................................................................................................................................................................. 13 Agendas............................................................................................................................................................................................................................ 13 Agreements, Capital Improvement................................................................................................................................................................................... 13 Agreements, Contractors.................................................................................................................................................................................................. 13 Agreements, Franchise...................................................................................................................................................................................................... 13 Agreements, Joint Powers (JPA)/Mutual Aid................................................................................................................................................................... 13 Agreements, School District............................................................................................................................................................................................. 13 Articlesof Incorporation................................................................................................................................................................................................... 13 Audioand/or Video Recordings....................................................................................................................................................................................... 14 Bids, RFQ's, RFP's (Documents)...................................................................................................................................................................................... 14 Bids, RFQ's, RFP's (Successful)....................................................................................................................................................................................... 14 Bids, RFQ's, RFP's (Unsuccessful)................................................................................................................................................................................... 14 Certificatesof Destruction................................................................................................................................................................................................ 14 Citizen Service Applications to Boards, Commissions, and Committees (Not Selected)................................................................................................ 14 Citizen Service Applications to Boards, Commissions, and Committees (Selected)....................................................................................................... 14 Correspondence, Routine.................................................................................................................................................................................................. 14 Elections, Ballots (Prop 218)............................................................................................................................................................................................ 14 Elections, Calendar........................................................................................................................................................................................................... 14 Elections, Candidates Statements (Successful)................................................................................................................................................................. 14 Elections, Candidates Statements (Unsuccessful)............................................................................................................................................................ 14 Elections, Canvass............................................................................................................................................................................................................ 14 Elections, Certificates of Election..................................................................................................................................................................................... 14 Elections, Nomination Papers (Successful)...................................................................................................................................................................... 14 Elections, Nomination Papers (Unsuccessful).................................................................................................................................................................. 14 Elections, Notifications & Publications............................................................................................................................................................................ 15 v
-31-
Elections, Oath of Office.................................................................................................................................................................................................. 15 Elections, Petitions............................................................................................................................................................................................................ 15 Elections, Sample Ballot................................................................................................................................................................................................... 15 EthicsTraining (AB 1234)............................................................................................................................................................................................... 15 FPPC - Campaign Disclosure Filings, Candidates (Elected Officials)............................................................................................................................. 15 FPPC — Campaign Disclosure Filings, Candidates (Not Elected).................................................................................................................................... 15 FPPC- Campaign Disclosure Filings, Copies.................................................................................................................................................................. 15 FPPC - Campaign Disclosure Filings, Other Committees................................................................................................................................................ 15 FPPC — Candidate Intention Statement, Elected Officials................................................................................................................................................ 15 FPPC — Candidate Intention Statement, Not Elected........................................................................................................................................................ 15 FPPC - Statement of Economic Interest - Designated Employees................................................................................................................................... 15 FPPC — Statement of Economic Interest — Lobbyist Reporting........................................................................................................................................ 16 FPPC - Statement of Economic Interest - Public Officials............................................................................................................................................... 16 Grants - Federal, State & Local - Successful.................................................................................................................................................................... 16 Grants - Federal, State & Local - Unsuccessful................................................................................................................................................................ 16 Historical........................................................................................................................................................................................................................... 16 Insurance- Certificates..................................................................................................................................................................................................... 16 LegalAdvertising............................................................................................................................................................................................................. 16 Liens& Releases.............................................................................................................................................................................................................. 16 MaddyAct List / Committee Rosters............................................................................................................................................................................... 16 MaintenanceContracts..................................................................................................................................................................................................... 16 Marketingand Publicity Materials................................................................................................................................................................................... 17 MeetingNotices................................................................................................................................................................................................................ 17 Minutes............................................................................................................................................................................................................................. 17 MobilehomePark, General Files...................................................................................................................................................................................... 17 MobilehomePark, NOI, CPI, Loss of Amenity................................................................................................................................................................ 17 MobilehomePark, Permit to Operate............................................................................................................................................................................... 17 Municipal Code & Development Code .................
Ordinances........................................................................................................................................................................................................................ 17 Policies/Procedures, Administrative................................................................................................................................................................................. 17 Proclamations.................................................................................................................................................................................................................... 17 PublicRecords Request.................................................................................................................................................................................................... 17 RecordedDocuments........................................................................................................................................................................................................ 17 RecordsManagement, Working Copy.............................................................................................................................................................................. 17 RecordsManagement, Destruction Certification.............................................................................................................................................................. 17 RecordsRetention............................................................................................................................................................................................................. 17 Resolutions....................................................................................................................................................................................................................... 17 Subpoenas/Summons........................................................................................................................................................................................................ 17 ►jai
-32-
VehicleOwnership & Title............................................................................................................................................................................................... 18 INFORMATIONTECHNOLOGY...................................................................................................................................................................................18 Bids, RFQ's, RFP's (Documents)...................................................................................................................................................................................... 18 Bids, RFQ's, RFP's (Successful)....................................................................................................................................................................................... 18 Bids, RFQ's, RFP's (Unsuccessful)................................................................................................................................................................................... 18 E-Mail, Litigation............................................................................................................................................................................................................. 18 E-Mail, Non Official City Records................................................................................................................................................................................... 19 E-Mail, Non Records........................................................................................................................................................................................................ 19 E-Mail, Official City Records........................................................................................................................................................................................... 20 Exchange Server, Back Ups (Microsoft Outlook Mail Folders)....................................................................................................................................... 20 Exchange Server, Back Ups (Micorsoft Outlook Mail Folders)....................................................................................................................................... 21 InternetPolicies................................................................................................................................................................................................................ 21 Inventory(Hardware)....................................................................................................................................................................................................... 21 Inventory, Logs, Systems Manuals.......................................................................................................................................................
Licenses............................................................................................................................................................................................................................ 21 Network Back Ups, Program Files and Directories.......................................................................................................................................................... 21 NetworkInformation Systems (LAN/WAN).................................................................................................................................................................... 21 Network Database(s), Program Files and Directories....................................................................................................................................................... 21 Network Database(s), Back Ups, Program Files and Directories..................................................................................................................................... 21 Policies/Procedures, Administrative................................................................................................................................................................................. 21 RecreationDatabase......................................................................................................................................................................................................... 21 HUMANRESOURCES...................................................................................................................................................................................................... 23 BenefitPlan Claims.......................................................................................................................................................................................................... 23 BenefitPlan Enrollment.................................................................................................................................................................................................... 23 Bids, RFQ's, RFP's (Documents)................................................................................... ................................................................................................... 23 Bids, RFQ's, RFP's (Successful)....................................................................................................................................................................................... 23 Bids, RFQ's, RFP's (Unsuccessful)................................................................................................................................................................................... 23 Bonds, Personnel Fidelity................................................................................................................................................................................................. 23 Classifications................................................................................................................................................................................................................... 23 Correspondence, Routine.................................................................................................................................................................................................. 23 DeferredCompensation.................................................................................................................................................................................................... 23 DeferredCompensation Reports....................................................................................................................................................................................... 23 Dept. of Fair Employment & Housing Claims................................................................................................................................................................. 23 EmployeeHandbook......................................................................................................................................................................................................... 24 EmployeeRights............................................................................................................................................................................................................... 24 vii
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INS Form I-9 Employment Eligibility Verification Form................................................................................................................................................ 24 MotorVehicle (DMV) Pulls............................................................................................................................................................................................. 24 Negotiations...................................................................................................................................................................................................................... 24 OSHA............................................................................................................................................................................................................................... 24 Payroll, Changes............................................................................................................................................................................................................... 24 PayrollReports................................................................................................................................................................................................................. 24 PERSEmployee Deduction Reports................................................................................................................................................................................. 24 PersonnelFiles.................................................................................................................................................................................................................. 25 PersonnelFiles, Medical................................................................................................................................................................................................... 25 PersonnelFiles, Recruitment............................................................................................................................................................................................ 25 PersonnelReports............................................................................................................................................................................................................. 25 Policies/Procedures, Administrative................................................................................................................................................................................. 25 Reports, Labor Distribution.............................................................................................................................................................................................. 25 Retirement......................................................................................................................................................................................................................... 25 TrainingRecords............................................................................................................................................................................................................... 25 UnemploymentCompensation Files................................................................................................................................................................................. 25 Unpaid/Volunteer Applications........................................................................................................................................................................................ 26 Unpaid/Volunteer Applications........................................................................................................................................................................................ 26 WorkRelease Files........................................................................................................................................................................................................... 26 WorkersCompensation & Dependent Care Reports........................................................................................................................................................ 26 WorkersCompensation and/or Disability Claims............................................................................................................................................................ 26 WorkersCompensation Insurance.................................................................................................................................................................................... 26 PLANNING......................................................................................................................................................................................................................... 27 AddressFiles.................................................................................................................................................................................................................... 27 AgendaPackets................................................................................................................................................................................................................. 27 Annexations...................................................................................................................................................................................................................... 27 Annexations / Boundaries / Consolidations / LAFCO...................................................................................................................................................... 27 Annexation Petitions, Protests & Withdrawals................................................................................................................................................................. 27 BenchmarkData............................................................................................................................................................................................................... 27 Bonds, Development......................................................................................................................................................................................................... 27 Census, Demographics...................................................................................................................................................................................................... 27 Conveyances from or to the City (Deeds, Easements, etc)............................................................................................................................................... 27 Correspondence, Routine.................................................................................................................................................................................................. 27 DevelopmentImpact Fees................................................................................................................................................................................................ 27 DevelopmentConditions.................................................................................................................................................................................................. 27 DevelopmentStandards.................................................................................................................................................................................................... 27 Environmental, California Environmental Quality Act (CEQA) Determinations/Reports (Inside City Boundaries)...................................................... 28 viu
-34-
Environmental, Determinations/Reports (Outside City Boundaries)............................................................................................................................... 28 GeneralPlan and Elements............................................................................................................................................................................................... 28 General Plan and Specific Plan Amendments (Approved)............................................................................................................................................... 28 General Plan and Specific Plan Amendments (Denied)................................................................................................................................................... 28 Grants- Federal, State & Local - Successful.................................................................................................................................................................... 28 Grants - Federal, State & Local - Unsuccessful................................................................................................................................................................ 28 HomeOccupancy Permit.................................................................................................................................................................................................. 28 LandRecords.................................................................................................................................................................................................................... 28 LandUses, Nonconforming.............................................................................................................................................................................................. 28 Marketingand Publicity Materials................................................................................................................................................................................... 28 MasterPlans...................................................................................................................................................................................................................... 28 Permit, Tree Removal....................................................................................................................................................................................................... 29 Policies/Procedures, Administrative................................................................................................................................................................................. 29 Prospects/Economic Development................................................................................................................................................................................... 29 RedevelopmentPlan......................................................................................................................................................................................................... 29 RedevelopmentProjects, Project Areas............................................................................................................................................................................ 29 Sample Materials Submitted with Projects for Approval................................................................................................................................................. 29 Sample Materials Submitted with City Projects for Approval......................................................................................................................................... 29 Studies............................................................................................................................................................................................................................... 29 Studies- Economic........................................................................................................................................................................................................... 29 Subdivision Maps, Plans, Drawing Exhibits (All Development Plans) ............................................................................................................................ 29 ZoningMaps, Plans, Drawings, Exhibits, Photos............................................................................................................................................................. 29 PUBLICWORKS............................................................................................................................................................................................................... 30 Abandonments/ Vacations (Streets)................................................................................................................................................................................. 30 Agendas............................................................................................................................................................................................................................ 30 AnnualAssessments/ Inspection of Facilities................................................................................................................................................................... 30 BackflowCertifications.................................................................................................................................................................................................... 30 Bids, RFQ's, RFP's (Documents)...................................................................................................................................................................................... 30 Bids, RFQ's, RFP's (Successful)....................................................................................................................................................................................... 30 Bids, RFQ's, RFP's (Unsuccessful)................................................................................................................................................................................... 30 Bonds, Development......................................................................................................................................................................................................... 30 Bonds, Security................................................................................................................................................................................................................. 30 Capital Improvement Projects, Administration Files........................................................................................................................................................ 30 CapitalImprovement Projects, City Facilities.................................................................................................................................................................. 30 Capital Improvement Projects, City Infrastructure........................................................................................................................................................... 30 Correspondence, Routine.................................................................................................................................................................................................. 31 DailyLogs........................................................................................................................................................................................................................ 31 ix
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Easements, Dedications, Rights of Way........................................................................................................................................................................... 31 FacilitySafety Inspection................................................................................................................................................................................................. 31 FEMAReimbursable Events............................................................................................................................................................................................ 31 FloodControl Records...................................................................................................................................................................................................... 31 GeotechnicalReports........................................................................................................................................................................................................ 31 Grants- Federal, State & Local - Successful.................................................................................................................................................................... 31 Grants - Federal, State & Local - Unsuccessful................................................................................................................................................................ 31 Inventory........................................................................................................................................................................................................................... 31 MaintenanceRecords........................................................................................................................................................................................................ 31 Mapsand Plats.................................................................................................................................................................................................................. 32 Marketingand Publicity Materials................................................................................................................................................................................... 32 NPDESMonitoring Records & Permits........................................................................................................................................................................... 32 Permit, Encroachment (Permanent).................................................................................................................................................................................. 32 Permit, Encroachment (Temporary)................................................................................................................................................................................. 32 Permit, Wide Load Transportation................................................................................................................................................................................... 32 PestControl Reports......................................................................................................................................................................................................... 32 Policies/Procedures, Administrative................................................................................................................................................................................. 32 Programs, Federal Programs & Traffic Safety................................................................................................................................................................. 32 PropertyAcquisition/Disposition..................................................................................................................................................................................... 32 PropertyAcquisition — Appraisal Reports........................................................................................................................................................................ 32 PublicFacilities, Infrastructure......................................................................................................................................................................................... 33 Reports, Bridges & Overpasses........................................................................................................................................................................................ 33 Reports, Inspection........................................................................................................................................................................................................... 33 Reports, Studies................................................................................................................................................................................................................ 33 Reports, Traffic Count...................................................................................................................................................................................................... 33 Reports, Vehicle Accident................................................................................................................................................................................................ 33 Soils Reports and Geo-technical Reports accompanied by site plan, if available............................................................................................................ 33 SpeedLimits..................................................................................................................................................................................................................... 33 Studies/Surveys (City Projects)........................................................................................................................................................................................ 33 Studies/Surveys (Preliminary).......................................................................................................................................................................................... 33 SurplusProperty - Auction............................................................................................................................................................................................... 33 TrafficLegends, Signals & Signs..................................................................................................................................................................................... 33 x
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CITATIONS
B&P
California Business and Professions
CCP
Code of Civil Procedure
CCR --------------
— — -------------- Code of California Regulations
CEQA ------------- —
-- --- - ----------------- — -- --- --------------------- California Environmental Quality Act CFR — -------
— --------------------------------------- - Code of Federal Regulations CVC
California Vehicle Code
EC
California Elections Code
FC
California Finance Code
FMLA
-------- Family & Medical Leave Act
GC
California Government Code
H&S — — - ----- ---- -
California Health and Safety Code
HUD
Housing and Urban Development
LC
California Labor Code
OMB --------------
Federal Office of Management & Budget
OSHA
Occupational Safety & Health Act
PC
Penal Code
R&T
Revenue & Taxation Code
UFC --------------------------------------------------------------------------------- Uniform Fire Code
USC
United States Code
WIC
Welfare & Institutions Code
xi
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Eligible to
Destroy
Record
Retention
Citation
be Stored in
Paper After
Remarks
Period
Laserfiche?
Scanned &
Reviewed
ADMINISTRATION/RISK MANAGEMENT
Accident, Reports (City Assets)
CL+7
GC 34090;
Theft, arson, vandalism, property damage or similar
29 CFR
occurrence (excluding fire/law enforcement) (includes
1904.2, 1904.6
incidents occurring on City property) - Reports and
related records
Accident, Incident, Injury Reports — Public (Claim)
CL+7
GC 34090; 29
Members of the public (not a City employee)
CFR 1904.2
Accident, Incident, Injury Reports — Public (Non-
CL+2
GC 34090
Members of the public that do not result in a claim
Claim
Administrative Hearings
P
GC 34090
X
Agendas
CU+2
GC 34090
X
Original agendas for Council, Commissions, Boards,
and Committees
Appeals, Civil
CL+3
GC 34090;
X
CCP
583.320(a)(3)
Bids, RFQ's, RFP's (Documents)
AU+4
GC 34090;
X
CU+2
City created documents
CCP 337
Bids, RFQ's, RFP's (Successful)
AU+5
GC 34090;
X
CU+2
CCP 337
Bids, RFQ's, RFP's (Unsuccessful)
CU+2
GC 34090;
CCP 337
City Council Correspondence
CU+2
GC 34090
City Council Subcommittees
CU+2
GC 34090,
All records pertaining to City Council appointments to
54960.1(c)(1)
outside agencies and subcommittees
City Manager Council Reports and Memos
CU+2
GC 34090
City Manager Project files
CL+2
GC 34090
Claims, Against City
CL+5
GC 34090,
X
CL+2
Paid/Denied Litigation, complaints, and/or claims
911.2, 945;
suspend normal retention periods (retention begins
PC 832.5;
after settlement)
CCP 337
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
i
Record
Eligible to Destroy
Retention Paper After
Period Citation be Stored in Scanned & Remarks
Laserfiche? Reviewed
ADMINISTRATION/RISK MANAGEMENT
Claims, By City
CL+5
GC 34090,
911.2, 945;
PC 832.5;
CCP 337
Correspondence, Routine
CU+2
GC 34090
Administrative, general files, memorandums,
miscellaneous reports, working files, etc.
Grants - Federal, State & Local - Successful
CL+7
GC 34090; 24
X
Application, supporting data, grant completion
CFR 85.42,
documentation, bids, selection documentation, budge
570.502(b); 29
& financial data, consultants/contractor's records,
CFR 97.42
amendments, environmental documentation, labor
compliance documentation, reports to granting agency,
rules, regulations, and procedures, financial
disbursement/settlement
Grants - Federal, State & Local - Unsuccessful
CL+2
GC 34090
Insurance, Bonds (City)
PE
CCP 337.2,
X
CU+2
Bonds & insurance policies insuring city property
343
other assets
Insurance - Liability/Property/Worker's Compensation
PE
GC 34090
X
City owned policies/certificates, Liability
CU+2
General/Public, workers compensation, property
Insurance, PARSAC
PE
GC 34090
X
CU+2
Public Agency Risk Sharing Authority of California
excess liability insurance
Insurance, Rental/Use of City Facility
T+2
GC 34090
X
Insurance binders for rental/use of City facilities
Legal Opinions
S+2
GC 34090,
Confidential (Attorney -Client Privileged)
6254
Litigation/Lawsuits
CL+5 (PE)
GC 34090,
X
After
Includes logs, complaints, police reports, court orders, 911.2, 945;
Settled
motions, notes, briefs, closing statements, etc.
CCP 337
Litigation/Lawsuits (High Profile)
P
GC 34090
X
Significant cases which have importance and/or se
legal precedence. Includes logs, complaints, court
orders, motions, notes, briefs, closing statement, etc.
Marketing and Publicity Materials
S+2
GC 34090
Paper or Electronic Media. Recreation Guides,
Brochures, Schedules, Newsletters, Bulletins,
Announcements. Update as necessary; may retain
copies longer for administrative/historical purpose
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-39- 2
Eligible to
Destroy
Record
Retention
Citation
be Stored in
Paper After
Remarks
Period
Laserfiche?
Scanned &
Reviewed
ADMINISTRATIONMSK MANAGEMENT
Policies/Procedures, Administrative
S+2
GC 34090
General City policies, procedures, instructions
Risk Management Reports
CL+5
GC 34090; 29
X
CL i 2
Federal OSHA Forms; Loss Analysis Report; Safety
CFR 1904.4
Reports-, Actuarial Studies
EMERGENCY MANAGEMENT
Correspondence, Routine
CU+2
GC 34090
Administrative, general files, memorandums,
miscellaneous reports, working files, etc.
Emergency Response & Preparedness Planning
S+2
GC 34090
X
Includes Council approved emergency preparedness
plans, etc.
Emergency Documents
PE
GC 34090
X
CU+2
All documents relating to a declared emergency
Grants - Federal, State & Local - Successful
CL+7
GC 34090; 24
X
Application, supporting data, grant completion
CFR 85.42,
documentation, bids, selection documentation, budget
570.502(b); 29
& financial data, consultants/contractor's records,
CFR 97.42
amendments, environmental documentation, labor
compliance documentation, reports to granting agency,
rules, regulations, and procedures, financial
disbursement/settlement added
Grants - Federal, State & Local - Unsuccessful
CL+2
GC 34090
Marketing and Publicity Materials
S+2
GC 34090
Paper or Electronic Media. Recreation Guides,
Brochures, Schedules, Newsletters, Bulletins,
Announcements. Update as necessary; may retain
copies longer for administrative/historical purpose
Policies/Procedures, Administrative
S+2
GC 34090
General City policies, procedures, instructions
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
.E
Eligible to
Destroy
Record
Retention
Citation
be Stored in
Paper After
Remarks
Period
Laserfiche?
Scanned &
Reviewed
BUILDING AND SAFETY
Building Permit Database
L
GC 34090,
CityView Database
H&S 19850
Building Permits, Issued
PE
GC 34090,
X
CU+2
Plans, building, signs, grading, and correction notices H&S 19850
Building Plans/Construction Documents (Commercial
PE
GC 34090,
X
CU+2
Finaled commercial and required multi -family
and required multi -family structures)
H&S 19850
structures
Building Plans/Construction Documents, Institutional
PE
GC 34090,
X
CU+2
Finaled institutional structures (including City
H&S 19850
facilities, schools, libraries, churches, etc.)
Building Plans/Construction Documents (SFR)
CL+180 days
GC 34090,
Finaled SFR building plans reviewed by Building
H&S 19850
Inspector to guarantee structures meet local building
codes and need only be kept 180 days after building
final pursuant to provisions of the California Building Codes
Code Books
P
GC 34090(e)
X
National Electrical Code, Uniform Building, Fire,
Mechanical, Plumbing & Supplements
Projects Not Completed or Denied
CL+1
GC 34090(d)
Reports Annual Historical Reports of Bldg. Permit
P
GC 34090
X
Activity
Reports Monthly & Periodic Reports of Bldg. Activity
CU+2
GC 34090
Dodge reports, etc.
Soils Reports and Geo-technical Reports accompanied
PE
X
CU+2
by site plan, if available
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-41-
Eligible to
Destroy
Record
Retention
Citation
be Stored in
Paper After
Remarks
Period
Scanned &
Laserfiche?
Reviewed
CODE ENFORCEMENT
Abandoned Vehicles
CL+2
GC 34090
Abatement, Code Enforcement
CU+2
GC 34090
Reports, assessments, resolutions, documentation
Banner Permits, Temporary Signs
CL+2
GC 34090
Temporary uses
Case Files (Code Enforcement)
CL+5
GC 34090; PC
X
CU+2
Building, housing and mobilehome code violation
801
records including inspections; public nuisance,
abatement, citations, massage parlor permits, general.
Case is open until fully resolved.
Complaints/Violations, Building, Property and Zoning
CL+2
GC 34090(d)
Correction Notices, Stop Work Orders, etc.
CL+1
GC 34090
Correspondence, Routine
CU+2
GC 34090
Administrative, general files, memorandums,
miscellaneous reports, working files, etc.
Graffiti Reports & Photographs
CL+2
GC 34090
Liens & Releases — Support Documentation
CL+2
GC 34090
Permit, Parkin
CU+2
GC 34090
Residential
Permit, Temporary Use Permit
CL+2
GC 34090
Policies/Procedures, Administrative
S+2
GC 34090
General City policies, procedures, instructions
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-42-
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Scanned &
Remarks
Laserfiche?
Reviewed
COMMUNITY SERVICES
Agendas
CU+2
GC 34090
X
Original agendas for Council, Commissions, Boards,
and Committees
Bids, RFQ's, RFP's (Documents)
AU+4
GC 34090;
X
CU+2
City created documents
CCP 337
Bids, RFQ's, RFP's (Successful)
AU+5
GC 34090;
X
CU+2
CCP 337
Bids, RFQ's, RFP's (Unsuccessful)
CU+2
GC 34090;
CCP 337
Class Rosters and Enrollments
CU+2
GC 34090
Contracts
CU+2
GC 34090
Bands, instructors, programs, sports organizations
Correspondence, Routine
CU+2
GC 34090
Administrative, general files, memorandums,
miscellaneous reports, working files, etc.
Enrollment Forms
CU+4
GC 34090;
Field trips, camps, S.T.A.R.S. Enrollment Forms
CCP 337,
343
Evaluations/Surveys of Programs
CU+I
GC 34090
.Facility Rentals/Use
CU+2
GC 34090
Supporting documentation
Grants - Federal, State & Local - Successful
CL+7
GC 34090;
X
Application, supporting data, grant completion
24 CFR
documentation, bids, selection documentation, budget
85.42,
& financial data, consultants/contractor's records,
570.502(b);
amendments, environmental documentation, labor
29 CFR
compliance documentation, reports to granting agency,
97.42 rules, regulations, and procedures, financial
disbursement/settlement
Grants - Federal, State & Local - Unsuccessful
CL+2
GC 34090
Liability Release Forms
CU+4
GC 34090;
Includes signed participant waivers and release o
CCP 337,
liability forms
343
Marketing and Publicity Materials
S+2
GC 34090
Paper or Electronic Media. Recreation Guides,
Brochures, Schedules, Newsletters, Bulletins,
Announcements. Update as necessary; may retain
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-43-
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Laserfiche?
Scanned &
Reviewed
COMMUNITY SERVICES
copies longer for administrative/historical purpose
Permission Slips
CU+4
GC 34090;
Field trips and camps
CCP 337,
343
Policies/Procedures, Administrative
S+2
GC 34090
General City policies, procedures, instructions
Receipt Copies
CU+2
GC 34090
Handwritten receipts from satellite locations
Special Event Permits
CL+4
GC 34090;
All documents relating to approved permit
CCP 337
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Laserfiche?
Scanned &
Reviewed
FINANCE/ACCOUNTING/PAYROLL
Accounts Payable
AU+4
GC 34090
X
CU+2
Invoices, payment requests, copies of checks,
supporting documents, etc.
Accounts Receivable
AU+4
GC 34090
X
CU+2
Invoices to outside entities and private individuals,
copies of payments and billing records, supporting
documents, etc.
Annual Audit Reports (Copies)
S
GC 34090.7
X
Audits (independent auditor analysis) Treasurer's
Reports, Annual Financial Reports
Annual Audit Reports (Originals)
PE
GC 34090
X
CU +2
Audits (independent auditor analysis) Treasurer's
Reports, Annual Financial Reports
Annual Audit Reports, Back Up and Supporting
AU+2
GC 34090
Back up and supporting documents generated by City
Documents
staff in the course of the audit.
Assessment Districts
PE
GC 34090;
X
CU +2
Original financial documentation (including transcript
CCP 337,
binder, collection information, account statements,
337.1(a),
administration, bonds, coupons, certifying compliance
337.15, 343
with state law) Assessment / Maintenance / Landscape
& Lighting / Street Improvement District Projects /
Community Facilities Districts All finance records
Assessment Rolls
CU+5
GC 34090
Bank Deposits / Deposit Transmittal Records
AU+4
GC 34090,
X
CU +2
Deposit tickets and supporting documentation
43900, 26 CFR
1.6001-1
Bank Reconciliations
AU+5
GC 34090; 26
X
CU +2
Including backup and supporting documentation
CFR 1.6001-1
Bank Statements
PE
GC 34090,
X
CU +2
43900, 26 CFR
1.6001-1
Bids, RFQ's, RFP's (Documents)
AU+4
GC 34090;
X
CU+2
City created documents
CCP 337
Bids, RFQ's, RFP's (Successful)
AU+5
GC 34090;
X
CU+2
CCP 337
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-45-
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Laserfiche?
Scanned &
Reviewed
FINANCE/ACCOUNTING/PAYROLL
Bids, RFQ's, RFP's (Unsuccessful)
CU+2
GC 34090;
CCP 337
Bonds, Transcripts/Certificates of Participations
PE
GC 34090,
X
CU +2
Destruction requirements per GC 43901
43900, CCP,
337.5(2)
Bonds
PE
GC 34090;
X
CU +2
Types of Bonds issued by City to include:
CCP 336,
Development, Financial, Security, CFD, Audit
337.5(2)
Bonds, Account Statements
PE
GC 34090;
X
CU +2
Monthly statement of transactions
CCP 337.5
Bonds, Administration
PE
GC 34090;
X
CU +2
Supporting documentation
CCP 337.5
Bonds, Coupons
CL+2
GC 34090,
Paid/cancelled
53921
Budget Adjustments/Amendments
AU+2
GC 34090
Transactional documents, supporting documentation
Budgets, Adopted (Copies)
S
GC 34090.7
City Council/RDA adopted operating and capital
budgets, Council priorities, CIP
Budgets, Adopted (Originals)
PE
GC 34090,
X
CU+2
City Council/RDA adopted operating and capital
40802, 53901
budgets, Council priorities, CIP, Department goals and
objectives
Budget Hearing & Review
AU+2
GC 34090
Budget as presented to City Council/RDA
Budget Worksheets
S
GC 34090
Business License (Yucaipa)
S+2
GC 34090
Includes applications, reports, customer files
Business License (outside Yucaipa)
CL+2
GC 34090
Business License (home -based business)
CL+2
GC 34090
CAFR - Comprehensive Annual Financial Reports
PE
GC 34090
X
CU+2
Including Audit Opinions and Reports
CALPERS Bi-WeeklyReports
AU+5
GC 34090
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
M
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Laserfiche?
Scanned &
Reviewed
FINANCE/ACCOUNTING/PAYROLL
Capital Improvement Projects, Financial Records
CL+10
GC 34090;
X
CU +2
Project Administration, Certified Payrolls, Project
CCP 337
Schedules, Progress meetings, Real Estate Appraisals,
etc.
Cash Receipts & Summaries
AU+4
GC 34090; 26
X
CU +2
Includes checks, coin, currency, backup and
CFR 1.6001-1
supporting documentation
Cashier's Reports/Daily Revenue
AU+4
GC 34090; 26
X
CU +2
Daily cash reports, supporting documentation,
CFR 1.6001-1
processed deposit information, credit card settlement,
etc.
Certified Mail/Electronic/Postage Receipts
AU+7
GC 34090
X
CU +2
Meet Statute of Limitations Standards
Chart of Accounts
AU+4
GC 34090
Checks
AU+S
GC 34090;
X
CU +2
Includes payroll, canceled, voided, vendor, cashed
CCP 337
Correspondence, Routine
CU+2
GC 34090
Administrative, general files, memorandums,
miscellaneous reports, working files, etc.
Credit Card, Agreements
L+4
GC
X
CU +2
34090,34090.7
De osit Log Sheets/Books
AU+4
GC 34090
Encumbrance Reports
AU+4
GC 34090
Escheat (Unclaimed Money / Uncashed Checks)
CU+S
GC 34090;
All tangible property held by government agencies
CCP 340(d),
escheats after 3 years; Statute of Limitations is 1 year 1519
for seized property; meets auditing requirements
Financial Statements
PE
GC 34090;
X
CU +2
Monthly financial statements and supporting
CCP 337
documentation
Fines, Civil and Penalties
AU+4
GC 34090
Includes backup and supporting documentation
Fines, False Alarm
AU+4
GC 34090
Includes backup and supporting documentation
Fines, JDS
AU+4
GC 34090
Includes backup and supporting documentation
Fines, NSF
AU+4
GC 34090
Includes backup and supporting documentation
Fines, Parking Citations
AU+4
GC 34090
Includes backup and supporting documentation
Fines, Restitutions
CL+4
GC 34090
Includes backup and supporting documentation
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-47- 10
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Laserfiche?
Scanned &
Reviewed
FINANCE/ACCOUNTING/PAYROLL
Fixed Assets, Annual Listing
L
GC 34090
X
Inventory listing, additions listing, deletions listing, depreciation listing
Gas Tax
AU+ 7
GC 34090
Tax receipts, audits, reports, backup and supporting
documentation
General Journal Reports
AU+4
GC 34090;
Includes account postings, entries, vouchers, backup
CCP 337
and supporting documentation
General Ledger (GL) Year End Reports
PE
GC 34090;
X
CU+2
Final year end reports
CCP 337
Grants, Community Development Block Grants
CL+7
GC 34090; 24
X
CU +2
Application, supporting data, grant completion
(CDBG)
CFR 85.42;
documentation, bids, selection documentation, budget
570.502(b)(3),
& financial data, consultants/contractor's records,
OMB Cir. A-
amendments, environmental documentation, labor
102, A-110 &
compliance documentation, reports to granting agency,
HUD Regs.
rules regulations and procedures, financial
disbursement/settlement
IRS Forms (1099, 1096, W9)
AU+7
GC 34090
Vendors and Consultants
IRS Tax Forms (W2, W4)
AU+7
GC 34090; 26
CFR 31.6001-
1; 29 USC 436
Investment Records
PE
GC 34090,
X
CU+2
Summary of transactions, inventory & earnings report,
53607; CCP
trade tickets, Local Agency Investment Fund (LAIF)
337
Payroll, Tax Reports
AU+7
GC 34090; 29
Quarterly tax returns/OASDI
CFR PART
516; 29 USC
436
Permit Fees
PE
GC 34090
X
CU+2
-PettyCash Receipts
AU+4
GC 34090
-PettyCash Records
CU+2
GC 34090
Logs and transmittal forms
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-48- 11
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Laserfiche?
Scanned &
Reviewed
FINANCE/ACCOUNTING/PAYROLL
Policies/Procedures, Administrative
S+2
GC 34090
General City policies, procedures, instructions
Purchase Orders / Requisitions
AU+4
GC 34090;
X
CU +2
Includes procurement and contracting records
CCP 337,
337.1(a),
337.15, 343
Redevelopment Statement of Indebtedness
AU+5
GC 34090
X
CU +2
Refunds and Credits
AU+4
GC 34090
Signature Cards & Authority.CL+2
GC 34090
State Controllers Report
PE
GC 34090
X
CU +2
Taxes, Receivable
AU+3
CCP 338
Timecards/Sheets
AU+5
GC 34090; 29
Signed by employee (includes overtime sheets/cards
CFR PART
and time card project accounting)
516; 26 CFR
31.6001-1; LC
1174(d)
Transient Occupancy Taxes (TOT)
AU+4
GC 34090
Travel Expense Reimbursements
AU+4
GC 34090
Trial Balance Detail Reports
AU+4
GC 34090
Trust Accounts
CL+5
GC 34090
Meets auditing standards
Vehicle Impound Fees
AU+4
GC 34090
Vendor Register
PE
GC 34090
X
CU+2
Vendor listing of purchase orders, invoices, account
numbers & check date
Warrant Register
PE
GC 34090
X
CU+2
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-49- 12
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Scanned &Reviewed
Remarks
Laserfiche?
GENERAL SERVICES/CITY CLERK
AB 939 Annual Reports
CU+10
GC 34090
X
CU+2
Includes Tonnage Reports and all supporting
documentation. Consistent with City-wide
standards for contract administration
Affidavits of Publications/Public Hearing Notices
CU+2
GC 34090,
X
Includes special meetings, public hearings, proofs
54960.1(c)
of publications
(1); CCP
337; 349.4
Agenda Packets
PE
GC 34090
X
CU+2
Original agenda packets for Council and the
Mobilehome Rent Review Commission.
Documentation received, created and/or submitted
Agendas
CU+2
GC 34090
X
Original agendas for Council, Commissions,
Boards, and Committees
Agreements, Capital Improvement
PE
GC 34090;
X
CU+2
All infrastructure and MOU agreements/contracts,
4004;
including specifications, construction and design,
H&S
accepted proposal, non -collusion affidavit, initial
19850
insurance certificates, performance/labor/material
bonds, notices of completion, etc.
Agreements, Contractors
CL+S
GC 34090;
X
CU+2
Includes agreements or contracts for professional
CCP
services, recreation class instructors and sports
337.2, 343;
leagues, consulting, supplies, software licenses,
B&P
etc., and leases of equipment
7042.5
Agreements, Franchise
PE
GC
X
CU+2
Including subdivision agreements, contracts for sale
65869.5,
or purchase of property, cable, grant of easements
34090;
and/or involving construction of improvement
CCP
337.2, 343
Agreements, Joint Powers (JPA)/Mutual Aid
PE
GC 34090
X
CU+2
JPA's and Mutual Aid contracts
Agreements, School District
PE
GC 34090
X
CU+2
Articles of Incorporation
P
GC 34090
X
Includes City Seal
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede PE=Permanent Electronic File — Destroy Paper After
Scanned/Reviewed
City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" -50- 13
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Laserfiche?
Scanned &
Reviewed
GENERAL SERVICES/CITY CLERK
Audio and/or Video Recordings
CU+3
GC 34090,
34090.6,
34090.7,
54953.5(b)
Bids, RFQ's, RFP's (Documents)
AU+4
GC 34090;
X
CU+2
City created documents
CCP 337
Bids, RFQ's, RFP's (Successful)
AU+5
GC 34090;
X
CU+2
CCP 337
Bids, RFQ's, RFP's (Unsuccessful)
CU+2
GC 34090;
CCP 337
Certificates of Destruction
PE
GC 34090
X
CU+2
Citizen Service Applications to Boards, Commissions,
CL+2
GC 34090
Includes letters to unsuccessful candidates
and Committees (Not Selected)
Citizen Service Applications to Boards, Commissions,
AS+4
GC 34090
X
CU+2
Includes appointment letters, oaths of office, etc.
and Committees (Selected)
Correspondence, Routine
CU+2
GC 34090
Administrative, general files, memorandums,
miscellaneous reports, working files, etc.
Elections, Ballots (Prop 218)
6 Months
EC 17302,
X
Property Related Fees (Assessment Ballot
17306,
proceeding)
17505
Elections, Calendar
E+2
GC 34090
Elections, Candidates Statements (Successful)
PE
GC 81009
X
CU+2
Elections, Candidates Statements (Unsuccessful)
E+5
GC 81009
Elections, Canvass
PE
GC 34090
X
CU+2
Notification and publication of election
Elections, Certificates of Election
T+4
GC 34090
X
CU +2
Elections, Nomination Papers Successful
T+4
EC 17100
X
CU +2
Elections, Nomination Papers (Unsuccessful)
E+2
EC 17100
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-51- 14
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Laserfiche?
Scanned &
Reviewed
GENERAL SERVICES/CITY CLERK
Elections, Notifications & Publications
E+2
GC 34090
X
CU +2
Proof of publication or posting, certification and
listing of notice of posting; copy of newspaper
notice, certification of offices to be voted for
Elections, Oath of Office
T+6
GC 34090,
X
CU +2
36507; 29
USC 1113
Elections, Petitions
E+.75
EC 17200,
From date of filing or election: initiative,
17400
referendum, recall, municipal code amendments.
Signatures are confidential.
Elections, Sample Ballot
PE
GC 34090
X
CU+2
Ethics Training (AB 1234)
CU+S
GC
X
CU +2
Ethics training certificates and supporting
53234(d),
documents
53235.2b
FPPC - Campaign Disclosure Filings, Candidates
PE
GC 81009
X
CU+2
FPPC Filings (400 series); Paper must be retained
(Elected Officials)
for at least 2 years
FPPC — Campaign Disclosure Filings, Candidates
E+5
GC 81009
X
CU+2
FPPC Filings (400 series); Paper must be retained
(Not Elected)
for at least 2 years
FPPC - Campaign Disclosure Filings, Copies
E+4
GC 81009
X
CU+2
FPPC Filings (400 Series) Copies of original filings
that are not filed with the City Clerk (i.e., Form
410's); Paper must be retained for at least 2 years
FPPC - Campaign Disclosure Filings, Other
E+7
GC 81009
X
CU+2
FPPC Filings (400 Series) Other Committees
Committees
PACS, not candidate -controlled
FPPC — Candidate Intention Statement, Elected
PE
GC 81009
X
CU+2
FPPC Filings (Form 501); Paper must be retained
Officials
for at least 2 years
FPPC — Candidate Intention Statement, Not Elected
E+5
GC 81009
X
CU+2
FPPC Filings (Form 501); Paper must be retained
for at least 2 years
FPPC - Statement of Economic Interest - Designated
CU+7
GC 81009
X
CU+2
FPPC Filings (Form 700) Specified in City's
Employees
Conflict of Interest Code - City Maintains original
statements
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-52- 15
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Laserfiche?
Scanned &
Reviewed
GENERAL SERVICES/CITY CLERK
FPPC — Statement of Economic Interest — Lobbyist
CU+7
GC 81009;
X
CU+2
FPPC Filings (Form 700)
Reporting
2 CCR
18615(d)
FPPC - Statement of Economic Interest - Public
E+7
GC 81009
X
CU+2
FPPC Filings (Form 700) Elected & Not Elected.
Officials
Includes City Councilmembers, Planning
Commission Members, City Manager, City
Treasurer, City Attorney - City maintains copies -
originals filed w/ FPPC
Grants - Federal, State & Local - Successful
CL+7
GC 34090;
X
Application, supporting data, grant completion
24 CFR
documentation, bids, selection documentation,
85.42,
budget & financial data, consultants/contractor's
570.502(b)
records, amendments, environmental
29 CFR
documentation, labor compliance documentation,
97.42 reports to granting agency, rules, regulations, and procedures, financial disbursement/settlement
Grants - Federal, State & Local - Unsuccessful
CL+2
GC 34090
Historical
PE
GC 34090
X
CU+2
Incorporation, City Seal, Historical Designations,
etc.
Insurance - Certificates
CU+I I
GC 34090,
X
CU+2
For Contract Vendors, etc. / Longest Statute of
CCP 337
Limitations is 10 years
Legal Advertising
CU+2
GC 34090,
X
Includes public notices & legal publications
54960.1(c)
(1); CCP
337
Liens & Releases
PE
GC 34090
X
CU+2
Recorded Liens, Public Nuisance Lien, Claim of
Lien
Maddy Act List / Committee Rosters
CU+2
GC 34090
X
Maintenance Contracts
CL+S
GC 34090;
X
CU +2
Landscaping, HVAC, Pavement Management,
CCP 337
Street Sweeping, Pest Control, Security, Slurry
Seals, Striping, Tree Trimming, etc.
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-53- 16
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Laserfiche?
Scanned &
Reviewed
GENERAL SERVICES/CITY CLERK
Marketing and Publicity Materials
S+2
GC 34090
Paper or Electronic Media. Recreation Guides,
Brochures, Schedules, Newsletters, Bulletins,
Announcements. Update as necessary; may retain
copies longer for administrative/historical purpose
Meeting Notices
CU+2
GC 34090,
X
Includes special meetings, public hearings and
34090.7,
proofs of publications
54960.1
(c)(1);
CCP 337
Minutes
P
GC 34090
X
Official minutes and hearing proceedings of
governing body or board, commission or committee
Mobilehome Park, General Files
PE
GC 34090
X
CU+2
Registrations, annual increases, misc. documents
Mobilehome Park, NOI, CPI, Loss of Amenity
P
GC 34090
X
Mobilehome Park, Permit to Operate
PE
GC 34090
X
CU+2
Issued permits, annual reports, supporting
documents
Municipal Code & Development Code
P
GC 34090
X
Ordinances
P
GC 34090
X
Policies/Procedures, Administrative
S+2
GC 34090
General City policies, procedures, instructions
Proclamations
CU+2
GC 34090
Public Records Request
CL+2
GC 34090
Recorded Documents
P
GC 34090
X
Land and Property approved by City Council
Records Management, Working Copy
CL+2
GC 34090
Includes retrieval, transfers, inactive and sign off
Records Management, Destruction Certification
PE
GC 34090
X
CU+2
Document of final disposition or records
Records Retention
S+4
GC 34090,
X
Schedules/guidelines
CCP 343
Resolutions
P
GC 34090
X
Legislative actions
Subpoenas/Summons
CU+2
GC 34090I
Request for information or personal appearance
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-54- 17
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Laserfiche?
Scanned &
Reviewed
GENERAL SERVICES/CITY CLERK
Vehicle Ownership & Title
L
CVC 9900
X
Title transfers when vehicle sold
INFORMATION TECHNOLOGY
Bids, RFQ's, RFP's (Documents)
AU+4
GC 34090;
X
CU+2
City created documents
CCP 337
Bids, RFQ's, RFP's (Successful)
AU+5
GC 34090;
X
CU+2
CCP 337
Bids, RFQ's, RFP's (Unsuccessful)
CU+2
GC 34090;
CCP 337
E-Mail, Litigation
CL+5
GC 34090,
The City periodically receives requests for inspection
911.2, 945;
or production of documents pursuant to the Public
CCP 337
Records Act, as well as demands by subpoena or
court order for documents. And, when litigation is
commenced by or against the City, it may be
necessary to preserve ("litigation hold") all relevant
documents. When the City receives a request for
disclosure of City records that applies to City E-mail, or the City Attorney or City Clerk place a litigation
hold on certain documents that include City City E-
mail, the person responsible for the covered records
must, using his/her best efforts and by any lawful
means available, preserve any City E-mail covered
by the request until it is determined whether the City
E-mail is subject to retention and/or disclosure. The
City Clerk, City Attorney, and systems administrator
must be contacted concerning any request for
disclosure of City records that applies to City E-mail
in the possession of persons subject to this policy.'
I Reference Supplemental Electronic Mail Management and Retention Policy AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-55- 18
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Scanned &
Remarks
Laseriiche?
Reviewed
GENERAL SERVICES/CITY CLERK
E-Mail, Non Official City Records
N/A
GC 34090
City e-mails (including attachments) that consist o
preliminary drafts, unofficial copies of documents
kept only for convenience or reference, notes, or
inter -agency or intra-agency memoranda that are not
retained by the City in the ordinary course o
business, will be considered "Non -Official City
Records." Non -Official City Records are not
identified in the Records Retention Schedule and
shall be deleted once the information is understood
or communicated. Non -Official City Records
include records that provide general information,
such as, without limitation, announcing the dates and
times of meetings, responses to list serves, requests
for general City information (other than public
records), etc. '
E-Mail, Non Records
N/A
GC 34090
Routine City e-mails, the informational content o
which is neither necessary nor intended to be
preserved for future City use or reference, are "Non -
Records." Non -Records should be deleted once the
information is understood or communicated. Non -
Records are not intended to be retained in the
ordinary course of City business. Non -records may
include, without limitation, informal communication
between staff or between staff and consultants,
unsolicited offers to do business with the City, or
personal correspondence and announcements (such
as inviting City staff to a departmental lunch), etc. 1 Reference Supplemental Electronic Mail Management and Retention Policy AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-56- 19
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Scanned &
Remarks
Laserfiche?
Reviewed
INFORMATION TECHNOLOGY
E-Mail, Official City Records
Reference
GC 34090
City e-mails (including attachments) that (i) the City
Applicable
or an officer of the City is required by law to create o Record Series
retain, (ii) are necessary or convenient to the discharge or Topic
of a public officer's duties and made or retained for
the purpose of preserving its informational content for future reference, (iii) document official business of the City, such as information concerning the formation
and implementation of City policies and decisions,
approvals to initiate a business transaction,
proceedings, requests and replies to requests for
public information, projects, contracts, or (iv) may
later be important or useful for carrying out City
business will be considered an "Official City Record."
An Official City Record shall be printed onto paper,
appropriately filed, and retained according to the
retention period for the document as indicated in the
Records Retention Schedule.'
Exchange Server, Back Ups (Microsoft Outlook Mail
2 Weeks
GC 34090
The systems administrator maintains backups for no
Folders)2
longer than two (2) weeks before they are overwritten.
The purpose of backups is to provide a means o
complete server recovery in case of a system failure.
Upon the City's receipt of a litigation hold or Public
Records Act request, the systems administrator may
not overwrite backups that contain City E-mails until
it is determined whether any of the City E-mails on the backups are subject to disclosure. '
' Reference Supplemental Electronic Mail Management and Retention Policy AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-57- 20
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Laserfiche?
Scanned &
Reviewed
INFORMATION TECHNOLOGY
Exchange Server, Back Ups (Micorsoft Outlook Mail
2 Weeks
GC 34090
The systems administrator maintains back ups for no
Folders)
longer than two (2) weeks before they are overwritten.
The purpose of back ups is to provide a means o
complete server recovery in case of a system failure.
Upon the City's receipt of a litigation hold or Public
Records Act request, the systems administrator may
not overwrite back ups that contain City E-mails until
it is determined whether any of the City E-mails on the back ups are subject to disclosure.I
Internet Policies
S+2
GC 34090
Management policies and supporting documentation
Inventory (Hardware)
AU+4
GC 34090
Hardware/Software - reflects purchase date, cost,
serial number
Inventory, Logs, Systems Manuals
CU+2
GC 34090
Hardware/software inventory logs; system manuals;
warranties, specifications, maintenance records
Licenses
CU+2
GC 34090
Federal or State required forms, documentation.
software licenses; including license agreements
Network Back Ups, Program Files and Directories
60 Days
GC 34090
The systems administrator maintains month -end
backups two (2) months back before they are
overwritten
Network Information Systems (LAN/WAN)
CU+4
GC 34090
Configuration maps and plans
Network Database(s), Program Files and Directories
L
GC 34090
Includes CityView, Eden Systems, Cashier Central,
Geographical Information Systems (GIS), LaserFiche,
Safari RecWare, and other database applications as
appropriate
Network Database(s), Back Ups, Program Files and
60 Days
GC 34090
The systems administrator maintains month -end
Directories
backups two (2) months back before they are
overwritten
Policies/Procedures, Administrative
S+2
GC 34090
General City policies, procedures, instructions
Recreation Database
L
GC 34090
Software includes registrations, fees, charges
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-58- 21
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Scanned &
Laserfiche?
Reviewed
INFORMATION TECHNOLOGY
' Reference Supplemental Electronic Mail Management and Retention Policy AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-59- 22
Eligible to be
Destroy
Record
Retention
Citation
Stored in
paper After
Remarks
Laserfiche?
Scanned &
Reviewed
HUMAN RESOURCES
Benefit Plan Claims
PE
GC 34090;
X
CU+2
Includes dental, disability, education, health, life,
29 CFR
vision including dependant care and employee
1602.30; 32;
assistance
29 CFR
1627.3; 29
USC 1113 &
1027
Benefit Plan Enrollment
T+5
GC 34090,
X
Employee benefit plans such as health, dental, pension
12946;29
and insurance plans (Includes enrollment and plan
CFR 1627.3
information)
Bids, RFQ's, RFP's (Documents)
AU+4
GC 34090;
X
CU+2
City created documents
CCP 337
Bids, RFQ's, RFP's (Successful)
AU+S
GC 34090;
X
CU+2
CCP 337
Bids, RFQ's, RFP's (Unsuccessful)
CU+2
GC 34090;
CCP 337
Bonds, Personnel Fidelity
T+2
GC 34090
Employee Fidelity Bonds
Classifications
CL+2
GC 34090,
Includes classification and wage rates, classification
34090.7,
studies and surveys, and reclassification
12946; 29
CFR PART
516
Correspondence, Routine
CU+2
GC 34090
Administrative, general files, memorandums,
miscellaneous reports, working files, etc.
Deferred Compensation
PE
GC 12946,
X
CU+2
Includes enrollment and plan information
34090; 29
CFR 1627.3
Deferred Compensation Reports
T+5
GC 34090
Records of financial statements, summaries for
receipts, disbursements & reconciliations
Dept. of Fair Employment & Housing Claims
CL+2
GC 12946,
Claims that are resolved administratively. All State
34090
and Federal laws require retention until final
disposition of formal complaint; State requires 2 years after action is taken.
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-60- 23
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Laserfiche?
Scanned &
Reviewed
HUMAN RESOURCES
Employee Handbook
S+2
GC 34090
General employee information including benefit plans
Employee Rights
T+2
GC 12946,
X
Includes arbitration, grievances, union requests,
34090; 29
sexual harassment & civil rights, complaints &
CFR 1602;
disciplinary actions
29 USC 211
INS Form I-9 Employment Eligibility Verification
T+2
GC 12946,
X
Employers must retain completed Forms I-9 for all
Form
34090; 29
employees for 3 years after the date they hire an
CFR 1627.3,
employee, or 1 year after the date employment is
8 CFR
terminated, whichever is later
274a.2
Motor Vehicle (DMV) Pulls
S+2
GC 34090
X
Bureau of National Affairs recommends 2 years for all
supplementary ersonnel records.
Negotiations
PE
GC 34090;
X
CU+2
Contracts, MOUs, correspondence, official meeting
29 USC 211,;
notes and notebooks
29 CFR
PART 516
OSHA
CU+5
GC 34090; 8
Inspection & Citations - Log 200 & Log 300, 301,
CCR
301A
3203(b)(1)
Payroll, Changes
AU+4
GC 34090
Adjustments, address changes, direct deposit,
vacation & comp time
Payroll Reports
AU+5
GC 34090
Includes leave balance and other miscellaneous
reports
PERS Employee Deduction Reports
T+4
GC 34090;
X
Record of deductions
26 CFR 31-
6001-1; 29
CFR PART
516; LC
1174(d)
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-61- 24
Eligible to be Destroy
Record
Retention
Citation
Stored in Paper After
Remarks
Lasert;che? Scanned &
Reviewed
HUMAN RESOURCES77
Personnel Files
AS+ 6
GC 12946,
X
Release authorizations, appointments, certifications,
34090; 29
CU+2
reassignments, outside employment, commendations,
CFR PART
disciplinary actions, terminations, oaths of office,
1602; 29
evaluations, pre -employee medicals, fingerprints,
CFR
identification cards, deduction authorizations,
1627.38;
beneficiary designations, unemployment claims,
CCR
3204(d); 29
garnishments, applications, resumes, certificates,
USC 1113
disciplinary complaints, grievances, insurance,
licenses, Accident/Incident Reports with no action,
drug & alcohol testing, finger print clearance
Personnel Files, Medical
AS+30
GC 34090,
X
May include family leave; certifications, tests. Claims FMLA 1993
CU+2
can be made for 30 years for toxic substance exposure.
US OSHA;
29 CFR
1602.30; 8
CCR 3204 d
Personnel Files, Recruitment
CL+3
GC 12946,
Applications and resumes for those not hired,
34090; 29
lists/logs, ethnicity disclosures, examination
CFR 1602,
materials, examination answer sheets, job bulletins,
1607, 1627.3
eligibility, release of information forms for
recruitments, electronic database
Personnel Reports
CU+2
GC 34090
Employee statistics, benefit activity, liability loss
Policies/Procedures, Administrative
S+2
GC 34090
General City policies, procedures, instructions
Reports, Labor Distribution
AU+2
GC 34090
Costs by employee & program
Retirement
AS+5
GC 12946,
X
PERS, Social Security, SSI (EEOC/ADEA)
34090; 29
CFR 1627.3
Training Records
AS+2
GC 34090
X
Certifications, designations, paperwork documenting
internal and external training
Unemployment Compensation Files
AS+5
GC 34090
X
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-62- 25
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Laserfiche?
Scanned &
Reviewed
HUMAN RESOURCES
Unpaid/Volunteer Applications
AS+2
GC 12946
Successful
&34090; 29
CFR 1602.31
& 1627.3; 8
CCR
3204(d), 29
USC 1113
Unpaid/Volunteer Applications
CU+2
GC 12946 &
Unsuccessful or pending
34090; 29
CFR 1602.31
& 1627.3; 8
CCR 3204(d)
Work Release Files
AS+2
GC 34090
Workers Compensation & Dependent Care Reports
CU+30
GC 34090;
X
Claim files, reports, incidents
8 CCR
CU+2
15400.2; LC
5405
Workers Compensation and/or Disability Claims
5+30
GC 12946,
X
CU+2
34090; 8
CCR
3204(d),
10102,
15400.2
Workers Compensation Insurance
PE
GC 34090
X
CU+2
Indemnity, PERS working files
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-63- 26
Eligible to
Destroy Paper
Record
Retention
Citation
be Stored in
After Scanned
Remarks
Laserfiche?
& Reviewed
PLANNING
Address Files PE GC 34090(d) X
CU+2
Address assignments
Agenda Packets
PE
GC 34090
X
CU +2
Original agenda packets for the Planning
Commission. Documentation received, created and/or
submitted
Annexations
P
GC 34090(a)
X
Reports, agreements, public notices
Annexations / Boundaries / Consolidations / LAFCO
P
GC 34090
X
Land records
Annexation Petitions, Protests & Withdrawals
CU+1
GC 50115
Benchmark Data
CU+2
GC 34090(d)
Vertical Control
Bonds, Development
CL+10
GC 34090,
A development bond is what a developer posts to
43900; CCP
ensure that sidewalks, schools, etc. are built. Bonds
337.2
insuring real property must be retained permanently.
Census, Demographics
S+2
GC 34090
Conveyances from or to the City (Deeds, Easements,
P
GC 34090, 24
X
Includes Deeds, Grant Deeds, Deeds of Trust and
etc)
CFR
Assignment of Rents, Quitclaim Deeds, Deed
570.502(b)(3)
Restrictions, Subordination Agreement with Deeds,
Promissory notes secured by property, Substitution o
Trustee, Trust Transfer Deeds, Installment Note,
Easements, Full or Partial (re)conveyances, Covenant
of Easement, Public Access Easements, Grant o
Storm Drain Easements, etc. - Check originals for
historic value
Correspondence, Routine
CU+2
GC 34090
Administrative, general files, memorandums,
miscellaneous reports, working files, etc.
Development Impact Fees
PE
GC 34090
X
CU+2
Paid receipts/liens/deferral agreements
Development Conditions
PE
GC 34090 1
X
CU+2
I Mitigation measures filed with case files
Development Standards
S
GC 34090(a)
Landscape medians, parkway landscape development,
etc.
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-64- 27
Eligible to
Destroy Paper
Record
Retention
Citation
be Stored in
After Scanned
Remarks
Laserfiche?
& Reviewed
PLANNING
Environmental, California Environmental Quality Act
PE
GC 34090; 14
X
CU+2
Exemptions, Draft & Final Environmental Impact
(CEQA) Determinations/Reports (Inside City
CCR 15095(c)
Reports (EIRs), Negative Declarations, mitigation
Boundaries)
monitoring, notices of completion, determination, etc.
Environmental, Determinations/Reports (Outside City
CU+2
GC 34090
Non -records (includes City review and comments on
Boundariesprojects
by other jurisdictions
General Plan and Elements
E
GC 34090
X
CU+2
Includes sphere of influence
General Plan and Specific Plan Amendments
PE
GC 34090
X
CU+2
(Approved)
General Plan and Specific Plan Amendments Denied
CU+3
GC 34090
Grants - Federal, State & Local - Successful
CL+7
GC 34090; 24
X
Application, supporting data, grant completion
CFR 85.42,
documentation, bids, selection documentation, budget
570.502(b); 29
& financial data, consultants/contractor's records,
CFR 97.42
amendments, environmental documentation, labor
compliance documentation, reports to granting
agency, rules, regulations, and procedures, financial
disbursement/settlement
Grants - Federal, State & Local - Unsuccessful
CL+2
GC 34090
Home Occupancy Permit
L
Land Records
P
GC 34090,
X
Includes annexations, boundaries, consolidations,
CCP 337,
LAFCO
337.1(a),
337.15, 343
Land Uses, Nonconforming
P
GC 34090(a)
X
Building or site usage which does not conform to
current standards
Marketing and Publicity Materials
S+2
GC 34090
Paper or Electronic Media. Recreation Guides,
Brochures, Schedules, Newsletters, Bulletins,
Announcements. Update as necessary; may retain
copies longer for administrative/historical purpose
Master Plans
P
GC 34090
X
Special or long-range program plan for municipalities
- coordination of services; strategic planning
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-65- 28
Eligible to
Destroy Paper
Record
Retention
Citation
be Stored in
After Scanned
Remarks
Laserfiche?
& Reviewed
PLANNING
Permit, Tree Removal
CU+S
GC 34090
Oak Trees
Policies/Procedures, Administrative
S+2
GC 34090
General City policies, procedures, instructions
Prospects/Economic Development
CL+2
GC 34090
Economic development strategies
Redevelopment Plan
PE
GC 34090
X
CU+2
Redevelopment Projects, Project Areas
P
GC 34090
X
Sample Materials Submitted with Projects for Approval
CL+2
GC 34090
Roof, glass, paint, etc. samples. Keep as long as
project is in approval process plus 2 years.
Sample Materials Submitted with City Projects for
P
GC 34090
X
City project submittals, color boards, etc.
Approval
Studies
S+5
GC 34090
Noise studies, seismic studies, air quality, etc.
Studies - Economic
CU+10
GC 34090
Subdivision Maps, Plans, Drawing Exhibits (All
PE
GC 34090;
X
CU+2
Pertains to real property. May include blueprints,
Development Plans)
H&S 19850
drawings, maps, plans, reports, correspondence, uses,
variances, studies, appeals, compliance certificates,
lot line adjustments, preliminary, tentative and final
maps
Zoning Maps, Plans, Drawings, Exhibits, Photos
PE
GC 34090;
X
CU+2
Parcel, land use maps, aerial photos, comments to
H&S 19850
local agencies on their developments, etc.
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-66- 29
Eligible to
Destroy Paper
Record
Retention
Citation
be Stored in
After Scanned
Remarks
Laserfiche?
& Reviewed
PUBLIC WORKS
Abandonments / Vacations (Streets)
P
GC 34090(a)
X
Supporting documentation (includes temporary
construction easements, right -of -entry)
Agendas
CU+2
GC 34090
X
Original agendas for Council, Commissions, Boards,
and Committees
Annual Assessments/ Inspection of Facilities
CU+10
GC 34090
X
CU +2
Backflow Certifications
CU+2
GC 34090
Bids, RFQ's, RFP's (Documents)
AU+4
GC 34090;
X
CU+2
City created documents
CCP 337
Bids, RFQ's, RFP's (Successful)
AU+5
GC 34090;
X
CU+2
CCP 337
Bids, RFQ's, RFP's (Unsuccessful)
CU+2
GC 34090;
CCP 337
Bonds, Development
CL+10
GC 34090,
X
CU +2
Bonds posted by developer to insure that required
43900; CCP
public improvements (roads, curbs, gutters, sidewalks,
337.5
schools, etc.) are built. Bonds insuring real property
must be retained permanently.
Bonds, Security
CL+2
GC 34090,
Documentation created/received in connection with
43900; CCP
performance of work/services for parcel maps and
337.5
subdivisions.
Capital Improvement Projects, Administration Files
CL+10
GC 34090;
X
CU +2
Supporting documents including bidders list,
CCP 337.15
specifications, reports, work orders, schedules,
meeting notes, real estate appraisals, certified
payrolls, etc.
Capital Improvement Projects, City Facilities
PE
GC 34090;
X
CU +2
Plans, Specifications, Bids/RFPs, Successful
H&S 19850
Proposal, Materials Testing Reports, Grading Permits,
Hazardous Materials Plans, Soils Reports, Studies,
Surveys, etc.
Capital Improvement Projects, City Infrastructure
PE
GC 34090;
X
CU +2
Infrastructure construction or implementation (streets, H&S 19850
curbs, gutters, sidewalks, storm drains, water, sewer,
arks, public facilities
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-67- 30
Eligible to
Destroy Paper
Record
Retention
Citation
be Stored in
After Scanned
Remarks
Laserfiche?
& Reviewed
PUBLIC WORKS
Correspondence, Routine
CU+2
GC 34090
Administrative, general files, memorandums,
miscellaneous reports, working files, etc.
Daily Logs
CU+5
GC 34090
Easements, Dedications, Rights of Way
P
GC 34090
X
.Facility Safety Inspection
CU+2
GC 34090
FEMA Reimbursable Events
CU+10
GC 34090
X
CU +2
City preference to facilitate claims and grant
reimbursements. Includes documents related to Work
Orders, Request for Service Forms, Corrective Action
Requests, etc.
Flood Control Records
PE
GC 34090
X
CU+2
Storm Drains
Geotechnical Reports
PE
GC 34090
X
CU +2
Soils Reports
Grants - Federal, State & Local - Successful
CL+7
GC 34090;
X
Application, supporting data, grant completion
24 CFR
documentation, bids, selection documentation, budget
85.42,
& financial data, consultants/contractor's records,
570.502(b);
amendments, environmental documentation, labor
29 CFR
compliance documentation, reports to granting
97.42 agency, rules, regulations, and procedures, financial disbursement/settlement
Grants - Federal, State & Local - Unsuccessful
CL+2
GC 34090
Inventory
AU+4
GC 34090
Includes hand tools, heavy equipment, tools, trucks,
and trailers
Maintenance Records
CU+3
GC 34090
Records documenting the maintenance, repair and
upkeep of municipally owned facilities and property
(including buildings, parks, playgrounds, swimming
pools and other public facilities). Includes work
orders, safety/health/environmental review and
inspection, maintenance, repair, upkeep, and other
supporting documents
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-68- 31
Eligible to
Destroy Paper
Record
Retention
Citation
be Stored in
After Scanned
Remarks
Laserfiche?
& Reviewed
PUBLIC WORKS
Maps and Plats
PE
GC 34090;
H&S 19850
X
CU+2
Engineering field notes and profiles; cross-section o
roads, streets, right of way, bridges; may include
annexations, parks, tracts, block, storm drains, water
easements, bench marks, trees, grading, base maps,
etc.
Marketing and Publicity Materials
S+2
GC 34090
Paper or Electronic Media. Recreation Guides,
Brochures, Schedules, Newsletters, Bulletins,
Announcements. Update as necessary; may retain
copies longer for administrative/historical purpose
NPDES Monitoring Records & Permits
PE
GC 34090;
X
CU +2
40 CFR
122.21,
122.41, CCP
337
Permit, Encroachment (Permanent)
PE
GC 34090,
X
CU +2
Buildings, sewers, streets, utilities, etc.
CCP 337
Permit, Encroachment (Temporary)
CL+S
GC 34090,
Street closures, street cuts, paving, etc.
CCP 337
Permit, Wide Load Transportation
CL+2
GC 34090
Pest Control Reports
CU+2
GC 34090(d)
City facilities - includes pesticide applications,
inspections, sampling & documents
Policies/Procedures, Administrative
S+2
GC 34090
General City policies, procedures, instructions
Programs, Federal Programs & Traffic Safety
CU+3
GC 34090
Property Acquisition/Disposition
P
GC 34090
X
Deeds, title reports, etc. Supporting documents o
sale, purchase, or exchange also see "conveyance")
Property Acquisition — Appraisal Reports
CL+S
GC 34090;
Purchase property, funded loans, property not
24 CFR
purchased
85.42,
91.105(h),
570.502(b);
29 CFR
97.42 AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-69- 32
Record
Retention
Citation
Eligible to
be Stored in
Laserfiche?
Destroy Paper
After Scanned
& Reviewed
Remarks
PUBLIC WORKS
Public Facilities, Infrastructure
PE
GC 34090
X
CU +2
As builts, m lars, record drawings
Reports, Bridges & Overpasses
L
GC 34090
Life of Structure
Reports, Inspection
CU+2
GC 34090
Included intersection, sidewalks
Reports, Studies
S+2
GC 34090;
CVC
21455.5
Traffic volume, accident history, requests, statistics, drawings supporting traffic devices, "Red Light
Camera" reports, etc.
Reports, Traffic Count
CL+5
GC 34090
Evaluation of traffic volume
Reports, Vehicle Accident
CU+2
GC 34090
Soils Reports and Geo-technical Reports accompanied
by site plan, if available
PE
X
CU+2
Speed Limits
S+5
GC 34090
Studies/Surveys(City Projects
PE
GC 34090
X
CU +2
Engineering studies or surveys
Studies/Surveys (Preliminary)
S+3
GC 34090
Preliminary Engineering studies or surveys, project
assessments
Surplus Property - Auction
AU+2
GC 34090
Listing of property
Traffic Legends, Signals & Signs
PE
I GC 34090
X
CU +2
Locations
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent City of Yucaipa Records Retention Schedule, Resolution No. 2022-62 Exhibit "A" S=Supersede PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-70- 33
INDEX
AB 939 Annual Reports..........................................................................16 Abandonments / Vacations (Streets)....................................................... 33 Accident, Incident, Injury Reports — Public (Claim) ................................
I
Accident, Incident, Injury Reports — Public (Non -Claim) ........................ 1 Accident, Reports(City Assets).................................................................1 Accounts Payable....................................................................................
I I
Accounts Receivable...............................................................................
I I
Activity/Project Files................................................................................ 9 AddressFiles..........................................................................................30 Administrative Hearings...........................................................................
I
Affidavits of Publications/Public Hearing Notices.................................16 AgendaPackets.................................................................................16, 30 Agreements, Capital Improvement.........................................................16 Agreements, Contractors........................................................................16 Agreements, Franchise............................................................................16 Agreements, Joint Powers (JPA)/Mutual Aid.........................................16 Agreements, School District...................................................................16 Annexation Petitions, Protests & Withdrawals.......................................30 Annexations............................................................................................ 30 Annexations / Boundaries / Consolidations / LAFCO ............................30 Annual Assessments/ Inspection of Facilities ......................................... 33 Annual Audit Reports (Copies)..............................................................
I I
Annual Audit Reports (Originals)...........................................................
I I
Annual Audit Reports, Back Up and Supporting Documents ................
I I
Appeals, Civil...........................................................................................
I
Articles of Incorporation.........................................................................17 Assessment Districts...............................................................................
I I
Assessment Rolls....................................................................................
I I
Audio and/or Video Recordings.............................................................17 Backflow Certifications.......................................................................... 33 Bank Deposits / Deposit Transmittal Records ........................................
I I
Bank Reconciliations.............................................................................. 11 BankStatements.....................................................................................
I I
BenchmarkData..................................................................................... 30 Benefit Plan Claims................................................................................ 25 Benefit Plan Enrollment......................................................................... 25 Bids, RFQ's, RFP's (Documents) ............................2, 9, 11, 17, 21, 25, 33 Bids, RFQ's, RFP's (Successful) .............................2, 9, 11, 17, 21, 25, 33 Bids, RFQ's, RFP's (Unsuccessful) .........................2, 9, 12, 17, 21, 25, 33 Bonds...................................................................................................... 12 Bonds, Transcripts/Certificates of Participations .................................. 12 Bonds, Account Statements.................................................................... 12 Bonds, Administration............................................................................ 12 Bonds, Coupons..................................................................................... 12 Bonds, Development........................................................................ 30,33 Bonds, Personnel Fidelity....................................................................... 25 Bonds, Security...................................................................................... 33 Budget Adjustments/Amendments......................................................... 12 Budget Hearing & Review..................................................................... 12 BudgetWorksheets................................................................................. 12 Budgets, Adopted (Originals)............................................................... 12 Budgets, Adopted (Copies).................................................................... 12 Building Permit Database......................................................................... 6 Building Permits, Issued........................................................................... 6 Building Plans/Construction Documents (Commercial and required multi- familystructures).................................................................................. 6 Building Plans/Construction Documents(SFR)....................................... 6 Building Plans/Construction Documents, Institutional ............................ 6 BusinessLicense.................................................................................... 12 CAFR - Comprehensive Annual Financial Reports ............................... 12 CALPERS Bi-Weekly Reports.............................................................. 12 Capital Improvement Projects, Administration Files ............................. 33 Capital Improvement Projects, City Facilities ........................................ 33 Capital Improvement Projects, City Infrastructure ................................ 33 Capital Improvement Projects, Financial Records ................................. 13 Cash Receipts & Summaries.................................................................. 13 Cashier's Reports/Daily Revenue........................................................... 13 Census, Demographics........................................................................... 30 City of Yucaipa Records Retention Schedule, Resolution No. 2009-66 Exhibit "A" Page 34 -71-
INDEX
Certificates of Destruction......................................................................17 Certified Mail/Electronic/Postage Receipts............................................13 Chartof Accounts...................................................................................13 Checks.....................................................................................................13 Citizen Service Applications to Boards, Commissions, and Committees (Not Selected).....................................................................................17 Citizen Service Applications to Boards, Commissions, and Committees (Selected)............................................................................................17 City Council Correspondence...................................................................2 City Council Subcommittees.................................................................... 2 Claims, Against City.................................................................................2 Claims, By City........................................................................................2 Class Rosters and Enrollments.................................................................9 Classifications......................................................................................... 25 CodeBooks...............................................................................................6 Correspondence, Routine ................................ 2, 4, 8, 9, 13, 17, 25, 30, 34 Credit Card, Agreements........................................................................13 DailyLogs.............................................................................................. 34 Deferred Compensation.......................................................................... 25 Deferred Compensation Reports.............................................................25 Deposit Log Sheets/Books......................................................................13 Dept. of Fair Employment & Housing Claims.......................................25 Development Conditions........................................................................ 30 Development Impact Fees......................................................................30 Development Standards.......................................................................... 30 Easements, Dedications, Rights of Way.................................................34 Elections, Ballots (Prop 218)..................................................................17 Elections, Calendar................................................................................. 17 Elections, Candidates Statements (Successful).......................................17 Elections, Candidates Statements (Unsuccessful)..................................17 Elections, Canvass.................................................................................. 17 Elections, Certificates of Election..........................................................18 Elections, Nomination Papers (Successful)............................................18 Elections, Nomination Papers (Unsuccessful)........................................18 Elections, Notifications & Publications..................................................18 Elections, Oath of Office........................................................................ 18 Elections, Petitions................................................................................. 18 Elections, Sample Ballot........................................................................ 18 E-Mail, Non Official City Records........................................................ 21 E-Mail, Non Records.............................................................................. 22 E-Mail, Official City Records................................................................ 22 Emergency Documents............................................................................. 4 Emergency Response & Preparedness Planning ...................................... 4 EmployeeHandbook.............................................................................. 26 EmployeeRights.................................................................................... 26 EncumbranceReports............................................................................. 13 Environmental, California Environmental Quality Act (CEQA) Determinations/Reports (Inside City Boundaries) ............................. 31 Environmental, Determinations/Reports (Outside City Boundaries)..... 31 Escheat (Unclaimed Money / Uncashed Checks) .................................. 13 Ethics Training (AB 1234)..................................................................... 18 Evaluations/Surveys of Programs............................................................ 9 Exchange Server (Microsoft Outlook Mail Folders) .............................. 22 Exchange Server, Back Ups (Microsoft Outlook Mail Folders) ............ 23 Facility Rentals/Use................................................................................. 9 Facility Safety Inspection....................................................................... 34 FEMA Reimbursable Events.................................................................. 34 Financial Statements............................................................................... 13 Fines, Civil and Penalties....................................................................... 13 Fines, False Alarm.................................................................................. 13 Fines, JDS............................................................................................... 13 Fines, NSF.............................................................................................. 13 Fines, Parking Citations......................................................................... 13 Fines, Restitutions.................................................................................. 13 Fixed Assets, Annual Listing................................................................. 14 Flood Control Records........................................................................... 34 FPPC - Campaign Disclosure Filings, Candidates (Elected Officials) .. 18 FPPC — Campaign Disclosure Filings, Candidates (Not Elected).......... 18 FPPC - Campaign Disclosure Filings, Copies ........................................ 18 FPPC - Campaign Disclosure Filings, Other Committees ..................... 18 City of Yucaipa Records Retention Schedule, Resolution No. 2009-66 Exhibit "A" Page 35 -72-
INDEX
FPPC — Candidate Intention Statement, Elected Officials ......................18 FPPC — Candidate Intention Statement, Not Elected..............................18 FPPC - Statement of Economic Interest - Designated Employees .........19 FPPC — Statement of Economic Interest — Lobbyist Reporting .............. 19 FPPC - Statement of Economic Interest - Public Officials .....................19 GasTax...................................................................................................14 General Journal Reports..........................................................................14 General Ledger (GL) Year End Reports.................................................14 General Plan and Elements..................................................................... 31 General Plan and Specific Plan Amendments (Approved).....................31 General Plan and Specific Plan Amendments (Denied) ......................... 31 Geotechnical Reports..............................................................................34 Grants - Federal, State & Local - Successful .................. 3, 5, 9, 19, 31, 34 Grants - Federal, State & Local - Unsuccessful..............3, 5, 9, 19, 31, 34 Grants, Community Development Block Grants (CDBG) .....................14 Historical Records..................................................................................19 INS Form 1-9 Employment Eligibility Verification Form......................26 Insurance - Certificates...........................................................................19 Insurance - Liability/Property/Worker's Compensation ...........................3 Insurance, Bonds (City)............................................................................ 3 Insurance, PARSAC................................................................................. 3 Insurance, Rental/Use of City Facility...................................................... 3 InternetPolicies...................................................................................... 23 Inventory...........................................................................................23, 34 Inventory, Logs, Systems Manuals.........................................................23 InvestmentRecords................................................................................14 IRS Forms (1099, 1096, W9)..................................................................14 IRS Tax Forms (W2, W4).......................................................................14 LandRecords.......................................................................................... 31 Land Uses, Nonconforming.................................................................... 31 LegalAdvertising...................................................................................19 LegalOpinions.......................................................................................... 3 Liability Release Forms............................................................................9 Licenses.................................................................................................. 23 Liens & Releases....................................................................................19 Liens & Releases — Support Documentation ............................................ 8 Litigation/Lawsuits................................................................................... 4 Maddy Act List / Committee Rosters ..................................................... 19 Maintenance Contracts........................................................................... 20 Maintenance Records............................................................................. 34 Mapsand Plats....................................................................................... 35 Marketing and Publicity Materials................................4, 5, 10, 20, 31, 35 MasterPlans........................................................................................... 32 MeetingNotices..................................................................................... 20 Minutes................................................................................................... 20 Mobilehome Park, General Files............................................................ 20 Mobilehome Park, NOI, CPI, Loss of Amenity ..................................... 20 Mobilehome Park, Permit to Operate ..................................................... 20 Motor Vehicle (DMV) Pulls................................................................... 26 Municipal Code & Development Code .................................................. 20 Negotiations........................................................................................... 26 Network Back Ups, Program Files and Directories ............................... 23 Network Database(s), Back Ups, Program Files and Directories........... 23 Network Database(s), Program Files and Directories ............................ 23 Network Information Systems (LAN/WAN)......................................... 23 NPDES Monitoring Records & Permits ................................................. 35 Ordinances.............................................................................................. 20 OSHA..................................................................................................... 26 PayrollReports....................................................................................... 26 Payroll, Changes..................................................................................... 26 Payroll, Tax Reports............................................................................... 14 PermissionSlips................................................................................. 9, 10 PermitFees............................................................................................. 14 Permit, Encroachment (Permanent)........................................................ 35 Permit, Encroachment (Temporary)....................................................... 35 Permit, Tree Removal............................................................................. 32 Permit, Wide Load Transportation......................................................... 35 PERS Employee Deduction Reports ...................................................... 27 PersonnelFiles....................................................................................... 27 Personnel Files, Medical........................................................................ 27 City of Yucaipa Records Retention Schedule, Resolution No. 2009-66 Exhibit "A" Page 36 -73-
INDEX
Personnel Files, Recruitment.................................................................. 27 Personnel Reports................................................................................... 27 Pest Control Reports...............................................................................35 PettyCash Receipts................................................................................14 PettyCash Records.................................................................................14 Policies/Procedures, Administrative ....... 4,5, 8, 10, 15, 20, 23, 27, 32, 35 Proclamations.........................................................................................20 Programs, Federal Programs & Traffic Safety ....................................... 35 Prospects/Economic Development.........................................................32 Public Facilities, Infrastructure...............................................................36 Public Records Request.......................................................................... 20 Purchase Orders / Requisitions...............................................................15 ReceiptCopies........................................................................................10 Recorded Documents..............................................................................20 Records Management, Destruction Certification....................................20 Records Management, Working Copy .................................................... 20 Records Retention...................................................................................21 Redevelopment Plan............................................................................... 32 Redevelopment Projects, Project Areas..................................................32 Redevelopment Statement of Indebtedness............................................15 Refunds and Credits................................................................................15 Reports, Bridges & Overpasses............................................................. 36 Reports, Inspection................................................................................. 36 Reports, Labor Distribution.................................................................... 27 Reports, Studies...................................................................................... 36 Reports, Traffic Count............................................................................36 Reports, Vehicle Accident......................................................................36 Resolutions.............................................................................................21 Retirement............................................................................................... 27 Risk Management Reports........................................................................4 Sample Materials Submitted with City Projects for Approval ............... 32 Sample Materials Submitted with Projects for Approval ....................... 32 Schedules, Classes & Events..................................................................10 Signature Cards & Authority..................................................................15 Special Event Permits............................................................................. 10 SpeedLimits........................................................................................... 36 State Controllers Report ......................................................................... 15 Studies.................................................................................................... 32 Studies- Economic................................................................................. 32 Studies/Surveys (City Projects).............................................................. 36 Studies/Surveys (Preliminary)................................................................ 36 Subdivision Maps, Plans, Drawing Exhibits (All Development Plans) . 32
Subpoenas/Summons.............................................................................. 21 Surplus Property - Auction..................................................................... 36 Taxes, Receivable................................................................................... 15 TimeCards/Sheets.................................................................................. 15 Traffic Legends, Signals & Signs........................................................... 36 TrainingRecords.................................................................................... 28 Transient Occupancy Taxes (TOT) ........................................................ 15 Travel Expense Reimbursements........................................................... 15 Trial Balance Detail Reports.................................................................. 15 TrustAccounts....................................................................................... 15 Unemployment Compensation Files ...................................................... 28 Unpaid/Volunteer Applications.............................................................. 28 VehicleImpound Fees............................................................................ 15 Vehicle Ownership & Title.................................................................... 21 VendorRegister...................................................................................... 15 Violations, Building, Property and Zoning .............................................. 8 WarrantRegister.................................................................................... 15 WorkRelease Files................................................................................. 28 Workers Compensation & Dependent Care Reports .............................. 28 Workers Compensation and/or Disability Claims .................................. 28 Workers Compensation Insurance.......................................................... 29 Zoning Maps, Plans, Drawings, Exhibits, Photos .................................. 32 City of Yucaipa Records Retention Schedule, Resolution No. 2009-66 Exhibit "A" Page 37 -74-
CITY OF YUCAIPA
Records Retention Schedule
Supplemental Electronic Mail Management
and Retention Policy
Pur ose
The objective of this policy is to provide clear and concise direction regarding use of the City's electronic mail (e-mail) system. This policy governs the retention of e-mail that is created, sent, received, forwarded, edited, stored, or otherwise used by means of City electronic information resources of any kind, including, but not limited to, computers, computer networks, software, cell phones, personal data assistants, and any other electronic data systems or equipment ("City e- mail"). This policy applies to all employees, elected officials, appointed officials and consultants.
Provisions
The City may access any messages in City e-mails at any time. Access may occur, without limitation, for the following reasons: for random review; in situations indicating impropriety, violation of City policy, suspected criminal activities, or breach of electronic mail security; because of legal requirements; to locate substantive information that is not more readily available by some other means; or for the performance of routine maintenance. The contents of electronic mail may be disclosed within or outside of the City without employee permission or knowledge.
Retention
City e-mails may consist of electronic correspondence or other electronic documentation or records.
City e-mails may be considered public records. The release of City e-mails as public records to members of the public is governed by the California Public Records Act. City e-mails are managed according to the City's Records Retention Schedule and the laws and regulations governing it, and other laws and regulations that apply to public records. In general, City e-mails and the retention of such records falls into the following categories:
Official City Records: City e-mails (including attachments) that (i) the City or an officer of the City is required by law to create or retain, (ii) are necessary or convenient to the discharge of a public officer's duties and made or retained for the purpose of preserving its informational content for future reference, (iii) document official business of the City, such as information concerning the formation and implementation of City policies and decisions, approvals to initiate a business transaction, proceedings, requests and replies to requests for public information, projects, contracts, or (iv) may later be important or useful for carrying out City business will be considered an "Official City Record." An Official City Record shall be printed onto paper, appropriately filed, and retained according to the retention period for the document as indicated in the Records Retention Schedule.
Non -Official City Records: City e-mails (including attachments) that consist of preliminary drafts, unofficial copies of documents kept only for convenience or reference, notes, or inter -agency or intra-agency memoranda that are not retained by the City in the ordinary course of business, will be considered "Non -Official City Records." Non -Official City Records are not identified in the Records Retention Schedule and shall be deleted once the information is understood or communicated. Non -Official City Records include records that provide general information, such as, without limitation, announcing the dates City of Yucaipa Records Retention Schedule, Supplemental Email Management and Retention Policy Page 38 -75-
and times of meetings, responses to list serves, requests for general City information (other than public records), etc.
Non -Records: Routine City e-mails, the informational content of which is neither necessary nor intended to be preserved for future City use or reference, are "Non -Records." Non -Records should be deleted once the information is understood or communicated.
Non -Records are not intended to be retained in the ordinary course of City business. Non - records may include, without limitation, informal communication between staff or between staff and consultants, unsolicited offers to do business with the City, or personal correspondence and announcements (such as inviting City staff to a departmental lunch), etc.
Responsibility for Retention
The sender of a City E-mail is responsible for ensuring proper retention of the City E-mail in accordance with the applicable retention schedule. All electronic copies of City E-mails are duplicates and may be deleted once printed on paper, appropriately filed, and retained according to the Records Retention Schedule. Persons responsible for a particular program or project file shall be responsible for retaining all City E-mail they send or receive related to that program or project in accordance with the applicable retention schedule.
Storage and Back up of E-Mail:
Although the use of City E-mail is considered official City business, the City's e-mail server (Microsoft Exchange Server) is intended to be a method of communication and should not be used for the storage or maintenance of City E-mails.
Subject to the Records Retention Schedule and federal and state rules of procedure concerning the retention of City E-mails, City E-mails shall not be maintained on the City's e-mail server (Microsoft Exchange Server) longer than ninety (90) calendar days. The systems administrator has established a City E-mail management system that automatically removes City E-mails contained in all mail folders that are more than ninety (90) calendar days old. The systems administrator will disable the automatic e-mail deletion feature to preserve City E-mails in response to a litigation hold or Public Records Act request until it is determined whether City E-mails are subject to disclosure.
The systems administrator maintains back ups for no longer than two (2) weeks before they are overwritten.
The purpose of back ups is to provide a means of complete server recovery in case of a system failure.
Upon the City's receipt of a litigation hold or Public Records Act request, the systems administrator may not overwrite back ups that contain City E-mails until it is determined whether any of the City E-mails on the back ups are subject to disclosure.
Legal Proceedings
The City periodically receives requests for inspection or production of documents pursuant to the Public Records Act, as well as demands by subpoena or court order for documents. And, when litigation is commenced by or against the City, it may be necessary to preserve ("litigation hold") all relevant documents. When the City receives a request for disclosure of City records that applies to City E-mail, or the City Attorney or City Clerk place a litigation hold on certain documents that include City E-mail, the person responsible for the covered records must, using his/her best efforts and by any lawful means available, preserve any City E-mail covered by the request until it is determined whether the City E-mail is subject to retention and/or disclosure. The City Clerk, City Attorney, and systems administrator must be contacted concerning any request for disclosure of City records that applies to City E-mail in the possession of persons subject to this policy.
City of Yucaipa Records Retention Schedule, Supplemental Email Management and Retention Policy Page 39 -76-
CITY OF
Y OF YUCAIPA
RECORDS RETENTION
SCHEDULE
Attachment C
The following guidelines represent legal requirements for the retention of local government records. The records of the City of Yucaipa shall be retained as set forth in this Records Retention Schedule. Records may be destroyed in accordance with the provisions of this Records Retention Schedule upon the request of the Department Head and with the written consent of the City Attorney and the City Clerk, without further action by the City Council of the City of Yucaipa. With the consent of the City Manager, City Attorney, and City Clerk, updates and amendments are authorized to be made to the Records Retention Schedule without further action by the City Council. Records that may not be addressed in this document will be reviewed by the City Clerk and approved by the City Attorney for the determination of the appropriate legal citation and retention period.
DOCUMENT REVISION HISTORY
Row#
Revision
Revision Description
Revision Tracking Notes
Date
1 06/2011
Added "PE" to footers
Added Permanent Electronic (PE)
2 02/2013
Clarified "PE" and destruction of
Modified scanned column to reflect LF storage eligibility paper copies
3 06/2013
Added "Marketing and Publicity
Added new Record Series "Marketing and Publicity
Materials"
Materials" to Admininstration Department
4 10/2013
Added "Historical'
Added new Record Series "Historical' to General
Services/City Clerk Department
Simplified the structure of the Schedule; Reoriented
records to their appropriate location in the Schedule;
Added new records; Eliminated obsolete records,
5 11/2022
Comprehensive Update
outdated record types, and duplications, and corrected
errors
me
TABLE OF CONTENTS
CITATIONS............................................................................................................................................................................................................................ XI ADMINISTRATION/RISK MANAGEMENT.................................................................................................................................................................. I Accident, Reports (City Assets).......................................................................................................................................................................................... 1 Accident, Incident, Injury Reports — Public (Claim).......................................................................................................................................................... 1 Accident, Incident, Injury Reports — Public (Non-Claim).................................................................................................................................................. 1 AdministrativeHearings..................................................................................................................................................................................................... 1 Agendas.............................................................................................................................................................................................................................. 1 Appeals, Civil..................................................................................................................................................................................................................... 1 Bids, RFQ's, RFP's (Documents)........................................................................................................................................................................................ 2 Bids, RFQ's, RFP's (Successful)......................................................................................................................................................................................... 2 Bids, RFQ's, RFP's (Unsuccessful)..................................................................................................................................................................................... 2 CityCouncil Correspondence............................................................................................................................................................................................. 2 CityCouncil Subcommittees.............................................................................................................................................................................................. 2 CityManager Council Reports and Memos........................................................................................................................................................................ 2 CityManager Project files.................................................................................................................................................................................................. 2 Claims, Against City ........................................................................................................................................................................................................... 2 Claims, By City ................................................................................................................................................................................................................... 2 Correspondence, Routine.................................................................................................................................................................................................... 2 Litigation/Lawsuits............................................................................................................................................................................................................. 4 Litigation/Lawsuits (High Profile)...................................................................................................................................................................................... 4 Marketingand Publicity Materials..................................................................................................................................................................................... 4 Policies/Procedures, Administrative................................................................................................................................................................................... 4 RiskManagement Reports.................................................................................................................................................................................................. 4 EMERGENCYMANAGEMENT....................................................................................................................................................................................... 4 Correspondence, Routine.................................................................................................................................................................................................... 4 EmergencyResponse & Preparedness Planning................................................................................................................................................................. 4 EmergencyDocuments....................................................................................................................................................................................................... 4 Grants- Federal, State & Local - Successful...................................................................................................................................................................... 5 Grants - Federal, State & Local - Unsuccessful.................................................................................................................................................................. 5 Marketingand Publicity Materials..................................................................................................................................................................................... 5 Policies/Procedures, Administrative................................................................................................................................................................................... 5 -79- Table of Contents, Page i
BUILDINGAND SAFETY.................................................................................................................................................................................................. 6 BuildingPermit Database................................................................................................................................................................................................... 6 BuildingPermits, Issued..................................................................................................................................................................................................... 6 Building Plans/Construction Documents (Commercial and required multi -family structures).......................................................................................... 6 Building Plans/Construction Documents, Institutional....................................................................................................................................................... 6 BuildingPlans/Construction Documents (SFR)................................................................................................................................................................. 6 CodeBooks......................................................................................................................................................................................................................... 6 ProjectsNot Completed or Denied..................................................................................................................................................................................... 6 Reports Annual Historical Reports of Bldg. Permit Activity............................................................................................................................................. 7 Reports Monthly & Periodic Reports of Bldg. Activity..................................................................................................................................................... 7 Soils Reports and Geo-technical Reports accompanied by site plan, if available.............................................................................................................. 7 CODEENFORCEMENT..................................................................................................................................................................................................... 8 AbandonedVehicles........................................................................................................................................................................................................... 8 Abatement, Code Enforcement........................................................................................................................................................................................... 8 BannerPermits, Temporary Signs...................................................................................................................................................................................... 8 CaseFiles (Code Enforcement).......................................................................................................................................................................................... 8 Complaints/Violations, Building, Property and Zoning..................................................................................................................................................... 8 CorrectionNotices, Stop Work Orders, etc........................................................................................................................................................................ 8 Correspondence, Routine.................................................................................................................................................................................................... 8 GraffitiReports & Photographs.......................................................................................................................................................................................... 8 Liens& Releases — Support Documentation...................................................................................................................................................................... 8 Permit, Parking................................................................................................................................................................................................................... 8 Permit, Temporary Use Permit........................................................................................................................................................................................... 8 Policies/Procedures, Administrative................................................................................................................................................................................... 8 COMMUNITYSERVICES................................................................................................................................................................................................. 9 Agendas.............................................................................................................................................................................................................................. 9 Bids, RFQ's, RFP's (Documents)........................................................................................................................................................................................ 9 Bids, RFQ's, RFP's (Successful)......................................................................................................................................................................................... 9 Bids, RFQ's, RFP's (Unsuccessful)..................................................................................................................................................................................... 9 ClassRosters and Enrollments........................................................................................................................................................................................... 9 Contracts............................................................................................................................................................................................................................ 9 Correspondence, Routine.................................................................................................................................................................................................... 9 EnrollmentForms............................................................................................................................................................................................................... 9 Evaluations/Surveys of Programs....................................................................................................................................................................................... 9 FacilityRentals/Use............................................................................................................................................................................................................ 9 ii
-80-
Grants - Federal, State & Local - Successful...................................................................................................................................................................... 9 Grants - Federal, State & Local - Unsuccessful.................................................................................................................................................................. 9 LiabilityRelease Forms...................................................................................................................................................................................................... 9 Marketingand Publicity Materials................................................................................................................................................................................... 10 PermissionSlips................................................................................................................................................................................................................ 10 Policies/Procedures, Administrative................................................................................................................................................................................. 10 ReceiptCopies.................................................................................................................................................................................................................. 10 SpecialEvent Permits....................................................................................................................................................................................................... 10 FINANCE/ACCOUNTING/PAYROLL........................................................................................................................................................................... 11 AccountsPayable.............................................................................................................................................................................................................. 11 AccountsReceivable......................................................................................................................................................................................................... 11 AnnualAudit Reports (Copies)........................................................................................................................................................................................ 11 AnnualAudit Reports (Originals)..................................................................................................................................................................................... 11 Annual Audit Reports, Back Up and Supporting Documents.......................................................................................................................................... 11 AssessmentDistricts......................................................................................................................................................................................................... 11 AssessmentRolls.............................................................................................................................................................................................................. 11 BankDeposits / Deposit Transmittal Records.................................................................................................................................................................. 11 BankReconciliations........................................................................................................................................................................................................ 11 BankStatements............................................................................................................................................................................................................... 11 Bids, RFQ's, RFP's (Documents)...................................................................................................................................................................................... 11 Bids, RFQ's, RFP's (Successful)....................................................................................................................................................................................... 11 Bids, RFQ's, RFP's (Unsuccessful)................................................................................................................................................................................... 12 Bonds, Transcripts/Certificates of Participations............................................................................................................................................................. 12 Bonds................................................................................................................................................................................................................................ 12 Bonds, Account Statements.............................................................................................................................................................................................. 12 Bonds, Administration...................................................................................................................................................................................................... 12 Bonds, Coupons................................................................................................................................................................................................................ 12 BudgetAdjustments/Amendments................................................................................................................................................................................... 12 Budgets, Adopted (Copies)............................................................................................................................................................................................... 12 Budgets, Adopted (Originals)........................................................................................................................................................................................... 12 BudgetHearing & Review................................................................................................................................................................................................ 12 BudgetWorksheets........................................................................................................................................................................................................... 12 BusinessLicense (Yucaipa).............................................................................................................................................................................................. 12 Business License (outside Yucaipa)................................................................................................................................................................................. 12 BusinessLicense (home -based business)......................................................................................................................................................................... 12 CAFR - Comprehensive Annual Financial Reports.......................................................................................................................................................... 12 CALPERSBi-Weekly Reports......................................................................................................................................................................................... 12 iii
Capital Improvement Projects, Financial Records............................................................................................................................................................ 13 CashReceipts & Summaries............................................................................................................................................................................................. 13 Cashier's Reports/Daily Revenue...................................................................................................................................................................................... 13 CertifiedMail/Electronic/Postage Receipts...................................................................................................................................................................... 13 Chartof Accounts............................................................................................................................................................................................................. 13 Checks............................................................................................................................................................................................................................... 13 Correspondence, Routine.................................................................................................................................................................................................. 13 CreditCard, Agreements.................................................................................................................................................................................................. 13 DepositLog Sheets/Books................................................................................................................................................................................................ 13 EncumbranceReports....................................................................................................................................................................................................... 13 Escheat(Unclaimed Money / Uncashed Checks)............................................................................................................................................................. 13 FinancialStatements......................................................................................................................................................................................................... 13 Fines, Civil and Penalties.................................................................................................................................................................................................. 13 Fines, False Alarm............................................................................................................................................................................................................ 13 Fines, JDS................................................................................................................................................................................................... ...................... 13 Fines, NSF........................................................................................................................................................................................................................ 13 Fines, Parking Citations.................................................................................................................................................................................................... 13 Fines, Restitutions............................................................................................................................................................................................................. 13 FixedAssets, Annual Listing............................................................................................................................................................................................ 14 GasTax............................................................................................................................................................................................................................. 14 GeneralJournal Reports.................................................................................................................................................................................................... 14 GeneralLedger (GL) Year End Reports........................................................................................................................................................................... 14 Grants, Community Development Block Grants (CDBG)............................................................................................................................................... 14 IRSForms (1099, 1096, W9)............................................................................................................................................................................................ 14 IRSTax Forms (W2, W4)................................................................................................................................................................................................. 14 InvestmentRecords........................................................................................................................................................................................................... 14 Payroll, Tax Reports......................................................................................................................................................................................................... 14 PermitFees....................................................................................................................................................................................................................... 14 PettyCash Receipts.......................................................................................................................................................................................................... 14 PettyCash Records........................................................................................................................................................................................................... 14 Policies/Procedures, Administrative................................................................................................................................................................................. 15 PurchaseOrders / Requisitions......................................................................................................................................................................................... 15 RedevelopmentStatement of Indebtedness...................................................................................................................................................................... 15 Refundsand Credits.......................................................................................................................................................................................................... 15 SignatureCards & Authority............................................................................................................................................................................................ 15 StateControllers Report .................................................................................................................................................................................................... 15 Taxes, Receivable............................................................................................................................................................................................................. 15 Timecards/Sheets.............................................................................................................................................................................................................. 15 LUT
in
TransientOccupancy Taxes (TOT).................................................................................................................................................................................. 15 TravelExpense Reimbursements...................................................................................................................................................................................... 15 TrialBalance Detail Reports............................................................................................................................................................................................. 15 TrustAccounts.................................................................................................................................................................................................................. 15 VehicleImpound Fees...................................................................................................................................................................................................... 15 VendorRegister................................................................................................................................................................................................................ 15 WarrantRegister............................................................................................................................................................................................................... 15 GENERALSERVICES/CITY CLERK............................................................................................................................................................................16 AB939 Annual Reports.................................................................................................................................................................................................... 16 Affidavits of Publications/Public Hearing Notices........................................................................................................................................................... 16 AgendaPackets................................................................................................................................................................................................................. 16 Agendas............................................................................................................................................................................................................................ 16 Agreements, Capital Improvement................................................................................................................................................................................... 16 Agreements, Contractors.................................................................................................................................................................................................. 16 Agreements, Franchise...................................................................................................................................................................................................... 16 Agreements, Joint Powers (JPA)/Mutual Aid................................................................................................................................................................... 16 Agreements, School District............................................................................................................................................................................................. 16 Articlesof Incorporation................................................................................................................................................................................................... 17 Audioand/or Video Recordings....................................................................................................................................................................................... 17 Bids, RFQ's, RFP's (Documents)...................................................................................................................................................................................... 17 Bids, RFQ's, RFP's (Successful)....................................................................................................................................................................................... 17 Bids, RFQ's, RFP's (Unsuccessful)................................................................................................................................................................................... 17 Certificatesof Destruction................................................................................................................................................................................................ 17 Citizen Service Applications to Boards, Commissions, and Committees (Not Selected)................................................................................................ 17 Citizen Service Applications to Boards, Commissions, and Committees (Selected)....................................................................................................... 17 Correspondence, Routine.................................................................................................................................................................................................. 17 Elections, Ballots (Prop 218)............................................................................................................................................................................................ 17 Elections, Calendar........................................................................................................................................................................................................... 17 Elections, Candidates Statements (Successful)................................................................................................................................................................. 17 Elections, Candidates Statements (Unsuccessful)............................................................................................................................................................ 17 Elections, Canvass............................................................................................................................................................................................................ 17 Elections, Certificates of Election..................................................................................................................................................................................... 18 Elections Nomination Papers Successful......................................................................................................................................... 18 Elections, Nomination Papers (Unsuccessful).................................................................................................................................................................. 18 Elections, Notifications & Publications............................................................................................................................................................................ 18 Elections, Oath of Office.................................................................................................................................................................................................. 18 Elections, Petitions............................................................................................................................................................................................................ 18 v
-83-
Elections, Sample Ballot................................................................................................................................................................................................... 18 EthicsTraining (AB 1234)............................................................................................................................................................................................... 18 FPPC- Campaign Disclosure Filings, Candidates (Elected Officials)............................................................................................................................. 18 FPPC— Campaign Disclosure Filings, Candidates (Not Elected).................................................................................................................................... 18 FPPC- Campaign Disclosure Filings, Copies.................................................................................................................................................................. 18 FPPC- Campaign Disclosure Filings, Other Committees................................................................................................................................................ 18 FPPC— Candidate Intention Statement, Elected Officials................................................................................................................................................ 18 FPPC— Candidate Intention Statement, Not Elected........................................................................................................................................................ 18 FPPC - Statement of Economic Interest - Designated Employees................................................................................................................................... 19 FPPC — Statement of Economic Interest — Lobbyist Reporting........................................................................................................................................ 19 FPPC - Statement of Economic Interest - Public Officials............................................................................................................................................... 19 Grants - Federal, State & Local - Successful.................................................................................................................................................................... 19 Grants- Federal, State & Local - Unsuccessful................................................................................................................................................................ 19 Historical........................................................................................................................................................................................................................... 19 Insurance- Certificates..................................................................................................................................................................................................... 19 LegalAdvertising............................................................................................................................................................................................................. 19 Liens& Releases.............................................................................................................................................................................................................. 19 MaddyAct List / Committee Rosters............................................................................................................................................................................... 19 MaintenanceContracts..................................................................................................................................................................................................... 20 Marketingand Publicity Materials................................................................................................................................................................................... 20 MeetingNotices................................................................................................................................................................................................................ 20 Minutes............................................................................................................................................................................................................................. 20 MobilehomePark, General Files...................................................................................................................................................................................... 20 MobilehomePark, NOI, CPI, Loss of Amenity................................................................................................................................................................ 20 MobilehomePark, Permit to Operate............................................................................................................................................................................... 20 MunicipalCode & Development Code............................................................................................................................................................................. 20 Ordinances........................................................................................................................................................................................................................ 20 Policies/Procedures, Administrative................................................................................................................................................................................. 20 Proclamations.................................................................................................................................................................................................................... 20 PublicRecords Request.................................................................................................................................................................................................... 20 RecordedDocuments........................................................................................................................................................................................................ 20 RecordsManagement, Working Copy.............................................................................................................................................................................. 20 Records Management, Destruction Certification.............................................................................................................................................................. 20 RecordsRetention........................................................................................................................ ..... 21 ................................................................................
Resolutions....................................................................................................................................................................................................................... 21 Subpoenas/Summons........................................................................................................................................................................................................ 21 VehicleOwnership & Title............................................................................................................................................................................................... 21 vi
INFORMATIONTECHNOLOGY................................................................................................................................................................................... 21 Bids, RFQ's, RFP's (Documents)...................................................................................................................................................................................... 21 Bids, RFQ's, RFP's (Successful)....................................................................................................................................................................................... 21 Bids, RFQ's, RFP's (Unsuccessful)................................................................................................................................................................................... 21 E-Mail, Non Official City Records............................................................................................................................................................................... 2224 E-Mail, Non Records.................................................................................................................................................................................................... 2322 E-Mail, Official City Records....................................................................................................................................................................................... 2322 Equipment, General 0
........................................................................................................................................................................................... 2322 Exchange Server Microsoft Outlook Mail Folders............................................................................................................... 2322 Exchange Server, Back Ups (Microsoft Outlook Mail Folders)................................................................................................................................... 2423 InternetPolicies............................................................................................................................................................................................................ 2423 Inventory(Hardware)................................................................................................................................................................................................... 2423 Inventory, Logs, Systems Manuals............................................................................................................................................................................... 2423 Licenses........................................................................................................................................................................................................................ 2423 NetworkBack Ups, Program Files and Directories...................................................................................................................................................... 2423 NetworkInformation Systems (LAN/WAN)................................................................................................................................................................ 2423 Network Database(s), Program Files and Directories................................................................................................................................................... 2423 Network Database(s), Back Ups, Program Files and Directories................................................................................................................................. 2423 Policies/Procedures, Administrative............................................................................................................................................................................. 2423 RecreationDatabase..................................................................................................................................................................................................... 25-24 HUMANRESOURCES.................................................................................................................................................................................................. 2625 BenefitPlan Claims...................................................................................................................................................................................................... 2625 BenefitPlan Enrollment................................................................................................................................................................................................ 2625 Bids, RFQ's, RFP's (Documents).................................................................................................................................................................................. 2625 Bids, RFQ's, RFP's (Successful)................................................................................................................................................................................... 2625 Bids, RFQ's, RFP's (Unsuccessful)............................................................................................................................................................................... 2625 Bonds, Personnel Fidelity............................................................................................................................................................................................. 2625 Classifications............................................................................................................................................................................................................... 262-5 Correspondence, Routine.............................................................................................................................................................................................. 2625 DeferredCompensation................................................................................................................................................................................................ 2625 DeferredCompensation Reports................................................................................................................................................................................... 2625 Dept. of Fair Employment & Housing Claims............................................................................................................................................................. 2625 EmployeeHandbook..................................................................................................................................................................................................... 2726 EmployeeRights........................................................................................................................................................................................................... 2726 INS Form I-9 Employment Eligibility Verification Form............................................................................................................................................ 2726 MotorVehicle (DMV) Pulls......................................................................................................................................................................................... 2726 vii
-85-
Negotiations.................................................................................................................................................................................................................. 272 6 OSHA........................................................................................................................................................................................................................... 27?6 Payroll, Changes........................................................................................................................................................................................................... 272-6 PayrollReports............................................................................................................................................................................................................. 2726 PERSEmployee Deduction Reports............................................................................................................................................................................. 282-7 PersonnelFiles.............................................................................................................................................................................................................. 282-7 PersonnelFiles, Medical............................................................................................................................................................................................... 282-7 PersonnelFiles, Recruitment........................................................................................................................................................................................ 282-7 PersonnelReports......................................................................................................................................................................................................... 282-7 Policies/Procedures, Administrative............................................................................................................................................................................. 2827 Reports, Labor Distribution.......................................................................................................................................................................................... 28N Retirement..................................................................................................................................................................................................................... 282-7 TrainingRecords........................................................................................................................................................................................................... 2928 UnemploymentCompensation Files............................................................................................................................................................................. 2928 Unpaid/Volunteer Applications.................................................................................................................................................................................... 292-8 Unpaid/Volunteer Applications.................................................................................................................................................................................... 2938 WorkRelease Files....................................................................................................................................................................................................... 2928 Workers Compensation & Dependent Care Reports.................................................................................................................................................... 292-8 Workers Compensation and/or Disability Claims........................................................................................................................................................ 292-8 WorkersCompensation Insurance................................................................................................................................................................................ 302-9 PLANNING..................................................................................................................................................................................................................... 3130 AddressFiles................................................................................................................................................................................................................ 3130 AgendaPackets............................................................................................................................................................................................................. 31M Annexations.................................................................................................................................................................................................................. 3130 Annexations / Boundaries / Consolidations / LAFCO.................................................................................................................................................. 3130 AnnexationPetitions, Protests & Withdrawals.......................................................................................................................................................I..... 3130 BenchmarkData........................................................................................................................................................................................................... 3130 Bonds, Development......................................................................................................................................................................................................1130 Census, Demographics.................................................................................................................................................................................................. 3130 Conveyances from or to the City (Deeds, Easements, etc)........................................................................................................................................... 313-0 Correspondence, Routine.............................................................................................................................................................................................. 3130 DevelopmentImpact Fees............................................................................................................................................................................................ 3130 DevelopmentConditions.............................................................................................................................................................................................. 3130 DevelopmentStandards................................................................................................................................................................................................ 3130 Environmental, California Environmental Quality Act (CEQA) Determinations/Reports (Inside City Boundaries) .................................................. 3234 Environmental, Determinations/Reports (Outside City Boundaries)........................................................................................................................... 3234 GeneralPlan and Elements........................................................................................................................................................................................... 323-1- vill
-86-
General Plan and Specific Plan Amendments (Approved)........................................................................................................................................... 3234-
General Plan and Specific Plan Amendments Denied ......................................... 3234
Grants- Federal, State & Local - Successful................................................................................................................................................................ 3234
Grants - Federal, State & Local - Unsuccessful............................................................................................................................................................ 3234-
HomeOccupancy Permit.............................................................................................................................................................................................. 32-R
LandRecords................................................................................................................................................................................................................ 3234-
LandUses, Nonconforming.......................................................................................................................................................................................... 3234
Marketingand Publicity Materials............................................................................................................................................................................... 3234
MasterPlans.................................................................................................................................................................................................................. 333?
Permit, Tree Removal................................................................................................................................................................................................... 33322
Policies/Procedures, Administrative............................................................................................................................................................................. 33322
Prospects/Economic Development............................................................................................................................................................................... 333-2
RedevelopmentPlan..................................................................................................................................................................................................... 333-2
Redevelopment Projects, Project Areas........................................................................................................................................................................ 333?
Sample Materials Submitted with Projects for Approval............................................................................................................................................. 3332
Sample Materials Submitted with City Projects for Approval..................................................................................................................................... 3332
Studies........................................................................................................................................................................................................................... 3 332
Studies- Economic....................................................................................................................................................................................................... 333-2
Subdivision Maps, Plans, Drawing Exhibits (All Development Plans)........................................................................................................................ 3332
Zoning Maps, Plans, Drawings, Exhibits, Photos......................................................................................................................................................... 333-2
PUBLICWORKS........................................................................................................................................................................................................... 3433 Abandonments/ Vacations (Streets)............................................................................................................................................................................. 3433 Agendas........................................................................................................................................................................................................................ 3433 AnnualAssessments/ Inspection of Facilities............................................................................................................................................................... 3433 BackflowCertifications................................................................................................................................................................................................ 3433 Bids, RFQ's, RFP's (Documents).................................................................................................................................................................................. 3433 Bids, RFQ's, RFP's (Successful)................................................................................................................................................................................... 3433 Bids, RFQ's, RFP's (Unsuccessful)............................................................................................................................................................................... 3433 Bonds, Development..................................................................................................................................................................................................... 3433- Bonds, Security............................................................................................................................................................................................................. 3433 CapitalImprovement Projects, Administration Files.................................................................................................................................................... 3433 CapitalImprovement Projects, City Facilities.............................................................................................................................................................. 3433 Capital Improvement Projects, City Infrastructure....................................................................................................................................................... 3433 Correspondence, Routine.............................................................................................................................................................................................. 3534 DailyLogs.................................................................................................................................................................................................................... 35-34 Easements, Dedications, Rights of Way....................................................................................................................................................................... 3534 FacilitySafety Inspection............................................................................................................................................................................................. 3534
FEMAReimbursable Events........................................................................................................................................................................................ 3534 FloodControl Records.................................................................................................................................................................................................. 3534 GeotechnicalReports.................................................................................................................................................................................................... 3534 Grants - Federal, State & Local - Successful................................................................................................................................................................ 3534 Grants - Federal, State & Local - Unsuccessful............................................................................................................................................................ 3534 Inventory....................................................................................................................................................................................................................... 3 534 MaintenanceRecords.................................................................................................................................................................................................... 3534 Mapsand Plats.............................................................................................................................................................................................................. 3635 Marketingand Publicity Materials............................................................................................................................................................................... 363-5 NPDESMonitoring Records & Pen -nits ....................................................................................................................................................................... 363-5 Permit, Encroachment (Permanent).............................................................................................................................................................................. 363-5 Permit, Encroachment (Temporary)..................................................................................................................................... . 3636 ....................................... _
Permit, Wide Load Transportation............................................................................................................................................................................... 363-5 PestControl Reports..................................................................................................................................................................................................... 3635 Policies/Procedures, Administrative............................................................................................................................................................................. 3634 Programs, Federal Programs & Traffic Safety............................................................................................................................................................. 363§ PropertyAcquisition/Disposition................................................................................................................................................................................. 3736 PropertyAcquisition — Appraisal Reports.................................................................................................................................................................... 3736 PublicFacilities, Infrastructure..................................................................................................................................................................................... 37- 6 Reports, Bridges & Overpasses.................................................................................................................................................................................... 3736 Reports, Inspection....................................................................................................................................................................................................... 3736 Reports, Studies............................................................................................................................................................................................................ 3736 Reports, Traffic Count.................................................................................................................................................................................................. 3736 Reports, Vehicle Accident............................................................................................................................................................................................ 3736 Soils Reports and Geo-technical Reports accompanied by site plan, if available........................................................................................................ 3736 SpeedLimits................................................................................................................................................................................................................. 3736 Studies/Surveys (City Projects).................................................................................................................................................................................... 37- 6 Studies/Surveys (Preliminary)...................................................................................................................................................................................... 3736 SurplusProperty - Auction........................................................................................................................................................................................... 3736 TrafficLegends, Signals & Signs................................................................................................................................................................................. 3736 RISKMANAGEMENT.................................................................................................................................................................................................. 393.8
CITATIONS
B&P --------------------------------
---------- --California Business and Professions
CCP
Code of Civil Procedure
CCR
----------------------------------------------------------------------------------- Code of California Regulations
CEQA ------------------------------------
----------_ - California Environmental Quality Act
CFR
—_ Code of Federal Regulations
CVC ------------------------------------------------------------------------------------------------------------------ California Vehicle Code
EC -------------------------------------------------------------------------------------------------------------- California Elections Code
FC ---------------------------------------------------------------------------------------------------------- California Finance Code
FMLA
---- _--------- ______________ Family & Medical Leave Act
GC ------------------------------------------------------------------------------------- California Government Code
H&S --------------------------------------------
_ California Health and Safety Code
- -----
HUD
___ Housing and Urban Development
LC -------------------------------------------------------------------------------------------------- California Labor Code
OMB ------------------------
--
Federal Office of Management & Budget
OSHA ----------- ---------------------- -------------- ---------- ----------------------- --- -- ___------_-____ Occupational Safety & Health Act
PC --------------------------------------------------------------------------------------------------------- Penal Code
R&T
Revenue & Taxation Code
UFC ------------------------------------------------------------------------------------- Uniform Fire Code
USC -------------------------------------------------------------------------------------------------------------------- United States Code
WIC
Welfare & Institutions Code
x1
-89-
Record
Eligible to Destroy
Retention Paper After
Period Citation be Stored in Scanned & Remarks
Laserfiche? Reviewed
ADMINISTRATION/RISK MANAGEMENT
Accident, Reports (City Assets) CL+7 GC 34090;
29 CFR
1904.2, 1904.6
Theft, arson, vandalism, property damage or similar
occurrence (excluding fire/law enforcement) (includes
incidents occurring on Cijy prope!jy)- Reports and
related records moved from Risk Management
Accident, Incident, Injury Reports - Public (Claim)
CL+7
GC 34090; 29
Members of the public (not a City employee) (moved
CFR 1904.2
from Risk Management)
Accident, Incident, Injury Reports - Public (Non-
CL+2
GC 34090
Members of the public that do not result in a claim
Claim)
(moved from Risk Management)
Administrative Hearings
P
GC 34090
X
Agendas
CU+2
GC 34090
X
Original agendas for Council, Commissions, Boards
and Committees added
Ag-ee.. enter Capital l.,,.,reye„ ent
P
GG 34090;
40043 1 &S
i9850
X
All infrastrueture and MQU
agr-eernents/eentrac-ts,
ineladingspeeifieations, design,
eenstruetion and
aesepted—proposal,
non collusion a€fidavit,in-itial
insurance eerti€ieates,per€eFmanse/laber�material
bonds, notioes of ee„ pletio et, (moved to General
Services/Ci Clerk
Agreements, boot, ete
��
��
GE34�0903
rn�r2,
x
lnelude agreements „t.aets for-
._., u .,s professional
e .,tio le
2A�r
7n�
�.-
el ass instfueter-s and s efts
eensulttng, supplies, licenses, te., leases
software and
of moved to General Services/City Clerk
Agreements, >; .,., .ehise
g
GC 6cv5vvrr
2an��—D
X
subdivision includingagreements,
337.2- 43involvingeenstFuetionof
purchase of pmpert),, cable, grant of easements and/e
�t (moved to
General Services/Ci Clerk
Agreements, joint Powers 12A)/M„tual Aid
P
GE 3,1090
ro^'sand r,r,.t,•.,' A:,a ^'Ya,.t.. (moved to General
Services/Ci Clerk
(
_P
GG-34990
moved to General Services/City Clerk
Appeals, Civil
CL+3
GC 34090;
X
(moved from General Services/City Clerk)
CCP
583.320 a 3
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule. Resolution No. 2022-XX66 Exhibit "A" PE=Permanent Electronic File —
Destrov Paper After
Scanned/Reviewed
W
Record
Eligible to Destroy
Retention Paper After
Period Citation be Stored in Scanned & Remarks
Laserfiche? Reviewed
ADMINISTRATION/RISK MANAGEMENT
6c 3 4 999 moved to Finance/Acctina
Bids, RFQ's, RFP's (Documents)
AU+4
GC 34090;
CCP 337
X
CU+2
City created documents
Bids, RFQ's, RFP's (Successful)
AU+S
GC 34090;
CCP 337
X
CU+2
Bids, RFQ's, RFP's (Unsuccessful)
CU+2
GC 34090;
CCP 337
City Council Correspondence
CU+2
GC 34090
City Council Subcommittees
CU+2
GC 34090,
54960.1(c)(1)
All records pertaining to City Council appointments to
outside agencies and subcommittees
-City Manager Council Reports and Memos
CU+2
GC 34090
-City Manager Project files
CL+2
GC 34090
Claims, Against City
CL+S
GC 34090.
X
CL+2
Paid/Denied Litigation, complaints, and/or claims
911.2, 945;
suspend normal retention periods retention begin
PC 832.5;
after settlement) (moved from Risk Management)
CCP 337
Claims, By City
CL+S
GC 34090,
(moved from Risk Management)
911.2, 945;
PC 832.5:
CCP 337
C „„a s f-orn or. t the Gi , (Deed Ease�
g
GC-34090-,--294
includes Deeds,
ew)
GFR
can 50Z(b 3 \
Bleeds, Deeds -of jr-Hst-mod
^i1;:� tent Rents,.--Ouitelaim Deeds, 13eed
of
T
Restristiens, Sttber&latien Aereement-with-9eed�
Estee, Test T-fansfer Deeds fnst l4nentTete
of Easement,
y iz .. -vr nr-vi-Ssvrrri
Drain Easements,Cheek
ete—C orieinals-feF44&te -ir.
yahte4moved to Plannin
Correspondence, Routine
CU+2
GC 34090
Administrative, general files, memorandums,
miscellaneous reports, working files, etc.
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 204922-XX66 Exhibit "A" PE=Permanent Electronic File -
Destroy Paper After
Scanned/Reviewed
-91- 2
Record
Retention
Period
Citation
Eligible to
be Stored in
Laserfiche?
Destroy
Paper After
Scanned &
Reviewed
Remarks
ADMINISTRATION/RISK MANAGEMENT
F„ „ta G lif a Environmental Qu lit , n + F GE 3,109 ; 14 (CEQA) Petefminatien4Reperts (Inside City rtin i 5095(.� =�To��,
Boundaries) Dories)
-- ---
X
-
Exemptions, Draft & Final Environmental 1inpa
Reperts--(EIRs), Negative Deslaratiens,
mitigation
monitoring netic +
i do detefmi
s of ee ati
-7� - ,.t, ., .,, �. nccvrr��
moved to Planning
Envkenfnental, Detefminatiens4�epeiu (Outside City
Cu=Q
GE34090
Non-r-eccrds
(neludes Git)'Feview d comments
moved to Planning)
Equipment, General Office
4:4-4
tn€ermtaiell
(removed)
Grants - Federal, State & Local - Successful
CL+7
GC 34090; 24
CFR 85.42,
570.502(b); 29
CFR 97.42
X
Application, supporting data, grant completion
documentation, bids, selection documentation, budge
& financial data, consultants/contractor's records,
amendments, environmental documentation, labor
compliance documentation, reports to granting agency,
rules, regulations, and procedures, financial
disbursement/settlement
Grants - Federal, State & Local - Unsuccessful
CL+2
GC 34090
Insurance, Bonds (City)
PE
CCP 337.2.
X
CU+2
Bonds & insurance policies insuring cijy propeM
343
other assets moved from Risk Management
Insurance - Liability/Property/Worker's Compensation
PE
GC 34090
X
CU+2
City ownedpolicies/certificates, Liability
General/Public workers compensation, rope
moved from Risk Management)
Insurance, PARSAC
PE
GC 34090
X
CU+2
Public Agency Risk Sharing Authority of California
excess liabilijy insurance moved from Risk
Management
Insurance, Rental/Use of City Facility
T+2
GC 34090
X
Insurance binders for rental/use of City facilities
moved from Risk Management)
inventery
AU*4
Refleet" date, +
to b
.. Y:: .chased c ��, �. � e.- moved t
U)
Legal Opinions
S+2
GC 34090,
6254
Confidential (Attorney -Client Privileged)
Liens P, Releases I
P
GG 3 4 090
Recorded Liens,Lien, Claim Lie
of
moved to General Services/City Clerk
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 204922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destrov Paper After
Scanned/Reviewed
-92-
Eligible to
Destroy
Record
Retention
Citation
be Stored in
Paper After
Remarks
Period
Laserfiche?
Scanned &
Reviewed
ADMINISTRATION/RISK MANAGEMENT
Ar
A n,,,.uinentaati GL=4? 6C%0 (moved to Code Enforcement) Litigation/Lawsuits
CL+5 (PE)
GC 34090,
X
After
Includes logs, complaints, police reports, court orders 911.2, 945;
Settled
motions, notes, briefs, closing statements, etc.
CCP 337
Litigation/Lawsuits (High Profile)
P
GC 34090
X
Significant cases which have importance and/or se
legal precedence. Includes logs, complaints, court
orders, motions, notes, briefs, closing statement, etc.
Marketing and Publicity Materials
S+2
GC 34090
Paper or Electronic Media. Recreation Guides,
Brochures, Schedules, Newsletters, Bulletins,
Announcements. Update as necessary; may retain
copies longer for administrative/historical purpose
MasteF Plans
P
GG 34090
X
range
.u�,,.,t:, o f se . stfato pl g moved t
vva uzu aver-v s, "b
PlannLm
P
GE3moo
XDeeds,
title FepoFts, Suppoi4ing doeuments
etc. of sale,
(moved to Public Works)
'-'vPeFtj EEl-F#iS-Fti6^ Appraisal Repoi4s
CL+5
24 Purchased loans,
` F °�2,
,funded
p (moved to Planning2
9 .'� h),
570.502(b); 29
GFR 97.4r2
Policies/Procedures, Administrative
S+2
GC 34090
General City policies, procedures, instructions
Risk Management Reports
CL+5
GC 34090, 29
X
CL+2
Federal OSHA Forms; Loss Analysis Report; Safe
CFR 1904.4
Reports; Actuarial Studies moved from Risk
Management)
EMERGENCY MANAGEMENT
Correspondence, Routine
CU+2
GC 34090
Administrative, general files, memorandums,
miscellaneous reports, working files, etc. (added)
Emergency Response & Preparedness Planning
S+2
GC 34090
X
Includes Council approved emergency preparedness
plans staff training eeFti ficates it e � etc.
Emergency Documents
PE
GC 34090
X
CU+2
All documents relating to a declared emergency
AS=After Separation AU=Audit CL=Closed/Com len tion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 200922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-93-
Eligible to Destroy
Record Retention Citation be Stored in Paper After Remarks Period Laserfiche? Scanned &
Reviewed
ADMINISTRATION/RISK MANAGE
Equipment General nfi ce
"1 =1-
GC3,1090
X
lafeffnation
Owners manuals; service maintenaneeinf4matierr;
(removed)
Grants - Federal, State & Local - Successful
CL+7
GC 34090, 24
X
Application, supporting data, grant completion
CFR 85.42,
documentation, bids, selection documentation, budget
570.502(b); 29
& financial data, consultants/contractor's records,
CFR 97.42
amendments, environmental documentation, labor
compliance documentation, reports to granting agency,
rules, regulations, and procedures, financial
disbursement/settlement added
Grants - Federal, State & Local - Unsuccessful
CL+2
GC 34090
added
AU=1=4
6C-34090
Reflersts pur-ohase date st aeoeunt ., fnb moved
to IT and to Public Works
Marketing and Publicity Materials
SS±2
GC 34090
Paper or Electronic Media. Recreation Guides,
Brochures, Schedules, Newsletters, Bulletins,
Announcements. Update as necessary; ma retain
copies longer for administrative/historical purpose
added
Policies/Procedures, Administrative
S±2
GC 34090
General City policies, procedures, instructions (added) AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 204922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
Record
Retention
Period
Citation
Eligible to
be Stored in
Laserfiche?
Destroy
Paper After
Scanned &
Reviewed
Remarks
BUILDING AND SAFETY
Building inspection Leg, GL4=2 Gc 340t10 Daily IaspeEtierts (removed -_a function of CityView) Building Permit Database
L
GC 34090,
CityView Database
H&S 19850
Building Permits, Issued
P PE
GC 34090,
X
CU+2
Plans, building, signs, grading and correction notices
H&S 19850
Building Plans/Construction Documents (Commercial
and required multi -family structures)
P PE
GC 34090,
H&S 19850
X
CU+2
Finaled commercial and required multi -family
structures
Building Plans/Construction Documents, Institutional
P PE
GC 34090,
X
CU+2
Finaled institutional structures (including City
H&S 19850
facilities, schools, libraries, churches, etc.)
Building Plans/Construction Documents (SFR)
CL+9.0-180
GC 34090,
Finaled SFR building plans reviewed by Building
days
H&S 19850
Inspector to guarantee structures meet local building
codes and should- need only be kept 99 180 days after
,.,...,nee of Ge..t:i, _. ^F n,.,.••...,ney building final pursuant to provisions of the UBC California Building
Codes
GeFtifieates of Occu aney
L
GE 34090(a)
Finaled building_ permit is considered Certificate o
Occu anc
Code Books
P
GC 34090(e)
X
National Electrical Code, Uniform Building, Fire,
Mechanical, Plumbing & Supplements
Complaints/ Violations
CL4= 1-
GC 34090
iO "~F�^~ t^ C^rtiI:^u,**^ of r'^^^^^n^y (moved to Code Enforcement)
6c
Gorreetion N tioe Stop W ~i. Order et,
GL=111-
(moved to Code enforcement)
:34090
L
GC 34090
(moved to Planning)
Plan Gheek GeFFection List
CL=I= 1-
GG 3,1090
(included with Projects Not Completed or Denied
record series)
Projects Not Completed or Denied
CL+1
GC 34090(d)
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P--Permanent S=Supersede City of Yucaipa Records Retention Schedule. Resolution No. 200922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destrov Paper After
Scanned/Reviewed
-95-
Eligible to
Destroy
Record
Retention
Citation
be Stored in
Paper After
Remarks
Period
Laserfiche?
Scanned &
Reviewed
BUILDING AND SAFETY
Reports Annual Historical Reports of Bldg. Permit P GC 34090 X Activity
Reports Monthly & Periodic Reports of Bldg. Activity
CU+2
GC 34090
Dodge reports, etc.
Building, Prepei4y and Zoning
2 Q)
(moved to Code Enforcement)
Soils Reports and Geo-technical Reports accompanied
PE
X
CU+2
added
by site plan, if available
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 200922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destrov Paper After
Scanned/Reviewed
M
Record
Retention
Period
Citation
Eligible to
be Stored in
Laserfiche?
Destroy
Paper After
Scanned &
Reviewed
Remarks
CODE ENFORCEMENT
Abandoned Vehicles
CL+2
GC 34090
Abatement, Code Enforcement
CU+2
GC 34090
Reports, assessments, resolutions, documentation
Banner Permits, Temporary Signs
CL+2
GC 34090
Temporary uses
Case Files (Code Enforcement)
CL+5
GC 34090; PC
801
X
CU+2
Building, housing and mobilehome code violation
records including inspections; public nuisance,
abatement, citations, massage parlor permits, general.
Case is open until fully resolved.
—Complaints/Violations, Building, Propeny and Zoning
CL+2
GC 34090(d)
moved from Building and Safety
Correction Notices Stop Work Orders etc.
CL+1
GC 34090
moved from Building and SafetD
Correspondence, Routine
CU+2
GC 34090
Administrative, general files, memorandums,
miscellaneous reports, working files etc. added
Graffiti Reports & Photographs
CL+2
GC 34090
Liens & Releases — Support Documentation
CL+2
GC 34090
moved fi-om Administration
Permit, Parkin
CU+2
GC 34090
Residential
Permit, Temporary Use Permit
CL+2
GC 34090
no.-., it Tree Remev-a4
42U4=5
GC 34090
moved to Planning
Policies/Procedures, Administrative
S+2
GC 34090
General City policies, procedures, instructions added
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 2022-XX66 Exhibit "A" PE=Permanent Electronic File —
Destrov Paper After
Scanned/Reviewed
-97-
Record
Retention
Citation
Eligible to be
Stored in
Laserfiche?
Destroy
Paper After
Scanned &
Reviewed
Remarks
COMMUNITY SERVICES (formerh• RE CREATION)
Original agendas for Council, Commissions, Boards,
and Committees added
Agendas
CU+?
GC 34090
X
Bids, RFO's, RFP's (Documents)
AU+4
GC 34090.
X
CU+2
City created documents (added)
CCP 337
Bids, RFO's, RFP's (Successful)
AU+5
GC 34090;
X
CU+2
added
CCP 337
Bids, RFQ's, RFP's (Unsuccessful)
CU+2
GC 34090;
added
CCP 337
Class Rosters and Enrollments
CU+2
GC 34090
Aetivit Project Files Contracts
CU+2
GC 34090
Geneerts,
classes; programs, speeial event permits
Bands instructors programs, sports organizations
Correspondence, Routine
CU+2
GC 34090
Administrative, general files, memorandums,
miscellaneous reports, working files etc. added
Enrollment Forms
CU+4
GC 34090,
Field trips, camps, S.T.A.R.S. Enrollment Forms
CCP 337,
343
-Evaluations/Surveys of Programs
CU+I
GC 34090
facility Rentals/Use
CU+2
GC 34090
Supporting documentation
Grants - Federal, State & Local - Successful
CL+7
GC 34090;
X
Application, supporting data, grant completion
24 CFR
85.42,
570.502(b);
documentation, bids, selection documentation, budget
& financial data, consultants/contractor's records,
amendments, environmental documentation, labor
29 CFR
97.42 compliance documentation, reports to granting agency, rules, regulations, and procedures, fmancial
disbursement/settlement added
Grants - Federal, State & Local - Unsuccessful
CL+2
GC 34090
added
Liability Release Forms
CU+4
GC 34090;
CCP 337,
343
Includes signed participant waivers and release o
liability forms
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 2022-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
me
Record
Retention
Citation
Eligible to be
Stored in
Laserfiche?
Destroy
Paper After
Scanned &
Reviewed
Remarks
COMMUNITY SERVICES (formerly RE CREATION)
Marketintr and Publicity Materials
S+2
GC 34090
Paper or Electronic Media. Recreation Guides,
Brochures, Schedules, Newsletters, Bulletins,
Announcements, Update as necessary; may retain
copies longer for administrative/historical purpose
added
Permission Slips
CU+4
GC 34090;
CCP 337,
343
Field trips and camps auther-iz.,tio to give medicine
Policies/Procedures, Administrative
S+2
GC 34090
General City policies, rocedures instructions added
.Receipt Copies
CU+2
GC 34090
Handwritten receipts from satellite locations
Recreation Database
L
GG 34090
lnel„des regist fees, ,.h .,.6 es c . , e (moved
ationsf b
to IT
Schedules Clan -se Q. Eve is
C—u+2
GC-34090
N�A (removed)
Special Event Permits
CL+4
GC 34090;
CCP 337
All documents relating to approved permit
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 204922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-99- 10
Eligible to be
Destroy
Paper
Record
Retention
Citation
Stored in
After
Remarks
Laserfiche?
Scanned &
Reviewed
FINANCE/ACCOUNTINGi
Accounts Payable
AU+4
GC 34090
X
CU+2 Invoices, payment requests, copies of checks,
supporting documents, etc.
Accounts Receivable
AU+4
GC 34090
X
CU+2
Invoices to outside entities and private individuals,
copies of payments and billing records, supporting
documents, etc.
Annual Audit Reports (Copies)
S
GC 34090.7
X
Audits (independent auditor analysis) Treasurer's
Reports, Annual Financial Reports
Annual Audit Reports (Originals)
P PE
GC 34090
X
CU +2
Audits (independent auditor analysis) Treasurer's
Reports, Annual Financial Reports
Annual Audit Reports, Back Up and Supporting
AU+42
GC 34090
Back up and supporting documents generated by City
Documents
staff in the course of the audit.
Assessment Districts
P PE
GC 34090;
X
CU +2
Original financial documentation (including transcript
CCP 337,
binder, collection information, account statements,
337.1(a),
administration, bonds, coupons, certifying compliance
337.15, 343
with state law) Assessment / Maintenance / Landscape
& Lighting / Street Improvement District Projects /
Community Facilities Districts All finance records
Assessment Rolls
CU+5
GC 34090
(moved from Administration)
Bank Deposits / Deposit Transmittal Records
AU+4
GC 34090,
X
CU +2
Deposit tickets and supporting documentation
43900, 26 CFR
1.6001-1
Bank Reconciliations
AU+5
GC 34090; 26
X
CU +2
Including backup and supporting documentation
CFR 1.6001-1
Bank Statements
AU+5 PE
GC 34090,
X
CU +2
43900, 26 CFR
1.6001-1
Bids, RFQ's, RFP's (Documents)
AU+4
GC 34090;
X
CU+2
City created documents (added)
CCP 337
Bids, RFQ's, RFP's (Successful)
AU+5
GC 34090;
X
CU+2
added
CCP 337
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 200922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Laserfiche?
Scanned &
Reviewed
FINANCE/ACCOUNTING/ -�- '.'! '_,-.�.i-L
Bids, RFO's, RFP's (Unsuccessful) CU+2 GC 34090: added
CCP 337
Bonds, -Transcripts/Certificates of Participations
CL*10 PE
GC 34090,
X
CU +2
Destruction requirements per GC 43901
43900, CCP-,
337.5(2)
Bonds
GL4=10 PE
GC 34090;
X
CU +2
Types of Bonds issued by City to include:
CCP 336,
Development, Financial, Security, CFD, Audit
337.5(2)
Bonds, Account Statements
C—I 110 PE
GC 34090;
X
CU +2
Monthly statement of transactions
CCP 337.5
Bonds, Administration
CL4=10 PE
GC 34090;
X
CU +2
Supporting documentation
CCP 337.5
Bonds, Coupons
CL+2
GC 34090,
Paid/cancelled
53921
-Budget Adjustments/Amendments
AU+52
GC 34090
Transactional documents, supporting documentation
Budgets, Adopted (Copies)
S
GC 34090.7
City Council/RDA adopted operating and capital
budgets, Council priorities, CIP
Budgets-, Adopted -(Originals)
P PE
GC 34090,
X
CU+2
City Council/RDA adopted operating and capital
40802, 53901
budgets, Council priorities, CIP, Department goals and
objectives
-Budget Hearing & Review
AU+2
GC 34090
Budget as presented to City Council/RDA
Budget Worksheets
S
GC 34090
Business License (Yucaipa)
Eb S+2
GC 34090
Old Lieenses
Includes applications, reports, customer files
Business License (outside Yucaipa)
CL+24-
GC 34090
Business License (home -based business)
CL+2
GC 34090
CAFR - Comprehensive Annual Financial Re orts
PE
GC 34090
X
CU+2
IncludingAudit Opinions and Reports
CALPERS Bi-WeeklyReports I
AU+5
GC 34090
(moved from Human Resources)
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 20W22-XX66 Exhibit "A" PE=Permanent Electronic File —
DestroLPaper After
Scanned/Reviewed
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Laserfiche?
Scanned &
Reviewed
FINANCE/ACCOUNTIN _
Capital Improvement Projects, Financial Records
CL+10
GC 34090;
X CU +2 Project Administration, Certified Payrolls, Project CCP 337
Schedules, Progress meetings, Real Estate Appraisals,
etc.
Cash Receipts & Summaries
AU+4
GC 34090; 26
X
CU +2
Includes checks, coin, currency, backup and
CFR I.6001-1
supporting documentation
Cashier's Reports/Daily Revenue
AU+4
GC 34090; 26
X
CU +2
Daily cash reports, supporting documentation,
CFR 1.6001-1
processed deposit information, credit card settlement,
etc.
Certified Mail/Electronic/Postage Receipts
AU+7
GC 34090
X
CU +2
Meet Statute of Limitations Standards
Chart of Accounts
AU+4
GC 34090
Checks
AU+S
GC 34090;
X
CU +2
Includes payroll, canceled, voided, vendor, cashed
CCP 337
Correspondence, Routine
CU+2
GC 34090
Administrative, General files, memorandums
miscellaneous reports, working files etc. added
Credit Card, Agreements
L+4
GC 34090,
X
CU +2
34090.7
Deposit Log Sheets/Books
AU+4
GC 34090
Encumbrance Reports
AU+4
GC 34090
Escheat (Unclaimed Money / Uncashed Checks)
CU+S
GC 34090;
All tangible property held by government agencies
CCP 340(d),
escheats after 3 years; Statute of Limitations is 1 year 1519
for seized property; meets auditing requirements
Financial Statements
7 PE
GC 34090;
X
CU +2
Monthly financial statements and supporting
CCP 337
documentation
Fines, Civil and Penalties
AU+4
GC 34090
Includes backup and supporting documentation
Fines, False Alarm
AU+4
GC 34090
Includes backup and supporting documentation
Fines, JDS
AU+4
GC 34090
Includes backup and supporting documentation
Fines, NSF
AU+4
GC 34090
Includes backup and supporting documentation
Fines, Parking Citations
AU+4
GC 34090
Includes backup and supporting documentation
Fines, Restitutions
CL+4
GC 34090
Includes backup and supporting documentation
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede PE=Permanent Electronic File — Destrov Paper After
Scanned/Reviewed
City of Yucaipa Records Retention Schedule, Resolution No. 200922-XX66 Exhibit "A" -102- 13
Record
Retention
Citation
Eligible to be
Stored in
Laserfiche?
Destroy
Paper After
Scanned &
Reviewed
Remarks
FINANCE/ACCOUNTING/i'�"_ �'JL
Fixed Assets, Annual Listing
L
GC 34090
X
Inventory listing, additions listing, deletions listing, depreciation listing
Gas Tax
AU+4 7
GC 34090
Tax receipts, audits, reports, backup and supporting
documentation
General Journal Reports
AU+4
GC 34090;
CCP 337
Includes account postings, entries, vouchers, backup
and supporting documentation
General Ledger (GL) Year End Reports
P PE
GC 34090;
CCP 337
X
CU+2
Final year end reports
Grants, Community Development Block Grants
CL+7
GC 34090; 24
X
CU +2
Application, supporting data, grant completion
CDBG
CFR 85.42;
documentation, bids, selection documentation, budget
570.502(b)(3).
& financial data consultants/contractor's records
OMB Cir. A-
amendments, environmental documentation, labor
102, A-110 &
compliance documentation, reports to granting agency,
HUD Ress.
rules regulations and procedures, financial
disbursement/settlement
moved from Administration
IRS Forms (1099, 1096, W9)
AU+67
GC 34090
Vendors and Consultants
IRS Tax Forms (W2, W4)
AU+7
GC 34090; 26
(moved from Human Resources)
CFR 31.6001-
1, 29 USC 436
Investment Records
P PE
GC 34090,
53607; CCP
337
X
CU+2
Summary of transactions, inventory & earnings report,
trade tickets, Local Agency Investment Fund (LAIF)
Payroll, Tax Reports
AU+7
GC 34090; 29
Quarterly tax returns/OASDI (moved from Human
CFR PART
Resources)
516; 29 USC
436
Permit Fees
P PE
GC 34090
X
CU+2
-PettyCash Receipts
AU+4
GC 34090
Petty Cash Records
CU+2
GC 34090
1 Logs and transmittal forms
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule. Resolution No. 200922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy _Paper After
Scanned/Reviewed
-103- 14
Record
Retention
Citation
Eligible to be
Stored in
Laserfiche?
Destroy
Paper After
Scanned &
Reviewed
Remarks
FINANCE/ACCOUNTIN
Policies/Procedures, Administrative
S+2
GC 34090
-- -"
General City policies, procedures, instructions (added) Purchase Orders / Requisitions
AU+4
GC 34090;
CCP 337,
337.1(a),
337.15, 343
X
CU +2
Includes procurement and contracting records
Redevelopment Statement of Indebtedness
AU+5
GC 34090
X
CU +2
Refunds and Credits
AU+4
GC 34090
-Signature Cards & Authority
CL+2
GC 34090
State Controllers Report
5 PE
GC 34090
X
CU +2
Taxes, Receivable
AU+3
CCP 338
Timecards/Sheets
AU+5
GC 34090, 29
Signed by employee includes overtime sheets/cards
CFR PART
and time card project accounting) (moved from Human
516, 26 CFR
Resources)
31.6001-1, LC
1 174 d
Transient Occupancy Taxes (TOT)
AU+4
GC 34090
Travel Expense Reimbursements
AU+4
GC 34090
Trial Balance Detail Reports
AU+4
GC 34090
Trust Accounts
CL+5
GC 34090
Meets auditing standards
Vehicle Impound Fees
AU+4
GC 34090
Vendor Register
P PE
GC 34090
X
CU+2
Vendor listing of purchase orders, invoices, account
numbers & check date
Nleueher/\/..ue er _ ,: ror
4 GC 34090
Cash Disbursement T.,...- a
Warrant Register
A1442 PE
GC 34090
X
CU+2
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 200922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destrov Paper After
Scanned/Reviewed
-104- 15
Record
Retention
Citation
Eligible to be
Stored in
Laserfiche?
Destroy
Paper After Remarks
Scanned &
Reviewed
GENERAL SERVICES/CITY CLERK
AB 939 Annual Reports
CU+10
GC 34090
X
CU+2
Includes Tonnage Reports and all supporting
documentation. Consistent with City-wide
standards for contract administration
Affidavits of Publications/Public Hearing Notices
CU+2
GC 34090,
X
Includes special meetings, public hearings, proofs
54960.1(c)
of publications
(1); CCP
337; 349.4
Agenda Packets
PE
GC 34090
X
CU+2
Original a eg nda packets for Council and the
Mobilehome Rent Review Commission.
Documentation received, created and/or submitted
to Couneil, Commissions, Boards & Committees
Agendas
CU+2
GC 34090
X
Original agendas for Council, Commissions,
Boards, and Committees
Agreements, Capital Improvement
PE
GC 34090;
X
CU+2
All infrastructure and MOU agreements/contracts,
4004;
including specifications, construction and design,
accepted proposal, non -collusion affidavit, initial
H&S
insurance certificates, performance/labor/material
19850
bonds, notices of completion, etc.
moved from Administration
Agreements, Contractors
CL+S
GC 34090:
X
CU+2
Includes agreements or contracts for professional
CCP
services, recreation class instructors and sports
337.2.343;
leagues, consulting, supplies, software licenses.
B&P
etc., and leases of equipment
7042.5
(moved from Administration)
Agreements, Franchise
PE
GC
X
CU+2
Including subdivision agreements, contracts for sale
or purchase of property, cable, grant of easements
65869.5.
34090;
and/or involving construction of improvement
(moved from Administration)
CCP
337.2. 343
Agreements, Joint Powers (JPA)/Mutual Aid
PE
GC 34090
X
CU+2
JPA's and Mutual Aid contracts (moved from
Administration
Agreements School District
PE
GC 34090
X
CU+2
moved from Administration
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule. Resolution No. 2022-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-105- . 16
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Laserfiche?
Scanned &
Reviewed
GENERAL SERVICES/CITY CLERK
-- --
MOL
Appeals, i-v-il
CL=1=3
GG 340900;
X
(moved to Administration)
58 04
Articles of Incorporation
P
GC 34090
X
Includes City Seal
Audio and/or Video Recordings
CU+3
GC 34090,
34090.6,
34090.7,
54953.5 b
Bids, RFQ's, RFP's (Documents)
AU+4
GC 34090;
X
CU+2
City created documents (added)
CCP 337
Bids, RFD's, RFP's (Successful)
AU+S
GC 34090;
X
CU+2
added
CCP 337
Bids, RFD's, RFP's (Unsuccessful)
CU+2
GC 34090:
added
CCP 337
Certificates of Destruction
PE
GC 34090
X
CU+2
Citizen Service Applications to Boards, Commissions,
CL+2
GC 34090
Includes letters to unsuccessful candidates
and Committees (Not Selected)
Citizen Service Applications to Boards, Commissions,
TAS+4
GC 34090
X
CU+2
Includes appointment letters, oaths of office, etc.
and Committees (Selected)
Correspondence, Routine
CU+2
GC 34090
Administrative, Qeneral files, memorandums,
miscellaneous reports, working files, etc. (added)
Elections, Ballots (Prop 218)
6 Months
EC 17302,
X
Property Related Fees (Assessment Ballot
17306,
proceeding)
17505
Elections, Calendar
E+2
GC 34090
Elections, Candidates Statements (Successful)
PE
GC 81009
X
T+4
CU+2
Elections, Candidates Statements (Unsuccessful)
E+5
GC 81009
Elections, Canvass
PE
GC 34090
X
CU+2
Notification and publication of election
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 204922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-106- 17
Eligible to be Destroy
Record
Retention Citation
Stored in Paper After
Remarks
Laserfiche? Scanned &
Reviewed
GENERAL SERVICES/CITY CLE "
-_ - - - -
Elections, Certificates of Election
T+4
GC 34090
X
CU +2
Elections, Nomination Papers Successful
T+4
EC 17100
X
CU +2
Elections, Nomination Papers (Unsuccessful)
E+2
EC 17100
Elections, Notifications & Publications
E+2
GC 34090
X
CU +2
Proof of publication or posting, certification and
listing of notice of posting; copy of newspaper
notice, certification of offices to be voted for
Elections, Oath of Office
T+6
GC 34090,
X
CU +2
36507; 29
USC 1113
Elections, Petitions
E+.75
EC 17200,
From date of filing or election: initiative,
17400
referendum, recall, municipal code amendments.
Signatures are confidential.
Elections, Sample Ballot
PE
GC 34090
X
CU-+2
Ethics Training (AB 1234)
CU+S
GC
X
CU +2
Ethics training certificates and supporting
53234(d),
documents
53235.2b
FPPC - Campaign Disclosure Filings, Candidates
PE
GC 81009
X
CU-+2
FPPC Filings (400 series); Paper must be retained
Elected Officials
for at least 2 years
FPPC — Campaign Disclosure Filings, Candidates
E+5
GC 81009
X
CU+2
FPPC Filings (400 series); Paper must be retained
of Elected
for at least 2 years
FPPC - Campaign Disclosure Filings, Copies
E+4
GC 81009
X
CU+2
FPPC Filings (400 Series) Copies of original filings
that are not filed with the City Clerk (i.e., Form
410's); Paper must be retained for at least 2 years
FPPC - Campaign Disclosure Filings, Other
E+7
GC 81009
X
CU+2
FPPC Filings (400 Series) Other Committees
Committees
PACS, not candidate -controlled
FPPC — Candidate Intention Statement, Elected
PE
GC 81009
X
CU-+2
FPPC Filings (Form 501); Paper must be retained
Officials
for at least 2 years
FPPC — Candidate Intention Statement, Not Elected
E+5
GC 81009
X
CU+2
FPPC Filings (Form 501); Paper must be retained
for at least 2 years
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 20W22-XX66 Exhibit "A" PE=Permanent Electronic File —
Destrov Paper After
Scanned/Reviewed
-107- 18
Record
Retention
Citation
Eligible to be
Stored in
Laser6che?
Destroy
Paper After
Scanned &
Reviewed
Remarks
GENERAL SERVICES/CITY CLERK
FPPC - Statement of Economic Interest - Designated
Employees
CU+7
GC 81009
X
CU+2
FPPC Filings (Form 700) Specified in City's
Conflict of Interest Code - City Maintains original
statements
FPPC — Statement of Economic Interest — Lobbyist
CU+7
GC 81009;
X
CU+2
FPPC Filings (Form 700)
Reporting
2 CCR
18615(d)
FPPC - Statement of Economic Interest - Public
E+7
GC 81009
X
CU+2
FPPC Filings (Form 700) Elected & Not Elected.
Officials
Includes City Councilmembers, Planning
Commission Members, City Manager, City
Treasurer, City Attorney - City maintains copies -
ori finals filed w/ FPPC
Grants - Federal, State & Local - Successful
CL+7
GC 34090;
X
Application, supporting data, grant completion
24 CFR
documentation, bids, selection documentation,
budget & financial data consultants/contractor's
85.42. 570.502(b)
records, amendments. environmental
29 CFR
documentation, labor compliance documentation,
97.42 reports to granting p �agency, rules, regulations, and procedures, financial disbursement/settlement
added
Grants - Federal, State & Local - Unsuccessful
CL+2
GC 34090
added
Historical
PE
GC 34090
X
CU-+2
Incorporation, City Seal, Historical Designations,
etc.
Insurance - Certificates
CU+I I
GC 34090,
X
CU+2
For Contract Vendors, etc. / Longest Statute of
CCP 337
Limitations is 10 years (moved from Risk
Management)
Legal Advertising
CU+2
GC 34090,
X
Includes public notices & legal publications
54960.1(c)
(1); CCP
337
Liens & Releases
PE
GC 34090
X
CU+2
Recorded Liens, Public Nuisance Lien, Claim of
Lien moved from Code Enforcement
Maddy Act List / Committee Rosters
CU+2
GC 34090
X
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 200922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-108- 19
Record
Retention
Citation
Eligible to be
Stored in
Laserfiche?
Destroy
Paper After
Scanned &
Reviewed
Remarks
GENERAL SERVICES/CITY CLERK
Maintenance Contracts
CL+5
GC 340W
X
CU +2
Landscaping, HVAC, Pavement Manavement
CCP 337
Street Sweeping, Pest Control, Security, Slurry
Seals, Striping, Tree Trimming, etc. (moved from
Public Works)
Marketing and Publicity Materials
SS±2
GC 34090
Paper or Electronic Media. Recreation Guides,
Brochures, Schedules, Newsletters, Bulletins,
Announcements. Update as necessary; mU retain
copies longer for administrative/historical purpose
added
Meeting Notices
CU+2
GC 34090,
34090.7,
54960.1
(c)(1);
CCP 337
X
Includes special meetings, public hearings and
proofs of publications
Minutes
P
GC 34090
X
GU *2
Official minutes and hearing proceedings of
governing body or board, commission or committee
Mobilehome Park, General Files
P PE
GC 34090
X
CU+2
Registrations, annual increases, misc. documents
Mobilehome Park, NOI, CPI, Loss of Amenity
P
GC 34090
X
Mobilehome Park, Permit to Operate
P PE
GC 34090
X
CU-+2
Issued permits, annual reports, supporting
documents
Municipal Code & Development Code
P
GC 34090
X
Ordinances
PE
GC 34090
X
C-U 1�2
Policies/Procedures, Administrative
SS±2
GC 34090
General City policies, procedures, instructions
added
Proclamations
CU+2
GC 34090
Public Records Request
CL+2
GC 34090
Recorded Documents
P
GC 34090
X
Land and Property approved by City Council
Records Management, Working Copy
CL+2
GC 34090
Includes retrieval, transfers, inactive and sign off
Records Management, Destruction Certification
PE
GC 34090
X
CU+2
Document of final disposition or records
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P--Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 200922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-109- 20
Record
Retention
Citation
Eligible to be
Stored in
Laserfiche?
Destroy
paper After
Scanned &
Reviewed
Remarks
GENERAL SERVICES/CITY CLERK -`-`
GC 34090,
CCP 343
X Schedules/guidelines
Records Retention
S+4
Resolutions
PE
GC 34090
X
rr�
Legislative actions
—Subpoenas/Summons
CU+2
GC 34090
Request for information or personal appearance
Vehicle Ownership & Title
L
CVC 9900
X
Title transfers when vehicle sold (moved from
Public Works)
INFORMATION TECHNOLOGY
Bids, RFQ's, RFP's (Documents)
AU+4
GC 34090;
X
CU+2
City created documents (added)
CCP 337
Bids, RFQ's, RFP's (Successful)
AU+S
GC 34090;
X
CU+2
added
CCP 337
Bids, RFQ's, RFP's (Unsuccessful)
CU+2
GC 34090;
added
CCP 337
E-Mail, Litigation_
CL+S
GC 34090.
The City periodically receives requests for inspection
911.2, 945;
or production of documents pursuant to the Public
CCP 337
Records Act, as well as demands by subpoena o
court order for documents. And, when litigation is
commenced by or against the City, it may be
necessary to preserve ("litigation hold") all relevant
documents. When the City receives a request for
disclosure of City records that applies to City E-mail
or the City Attorney or City Clerk place a litigation
hold on certain documents that include City City E-
mail, the person responsible for the covered records
must, using his/her best efforts and by any lawful
means available, preserve any City E-mail covered
by the request until it is determined whether the City
E-mail is subject to retention and/or disclosure. The
City Clerk, City Attorney, and systems administrator
must be contacted concerning any reguest for
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 200922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
Record
Retention
Citation
Eligible to be Destroy
Stored in Paper After
Laserfiche? Scanned &
Reviewed
Remarks
GENERAL SERVICES/CITY CLERK
--
disclosure of City records that applies to City E-mail
in the possession of persons subject to this policy. '
E-Mail, Non Official City Records
N/A
GC 34090
City e-mails (including attachments) that consist o
preliminary drafts, unofficial copies of documents
kept only for convenience or reference, notes, or
inter -agency or intra-agency memoranda that are not
retained by the City in the ordinary course o
business, will be considered "Non -Official Citv
Records." Non -Official City Records are not
identified in the Records Retention Schedule and
shall be deleted once the information is understood
or communicated. Non -Official City Records
include records that provide general information,
such as, without limitation, announcing the dates and
times of meetings, responses to list serves requests
for general City information (other than public
records), etc. 1
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 200922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
Record
Retention
Citation
Eligible to be
Stored in
Laserfiche?
Destroy
Paper After
Scanned &
Reviewed
Remarks
INFORMATION TECHNOLOGY
-lydali. NM Of Records
Re ce
Applicable
090
u ' i 1 '
o 4
Record Series
rtelif��hfFi►i vit�i gperr(#�T�1t �ijC� `i3�Id
or Topic
t
tABf p 4®ibf�t�3��P' ci»if�0m�niict�}�tiYihtei�`{cfDr
f®nermcet�tiilt�xilnt®flaeia�l6soixiad fthe
tdirt�r�'lx�t�rs�f®fr£�teb#Pusotnex.9:n i}��tl�tecf�t� ��xi aitt�lh��,]eyi�ttttiti�itr!t6�tiCdttvirfifeki�iak �e�lntfeaiic� abf14VQN staff Wtlatwew itsffneg-sd axtiiaitJft»3s
i O&MeWs cWnbu'
utt�yi9ona-]f�tr�Nlaand�+� ectm dc�rta�►�a�ernEntal(sxte� l�irnbtii�l�6ot't'as�fcf�toua�'rba�tart#fllvligw la stet it'v business will be considered an "Official City Record."
An Official City Record shall be printed onto paper
appropriately filed, and retained according to the
E-Mail, Non Records
N/A
GC 34090
gUutibiegGitMtioniadhedhkififormationaI content o
Equipment, General Officee
T-+4
6r+1nnn
"�n'�
x
Wufehase
w is is neither necessa m nor en e o e
for future Qijy use or reference are "Non-
Records." Non -Records should be deleted once the
info ion
information is understood or communicated. Non -
Records are not intended to be retained in the
Exchange Server (Microsoft' Outlook Mail Folders)
90 Days
GC 34090
iQjajhpAjW- r
•a
a n raIgn9tng is
gi WO
to a litigation hold or Public Records Act request until it is determined whether City E-mails are subject to
disclosure. I
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 200922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Pper After
Scanned/Reviewed
Record
Retention
Citation
Eligible to be
Stored in
Laserfiche?
Destroy
Paper After
Scanned &
Reviewed
Remarks
INFORMATION TECHNOLOGY
Exchange Server, Back Ups (Microsoft Outlook Mail
2 Weeks
GC 34090
The systems administrator maintains backs for no
Folders)3
longer than two (2) weeks before they are overwritten.
The purpose of backups is to provide a means o
complete server recovery in case of a system failure.
Upon the City's receipt of a litigation hold or Public
Records Act request, the systems administrator may
not overwrite backups that contain City E-mails until
it is determined whether any of the City E-mails on the backups are subject to disclosure. 1
Internet Policies
SS±2
GC 34090
Management policies and supporting documentation
Inventory (Hardware)
AU+4
GC 34090
Hardware/Software - reflects purchase date, cost
serial number
Inventory, Logs, Systems Manuals
CU+2
GC 34090
Hardware/software inventory logs; system manuals;
warranties specifications, maintenance records
Licenses
CU+2
GC 34090
Federal or State required forms, documentation.
software licenses; including license agreements
Network Back Ups, Program Files and Directories
60 Days
GC 34090
The systems administrator maintains month -end
backups two (2) months back before they are
overwritten
Network Information Systems (LAN/WAN)
CU+4
GC 34090
Configuration maps and plans
Network Database(s), Program Files and Directories
L
GC 34090
Includes Ci View Eden Systems, Cashier Central
Geographical Information Systems (GIS), LaserFiche,
Safari RecWare, and other database applications as
appropriate
Network Database(s), Back Ups, Program Files and
60 Days
GC 34090
The systems administrator maintains month -end
Directories
backups two (2) months back before they are
overwritten
Policies/Procedures, Administrative
SS±2
GC 34090
General City policies, procedures, instructions
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 200922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Scanned &
Laserfiche?
Reviewed
Recreation Database
L
GC 34090
Software includes registrations, fees, charges (moved
from Community Services)
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule. Resolution No. 200922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
Record
Retention
Citation
Eligible to be
Stored in
Laserfiche?
Destroy
Paper After
Scanned &
Reviewed
Remarks
HUMAN RESOURCES
-
Benefit Plan Claims
PE
GC 34090;
X CU+2
Includes dental, disability, education, health, life,
29 CFR
vision including dependant care and employee
1602.30; 32;
assistance
29 CFR
1627.3; 29
USC 1113 &
1027
Benefit Plan Enrollment
T+5
GC 34090,
X
Employee benefit plans such as health, dental, pension
12946; 29
and insurance plans (Includes enrollment and plan
CFR 1627.3
information)
Bids, RFQ's, RFP's (Documents)
AU+4
GC 34090;
X
CU+2
City created documents (added)
CCP 337
Bids, RFQ's, RFP's (Successful)
AU+S
GC 34090;
X
CU+2
added
CCP 337
Bids, RFQ's, RFP's (Unsuccessful)
CU+2
GC 34090;
added
CCP 337
Bonds, Personnel Fidelity
T+2
GC 34090
Employee Fidelity Bonds
5 GG-340W
(moved to Finance/Accting)
Classifications
CL+2
GC 34090,
Includes classification and wage rates, classification
34090.7,
studies and surveys, and reclassification
12946; 29
CFR PART
516
Correspondence, Routine
CU+2
GC 34090
Administrative, general files, memorandums,
miscellaneous reports, working files, etc. (added)
Deferred Compensation
PE
GC 12946,
X
CU+2
Includes enrollment and plan information
34090; 29
CFR 1627.3
Deferred Compensation Reports
T+5
GC 34090
Records of financial statements, summaries for
receipts, disbursements & reconciliations
Dept. of Fair Employment & Housing Claims
CL+2
GC 12946,
Claims that are resolved administratively. All State
34090
and Federal laws require retention until final
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 20W22-XX66 Exhibit "A" PE=Permanent Electronic File —
Destrov Paper After
Scanned/Reviewed
-115- 26
Eligible to be
Destroy
Record
Retention
Citation
Stored in
Paper After
Remarks
Laserfiche?
Scanned &
Reviewed
HUMAN RESOURCES
4-
disposition of formal complaint; State requires 2 years after action is taken.
Employee Handbook
S+2
GC 34090
General employee information including benefit plans
Employee Rights
T+2
GC 12946,
X
Includes arbitration, grievances, union requests,
34090; 29
sexual harassment & civil rights, complaints &
CFR 1602;
disciplinary actions
29 USC 211
INS Form I-9 Employment Eligibility Verification
T+2
GC 12946,
X
Employers must retain completed Forms 1-9 for all
Form
34090; 29
employees for 3 years after the date they hire an
CFR 1627.3,
employee, or 1 year after the date employment is
8 CFR
terminated, whichever is later
274a.2
1RS TwE L'..Fms (W-2 W4)
(moved to Finance/AcctinQ)
26 CFR
1 6001 1 .
-;
2n 11�.,0
Motor Vehicle (DMV) Pulls
S+2
GC 34090
X
Bureau of National Affairs recommends 2 years for all
supplementary ersonnel records.
Negotiations
PE
GC 34090;
X
CU+2
Contracts, MOUs, correspondence, official meeting
29 USC 211,;
notes and notebooks,—,
29 CFR
PART 516
OSHA
CU+-75
GC 34090; 8
Inspection & Citations - Log 200 & Log 300, 301,
CCR
301A
3203 b 1
Payroll, Changes
AU+4
GC 34090
Adjustments, address changes, direct deposit,
vacation & comp time
Payroll Reports
AU+5
GC 34090
Includes leave balance and other miscellaneous
reports
Payroll, Tax R„„,,.•ram
+5
�
�E3 A 090;
�erly—tax
returns ! 9A(moved to
29 GF-
DART 516•
Finance/AcctinQ)
rr'cxc-a�rv�
r9-vScrro
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 204922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-116- 27
Eligible to be Destroy
Record Retention Citation Stored in Paper After Remarks Laserfiche? Scanned &
Reviewed
HUMAN RESOURCES
PERS Employee Deduction Reports
T+4
GC 34090;
26 CFR 31-
6001-1; 29
CFR PART
516; LC
1174 d
X
Record of deductions
Personnel Files
-TAS+4-0 6
GC 12946,
X
Upon
Release authorizations, appointments, certifications,
34090; 29
Te�riatiet�
reassignments, outside employment, commendations,
CFR PART
CU+2
disciplinary actions, terminations, oaths of office,
1602; 29
evaluations, pre -employee medicals, fingerprints,
CFR
identification cards, deduction authorizations,
1627.38;
beneficiary designations, unemployment claims,
CCR
3204(d); 29
garnishments, applications, resumes, certificates,
USC 1113
disciplinary complaints, grievances, insurance,
licenses, Accident/Incident Reports with no action,
drug & alcohol testing, finger print clearance
Personnel Files, Medical
TAS+30
GC 34090,
X
Upon
May include family leave; certifications, tests. Claims FMLA 1993
TeFmination
can be made for 30 years for toxic substance exposure.
US OSHA;
CU+2
29 CFR
1602.30; 8
Personnel Files, Recruitment CL+3 GC 12946, Applications and resumes for those not hired, 34090; 29 lists/logs, ethnicity disclosures, examination CFR 1602, materials, examination answer sheets, job bulletins, 1607, 1627.3 eligibility, release of information forms for recruitments, electronic database
Personnel Reports CU+2 GC 34090 Employee statistics, benefit activity, liability loss Policies/Procedures, Administrative 5+2 GC 34090 General City policies, procedures, instructions Reports, Labor Distribution AU+2 GC 34090 1 1 1 Costs by employee & program Retirement TAS+5 GC 12946, X PERS, Social Security, SSI (EEOC/ADEA) 34090; 29
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede PE=Permanent Electronic File — Destroy Paper After
Scanned/Reviewed
City of Yucaipa Records Retention Schedule. Resolution No. 20W22-XX66 Exhibit "A" -117- 28
Eligible to be
Destroy
Record
Retention Citation
Stored in
Paper After
Remarks
Laserfiche?
Scanned &
Reviewed
HUMAN jMd
CFR 1627.3
Time cafds/sleets
AU*5
GG 3 �t90;
29 GF_
DADm
16;
Signed by 'nPtn)cc(i
iczidcs-vvcrrtime she cts/ear- s
and time card —aeeountin (moved to
Finance/Acctinp,)
c
31.6001 e
Training Records
TAS+2
GC 34090
X
Certifications, designations, paperwork documenting
internal and external training
-Unemployment Compensation Files
TAS+S
GC 34090
X
Unpaid/Volunteer Applications
TAS+2
GC 12946
Successful
&34090; 29
CFR 1602.31
& 1627.3-1 8
CCR
3204(d), 29
USC 1113
Unpaid/Volunteer Applications
CU+2
GC 12946 &
Unsuccessful or pending
34090; 29
CFR 1602.31
& 1627.3-1 8
CCR 3204(d)
Work Release Files
TAS+2
GC 34090
Workers Compensation & Dependent Care Reports
CU+30
GC 34090;
X
{fin
Claim files, reports, incidents
8 CCR
Tefminatien
15400.2; LC
CU+2
5405
Workers Compensation and/or Disability Claims
S+30
GC 12946,
X
CU+2
34090; 8
CCR
3204(d),
10102,
15400.2
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 208922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destrov Paper After
Scanned/Reviewed
-118- 29
Eligible to be Destroy
Record Retention Citation Stored in Paper After Remarks Laserfiche? Scanned &
Reviewed
HUMAN RESOURCES
Workers Compensation Insurance
PE I GC 34090 1 X I CU+2
Indemnity, PERS working files
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 200922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-119- 30
Record
Retention
Citation
Eligible to
be Stored in
Laserfiche?
Destroy Paper
After Scanned
& Reviewed
Remarks
PLANNING (formerly DEVELOPMENT)
Address Files PE
GC 34090(d)
X
-
CU+2
Address assignments
Agenda Packets
PE
GC 34090
X
CU +2
Original agenda packets for the Planning
Commission. Documentation received, created and/or
submitted added
Annexations
P
GC 34090(a)
X
Reports, agreementspublic notices
Annexations / Boundaries / Consolidations / LAFCO
P
GC 34090
X
Land records
Annexation Petitions, Protests & Withdrawals
CU+1
GC 50115
Benchmark Data
CU+2
GC 34090(d)
Vertical Control
Bonds, Development
CL+10
GC 34090,
A development bond is what a developer posts to
43900; CCP
ensure that sidewalks, schools, etc. are built. Bonds
337.2
insuring real property must be retained permanently.,
moved from Finance/Accountin Pa roll
Census Demographics
S+2
GC 34090
Conveyances from or to the City (Deeds, Easements,
P
GC 34090, 24
X
Includes Deeds, Grant Deeds, Deeds of Trust and
etc)
CFR
570.502(b)(3)
Assignment of Rents, Ouitclaim Deeds, Deed
Restrictions, Subordination Agreement with Deeds.
Promissory notes secured by property, Substitution o
Trustee, Trust Transfer Deeds, Installment Note,
Easements, Full or Partial (re)convgyances, Covenant
of Easement, Public Access Easements, Grant o
Storm Drain Easements, etc. - Check originals for
historic value (moved from Administration)
Correspondence, Routine
CU+2
GC 34090
Administrative, general files, memorandums,
miscellaneous reports, working files etc. added
Development Itn act Fees
PE
GC 34090
X
CU+2
Paid receipts/liens/deferral agreements
Development Conditions
PE
GC 34090
x
CU+2
Miti ation measures filed with case files
Development Standards
S
GC 34090(a)
Landscape medians, parkway landscape development,
etc.
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 2022-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-120- 31
Record
Retention
Citation
Eligible to
be Stored in
Laserfiche?
Destroy Paper
After Scanned
& Reviewed
Remarks
PLANNING (formerly DEVELOPMENT)
X
CU+2
Exemptions, Draft & Final Environmental Impact
Environmental, California Environmental Quality Act
PE
GC 34090; 14
(CEOA) Determinations/Reports (Inside City
CCR 15095(c)
Reports (EIRs), Negative Declarations, mitigation
Boundaries)
monitoring, notices of completion, determination, etc.
moved from Administration
Environmental, Determinations/Reports (Outside City
CU+2
GC 34090
Non -records (includes City review and comments on
Boundaries)
projects by other jurisdictions) (moved from
Administration
General Plan and Elements
E
GC 34090
X
CU+2
IncludesWhere here of influence
General Plan and Specific Plan Amendments
PE
GC 34090
X
CU+2
A roved
General Plan and Specific Plan Amendments Denied
CU+3
GC 34090
Grants - Federal, State & Local - Successful
CL+7
GC 34090; 24
X
Application, supporting data, grant completion
CFR 85.42.
documentation, bids, selection documentation, budget
570.502(b), 29
& financial data, consultants/contractor's records,
CFR 97.42
amendments, environmental documentation, labor
compliance documentation, reports to granting
agency, rules, regulations, and procedures, financial
disbursement/settlement added
Grants - Federal. State & Local - Unsuccessful
CL+2
GC 34090
added
Home Occupancy Permit
L
(moved from Building and Safety)
Land Records
P
GC 34090.
X
Includes annexations, boundaries, consolidations.
CCP 337.
LAFCO
337.1(a).
337.15. 343
Land Uses, Nonconforming
P
GC 34090(a)
X
Buildiniz or site usaize which does not conform to
current standards
Marketing and Publicity Materials
SS+2
GC 34090
Paper or Electronic Media. Recreation Guides,
Brochures, Schedules, Newsletters, Bulletins
Announcements. Update as necessary; may retain
copies longer for administrative/historical purpose
added
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 209922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-121- 32
Record
Retention
Citation
Eligible to
be Stored in
Laserfiche?
Destroy Paper
After Scanned
& Reviewed
Remarks
PLANNING (formerly DEVELOPMENT)
Master Plans
P
GC 34090
X
Special or long-range program plan for municipalities
- coordination of services; strategic planning (moved
from Administration)
Permit, Tree Removal
CU+5
GC 34090
Oak Trees moved from Code Enforcement
Policies/Procedures, Administrative
SS±2
GC 34090
General City policies, procedures, instructions
added
—Prospects/Economic Development
CL+2
GC 34090
Economic develo ment strate ies
-Redevelopment Plan
PE
GC 34090
X
CU+2
Redevelo ment Projects Project Areas
P
GC 34090
X
Sample Materials Submitted with Projects for Approval
CL+2
GC 34090
Roof, glass, paint, etc. samples. Keep as long as
project is in approval process plus 2 years.
Sample Materials Submitted with City Projects for
P
GC 34090
X
Cily project submittals, color boards, etc.
A roval
Studies
S+5
GC 34090
Noise studies seismic studies air uali etc.
Studies - Economic
CU+10
GC 34090
Subdivision Maps, Plans, Drawing Exhibits (All
PE
GC 34090;
X
CU+2
Pertains to real property. May include blueprints,
Development Plans)
H&S 19850
drawings, maps, plans, reports, correspondence uses
variances, studies, appeals, compliance certificates,
lot line adjustments, preliminary, tentative and final
ma s
Zoning Maps, Plans, Drawings, Exhibits, Photos
PE
GC 34090;
X
CU+2
Parcel, land use maps, aerial photos, comments to
H&S 19850
local a encies on their developments, etc.
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P--Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 200922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-122- 33
Eligible to
Destroy Paper
Record
Retention
Citation
be Stored in
After Scanned
Remarks
Laserfiche?
& Reviewed
PUBLIC WORKS
hp
Abandonments / Vacations (Streets)
GC 34090(a)
X
Supporting documentation (includes temporary
construction easements, right -of -entry)
Agendas
CU+2
GC 34090
X
Original agendas for Council, Commissions, Boards
and Committees added
Annual Assessments/ Inspection of Facilities
CU+10
GC 34090
X
CU +2
Backflow Certifications
CU+2
GC 34090
Bids, RFQ's, RFP's (Documents)
AU+4
GC 34090;
X
CU+2
City created documents (added)
CCP 337
Bids, RFQ's, RFP's (Successful)
AU+5
GC 34090;
X
CU+2
added
CCP 337
Bids, RFQ's, RFP's (Unsuccessful)
CU+2
GC 34090;
added
CCP 337
Bonds, Development
CL+10
GC 34090,
X
CU +2
Bonds posted by developer to insure that required
43900; CCP
public improvements (roads, curbs, gutters, sidewalks,
337.5
schools, etc.) are built. Bonds insuring real property
must be retained permanently.
Bonds, Security
CL+2
GC 34090,
Documentation created/received in connection with
43900; CCP
performance of work/services for parcel maps and
337.5
subdivisions.
Capital Improvement Projects, Administration Files
CL+10
GC 34090;
X
CU +2
Supporting documents including bidders list,
CCP 337.15
specifications, reports, work orders, schedules,
meeting notes, real estate appraisals, certified
payrolls, etc.
Capital Improvement Projects, City Facilities
PE
GC 34090;
X
CU +2
Plans, Specifications, Bids/RFPs, Successful
H&S 19850
Proposal, Materials Testing Reports, Grading Permits,
Hazardous Materials Plans, Soils Reports, Studies,
Surveys, etc.
Capital Improvement Projects, City Infrastructure
PE
GC 34090;
X
CU +2
Infrastructure construction or implementation (streets, H&S 19850
curbs, gutters, sidewalks, storm drains, water, sewer,
arks, public facilities
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 204922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-123- 34
Record
Retention Citation
Eligible to
be Stored in
Laserfiche?
Destroy Paper
After Scanned
& Reviewed
Remarks
PUBLIC WORKS
Correspondence, Routine CU+2
GC 34090
Administrative, general files, memorandums,
miscellaneous reports, working files etc. added
Daily Logs
CU+5
GC 34090
Easements, Dedications, Rights of Way
P
GC 34090
X
-Facility Safety Inspection
CU+2
GC 34090
FEMA Reimbursable Events
CU+10
GC 34090
X
CU +2
City preference to facilitate claims and grant
reimbursements. Includes documents related to Work
Orders, Request for Service Forms, Corrective Action
Requests, etc.;
Flood Control Records
PE
GC 34090
X
CU+2
Storm Drains
Geotechnical Reports
PE
GC 34090
X
CU +2
Soils Reports
Grants - Federal, State & Local - Successful
CL+7
GC 34090;
X
Application, supporting data, grant completion
24 CFR
85.42,
570.502(b);
documentation, bids, selection documentation, budget
& financial data, consultants/contractor's records,
amendments, environmental documentation, labo
29 CFR
97.42 compliance documentation, reports to granting
agency, rules, regulations, and procedures, financial
disbursement/settlement added
Grants - Federal, State & Local - Unsuccessful
CL+2
GC 34090
added
Inventory
AU+4
GC 34090
Includes hand tools, heavy equipment, tools, trucks,
and trailers
Maintenance Records
CU+3
GC 34090
Records documenting the maintenance, repair and
upkeep of municipally owned facilities and property
(including buildings, parks, playgrounds, swimming
pools and other public facilities). Includes work
orders, safety/health/environmental review and
inspection, maintenance, repair, upkeep, and other
supporting documents
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 200922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-124- 35
Eligible to
Destroy Paper
Record
Retention Citation
be Stored in
After Scanned
Remarks
Laserfiche?
& Reviewed
PUBLIC WORKS - - -
--
N4a -tena-,ee
GL�5
GG 3,1990,
X
Landscaping, HVAE, Pavement
G337
eme,I eei
Sweeping, Post
Gentrel, Seourity,—Sluff3, Seals,
Striping; Tree Trimming, ete, moved to General
Services/City Clerk
Maps and Plats
PE
GC 34090;
X
CU+2
Engineering field notes and profiles; cross-section o
H&S 19850
roads, streets, right of way, bridges; may include
annexations, parks, tracts, block, storm drains, water
easements, bench marks, trees, grading, base maps,
etc.
Marketing and Publicity Materials
SS±2
GC 34090
Paper or Electronic Media. Recreation Guides,
Brochures, Schedules, Newsletters, Bulletins,
Announcements. Update as necessary; may retain
copies longer for administrative/historical purpose
added
NPDES Monitoring Records & Permits
PE
GC 34090;
X
CU +2
40 CFR
122.21,
122.41, CCP
337
Permit, Encroachment (Permanent)
PE
GC 34090,
X
After-
Buildings, sewers, streets, utilities, etc..
CCP 337
he
CU +2
Permit, Encroachment (Temporary)
CL+5
GC 34090,
Street closures, street cuts, paving, etc.
CCP 337
Permit, Wide Load Transportation
CL+2
GC 34090
Pest Control Reports
CU+2
GC 34090(d)
City facilities - includes pesticide applications,
inspections, sampling & documents
Policies/Procedures, Administrative
SS±2
GC 34090
General City policies, procedures, instructions
added
Programs, Federal Programs & Traffic Safety
CU+3
GC 34090
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule. Resolution No. 200922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destrov Paper After
Scanned/Reviewed
-125- 36
Record
Eligible to
Retention Citation be Stored in
Laserfiche?
Destroy Paper
After Scanned
& Reviewed
Remarks
PUBLIC WORKS
Property Acquisition/Disposition
P GC 34090 X
Deeds, title reports, etc. Supporting documents o
sale, purchase, or exchange also see "conveyance")
moved from Administration
Properly Acquisition — Appraisal Reports
CL+5
GC 34090;
Purchase property, funded loans, property no
24 CFR
85.42,
91.105(h).
purchased (moved from Administration)
570.502(b);
29 CFR
97.42 Public Facilities, Infrastructure
PE
GC 34090
X
CU +2
As builts, m lars, record drawings
-Reports, -Bridges & Overpasses
L
GC 34090
Life of Structure
-Reports, Inspection
CU+2
GC 34090
Included intersection, sidewalks
Reports, Studies
S+2
GC 34090;
CVC
21455.5
Traffic volume, accident history, requests, statistics, drawings supporting traffic devices, "Red Light
Camera" reports, etc.
Reports, Traffic Count
CL+5
GC 34090
Evaluation of traffic volume
Reports, Vehicle Accident
CU+2
GC 34090
Soils Reports and Geo-technical Reports accompanied
PE
X
CU+2
added
-by site plan, if available
Speed Limits
S+-25
GC 34090
Studies/Surveys(City Projects
PE
GC 34090
X
CU +2
Engineering studies or surveys
Studies/Surveys (Preliminary)
S+3
GC 34090
Preliminary Engineering studies or surveys, project
assessments
Surplus Property - Auction
AU+2
GC 34090
Listing of property
Traffic Legends, Signals & Signs
PE
GC 34090
X
CU +2
Locations
Vehicle ll..,ne-.hip F. Title
J_
GVC 990o
Title `-^a^fe r^ when vehie'e ^^'a moved to General
Services/City—Clerk)
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 200922-XX66 Exhibit "A" PE=Permanent Electronic He —
Destroy Paper After
Scanned/Reviewed
-126- 37
Record
Retention Citation
Eligible to
be Stored in
Laserfiche?
Destroy
Paper After
Scanned &
Reviewed
Remarks
Activity/Project Files
GU*2
6E 34090
Class Resters and Enrollments
GU4=2
6E34090
GU* i
6G-34090
-Facility RentairlUse
Cd-�
%lE 3'�00
Liability Release Forms
GU4=4
GCP 337
44-3
signed
1;abilairs
Permission Slips
!,�
GE 3,1�-'1090;
GCP 337.
Field tFips to
and camps authorization give medioine
T
34 �ii
GU*-2
GG 34090
Recreation Database
L
GG2.�0
Inehide&+e-gistrations, fees, chafg�
Special Event Permits
GL*4.
GC 3,10903
:ii uvn„me.,t� .•el.,r;,,..5 approved r, to rm't
�
GGP �3T7
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule. Resolution No. 2022-XX66 Exhibit "A" PE=Permanent Electronic Pile —
Destroy Paper After
Scanned/Reviewed
-127- 38
Record
Retention
Citation
Eligible to
be Stored in
Laserfiche?
Destroy
Paper After
Scanned &
Reviewed
Remarks
,RISK MANAGEMEN
A,.cide t Repa,-ts(C•ty n t)
C—L4-7
GG34090;
-1-904,2,
t90 6
Theft, arsen, vandalksni damage .-.:,a•.
prepert,
incidents City Reports
eesarring on . Fopetly) ant
related reeor4s (moved to Administration/Risk
Management
Accident, Incident,injuf-y RepoFts Public
GL*7
GC 34090;
29GF
+n
Members
(Claim)
of the public (not a City pla ) moved
to Administration/Risk Management)
Accident, Incident, injui:y Repens Publ-ie (Non Claifn) GL*2
GG 3,1090
MefnbeFs bli do
of the that not Itin a elaffn
moved to Administration/Risk Management
Claims ngainst G t.,
��
�Anon
,
941.2, 9 ;T
Paid/Denied Litigation,
EA}nplaintS, and/or Elam-rS
PCB5
suspend .,analr-etention eds (Fettion begins
en
after settlement) (moved to Administration/Risk
Management)
CC�T
Claims By City
C;1=4=5
GE 3,+90,
sal 1.2, 9 4
(moved to Administration/Risk Management)
T
DC 832 C
�T
CC�T
insuranee,
p
GCP
Bonds & insuring
.-
34-3
}nsuranse—pollsles e:t., property
ether assets (moved to Administration/Risk
Management
r
rn�ttse CeFti fic ,tes
C�}i
GG34090,
CC T
�2
Limitations is 10 years (moved to General
Services/Ci Clerk
insxraneeImiab;l;t..in.-,,peFt.,13A'o-!Eer's Compensation g
GC 34090
Upon
ieFminatien
Eby
—owned polieies/eertifisates, bia13;",
General/Publie,
workers compensation, pr-epeAy
moved to Administration/Risk Management
r.,..,, ., nee o c A C
P
GC 3,1090
x
Public Aens• Risk Sharing A„tl,.. r: t.. C.,1'F......
of
excess liability insuraPse (moved to
Administration/Risk Management
s.. o po„t lir rso F/ :t„ Facility
T—k-2
G 3 4 090
Insuranse binders G:t . facilities;
e>0a1/se of
(moved to Administration/Risk Management)
AS=After Separation AU=Audit CL=Closed/Completion CU=Cun-ent Year E=Election L=Life P=Permanent S=Suversede City of Yucaipa Records Retention Schedule, Resolution No. 2022-XX66 Exhibit "A" PE=Permanent Electronic File —
Destroy Paper After
Scanned/Reviewed
-128- 39
AS=After Separation AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede City of Yucaipa Records Retention Schedule, Resolution No. 200922-XX66 Exhibit "A" PE=Permanent Electronic File —
Destrov Paper After
Scanned/Reviewed
-129- 40
INDEX
AB 939 Annual Reports..........................................................................16 Benefit Plan Claims.....................................................
Abandonments / Vacations (Streets).......................................................33 Benefit Plan Enrollment......................................................................... 25 Accident, Incident, Injury Reports — Public (Claim) ................................
I
Bids, RFQ's, RFP's (Documents) ............................2, 9, 11, 17, 21, 25, 33 Accident, Incident, Injury Reports — Public (Non-Claim)........................1 Bids, RFQ's, RFP's (Successful) .............................2, 9, 11, 17, 21, 25, 33 Accident, Reports(City Assets).................................................................1 Bids, RFQ's, RFP's (Unsuccessful) .........................2, 9, 12, 17, 21, 25, 33 AccountsPayable....................................................................................
I I
Bonds...................................................................................................... 12 Accounts Receivable............................................................................... 11 Bonds, Transcripts/Certificates of Participations .................................. 12 Activity/Project Files................................................................................ 9 Bonds, Account Statements.................................................................... 12 AddressFiles..........................................................................................30 Bonds, Administration ............................................................................ 12 AdministrativeHearings...........................................................................
I
Bonds, Coupons..................................................................................... 12 Affidavits of Publications/Public Hearing Notices.................................16 Bonds, Development........................................................................ 30,33 AgendaPackets.................................................................................16, 30 Bonds, Personnel Fidelity ....................................................................... 25 Agreements, Capital Improvement......................................................... 16 Bonds, Security...................................................................................... 33 Agreements, Contractors........................................................................16 Budget Adjustments/Amendments......................................................... 12 Agreements, Franchise............................................................................16 Budget Hearing & Review..................................................................... 12 Agreements, Joint Powers (JPA)/Mutual Aid.........................................16 Budget Worksheets................................................................................. 12 Agreements, School District...................................................................16 Budgets , Adopted (Originals)............................................................... 12 Annexation Petitions, Protests & Withdrawals ....................................... 30 Budgets, Adopted (Copies).................................................................... 12 Annexations............................................................................................ 30 Building Permit Database......................................................................... 6 Annexations / Boundaries / Consolidations / LAFCO ............................30 Building Permits, Issued ........................................................................... 6 Annual Assessments/ Inspection of Facilities ......................................... 33 Building Plans/Construction Documents (Commercial and required multi -
Annual Audit Reports (Copies).............................................................. 11 family structures).................................................................................. 6 Annual Audit Reports (Originals)........................................................... 11 Building Plans/Construction Documents(SFR)....................................... 6 Annual Audit Reports, Back Up and Supporting Documents ................11 Building Plans/Construction Documents, Institutional ............................ 6 Appeals, Civil........................................................................................... 1 Business License.................................................................................... 12 Articles of Incorporation.........................................................................17 CAFR - Comprehensive Annual Financial Reports ............................... 12 Assessment Districts............................................................................... 11 CALPERS Bi-Weekly Reports.............................................................. 12 Assessment Rolls....................................................................................11 Capital Improvement Projects, Administration Files ............................. 33 Audio and/or Video Recordings.............................................................17 Capital Improvement Projects, City Facilities........................................ 33 Backflow Certifications.......................................................................... 33 Capital Improvement Projects, City Infrastructure ................................ 33 Bank Deposits / Deposit Transmittal Records ........................................ 11 Capital Improvement Projects, Financial Records................................. 13 Bank Reconciliations..............................................................................11 Cash Receipts & Summaries.................................................................. 13 Bank Statements.....................................................................................11 Cashier's Reports/Daily Revenue........................................................... 13 BenchmarkData.....................................................................................30 Census, Demographics........................................................................... 30 City of Yucaipa Records Retention Schedule, Resolution No. 2009-66 Exhibit "A" Page 41 -130-
INDEX
Certificates of Destruction......................................................................17 Certified Mail/Electronic/Postage Receipts............................................13 Chart of Accounts...................................................................................13 Checks.....................................................................................................13 Citizen Service Applications to Boards, Commissions, and Committees (Not Selected).....................................................................................17 Citizen Service Applications to Boards, Commissions, and Committees (Selected)............................................................................................17 City Council Correspondence...................................................................2 City Council Subcommittees.................................................................... 2 Claims, Against City.................................................................................2 Claims, By City........................................................................................2 Class Rosters and Enrollments.................................................................9 Classifications......................................................................................... 25 CodeBooks............................................................................................... 6 Correspondence, Routine ................................ 2, 4, 8, 9, 13, 17, 25, 30, 34 CreditCard, Agreements........................................................................13 DailyLogs..............................................................................................34 Deferred Compensation.......................................................................... 25 Deferred Compensation Reports.............................................................25 Deposit Log Sheets/Books......................................................................13 Dept. of Fair Employment & Housing Claims ....................................... 25 Development Conditions........................................................................ 30 Development Impact Fees......................................................................30 Development Standards..........................................................................30 Easements, Dedications, Rights of Way.................................................34 Elections, Ballots (Prop 218)..................................................................17 Elections, Calendar.................................................................................17 Elections, Candidates Statements (Successful) ....................................... 17 Elections, Candidates Statements (Unsuccessful) .................................. 17 Elections, Canvass..................................................................................17 Elections, Certificates of Election..........................................................18 Elections, Nomination Papers (Successful) ............................................ 18 Elections, Nomination Papers (Unsuccessful)........................................18 Elections, Notifications & Publications..................................................18 Elections, Oath of Office........................................................................ 18 Elections, Petitions................................................................................. 18 Elections, Sample Ballot........................................................................ 18 E-Mail, Non Official City Records........................................................ 21 E-Mail, Non Records.............................................................................. 22 E-Mail, Official City Records................................................................ 22 EmergencyDocuments............................................................................. 4 Emergency Response & Preparedness Planning ...................................... 4 EmployeeHandbook.............................................................................. 26 EmployeeRights.................................................................................... 26 Encumbrance Reports............................................................................. 13 Environmental, California Environmental Quality Act (CEQA) Determinations/Reports (Inside City Boundaries) ............................. 31 Environmental, Determinations/Reports (Outside City Boundaries)..... 31 Escheat (Unclaimed Money / Uncashed Checks) .................................. 13 Ethics Training (AB 1234)..................................................................... 18 Evaluations/Surveys of Programs............................................................ 9 Exchange Server (Microsoft Outlook Mail Folders) .............................. 22 Exchange Server, Back Ups (Microsoft Outlook Mail Folders) ............ 23 Facility Rentals/Use................................................................................. 9 Facility Safety Inspection....................................................................... 34 FEMA Reimbursable Events.................................................................. 34 Financial Statements............................................................................... 13 Fines, Civil and Penalties....................................................................... 13 Fines, False Alarm.................................................................................. 13 Fines, JDS............................................................................................... 13 Fines, NSF.............................................................................................. 13 Fines, Parking Citations......................................................................... 13 Fines, Restitutions.................................................................................. 13 Fixed Assets, Annual Listing................................................................. 14 Flood Control Records........................................................................... 34 FPPC - Campaign Disclosure Filings, Candidates (Elected Officials) .. 18 FPPC — Campaign Disclosure Filings, Candidates (Not Elected).......... 18 FPPC - Campaign Disclosure Filings, Copies ........................................ 18 FPPC - Campaign Disclosure Filings, Other Committees ..................... 18 City of Yucaipa Records Retention Schedule, Resolution No. 2009-66 Exhibit "A" Page 42 -131-
INDEX
FPPC — Candidate Intention Statement, Elected Officials ...................... 18 FPPC — Candidate Intention Statement, Not Elected .............................. 18 FPPC - Statement of Economic Interest - Designated Employees ......... 19 FPPC — Statement of Economic Interest — Lobbyist Reporting .............. 19 FPPC - Statement of Economic Interest - Public Officials ..................... 19 GasTax...................................................................................................14 General Journal Reports.......................................................................... 14 General Ledger (GL) Year End Reports ................................................. 14 General Plan and Elements..................................................................... 31 General Plan and Specific Plan Amendments (Approved).....................31 General Plan and Specific Plan Amendments (Denied) ......................... 31 Geotechnical Reports..............................................................................34 Grants - Federal, State & Local - Successful .................. 3, 5, 9, 19, 31, 34 Grants - Federal, State & Local - Unsuccessful .............. 3, 5, 9, 19, 31, 34 Grants, Community Development Block Grants (CDBG) .....................14 Historical Records..................................................................................19 INS Form I-9 Employment Eligibility Verification Form......................26 Insurance - Certificates........................................................................... 19 Insurance - Liability/Property/Worker's Compensation ...........................3 Insurance, Bonds (City)............................................................................ 3 Insurance, PARSAC................................................................................. 3 Insurance, Rental/Use of City Facility...................................................... 3 Internet Policies......................................................................................23 Inventory...........................................................................................23, 34 Inventory, Logs, Systems Manuals.........................................................23 Investment Records................................................................................14 IRS Forms (1099, 1096, W9)..................................................................14 IRS Tax Forms (W2, W4).......................................................................14 LandRecords.......................................................................................... 31 Land Uses, Nonconforming....................................................................31 LegalAdvertising................................................................................... 19 LegalOpinions.......................................................................................... 3 Liability Release Forms............................................................................9 Licenses.................................................................................................. 23 Liens& Releases....................................................................................19 Liens & Releases — Support Documentation ............................................ 8 Litigation/Lawsuits................................................................................... 4 Maddy Act List / Committee Rosters ..................................................... 19 Maintenance Contracts........................................................................... 20 MaintenanceRecords............................................................................. 34 Mapsand Plats....................................................................................... 35 Marketing and Publicity Materials................................4, 5, 10, 20, 31, 35 MasterPlans........................................................................................... 32 MeetingNotices..................................................................................... 20 Minutes................................................................................................... 20 Mobilehome Park, General Files............................................................ 20 Mobilehome Park, NOI, CPI, Loss of Amenity ..................................... 20 Mobilehome Park, Permit to Operate ..................................................... 20 Motor Vehicle (DMV) Pulls................................................................... 26 Municipal Code & Development Code .................................................. 20 Negotiations........................................................................................... 26 Network Back Ups, Program Files and Directories ............................... 23 Network Database(s), Back Ups, Program Files and Directories........... 23 Network Database(s), Program Files and Directories ............................ 23 Network Information Systems (LAN/WAN)......................................... 23 NPDES Monitoring Records & Permits ................................................. 35 Ordinances.............................................................................................. 20 OSHA..................................................................................................... 26 PayrollReports....................................................................................... 26 Payroll, Changes..................................................................................... 26 Payroll, Tax Reports............................................................................... 14 PermissionSlips................................................................................. 9, 10 PermitFees............................................................................................. 14 Permit, Encroachment (Permanent)........................................................ 35 Permit, Encroachment (Temporary)....................................................... 35 Permit, Tree Removal............................................................................. 32 Permit, Wide Load Transportation......................................................... 35 PERS Employee Deduction Reports ...................................................... 27 PersonnelFiles....................................................................................... 27 Personnel Files, Medical........................................................................ 27 City of Yucaipa Records Retention Schedule, Resolution No. 2009-66 Exhibit "A" Page 43 -132-
INDEX
Personnel Files, Recruitment..................................................................27 Personnel Reports................................................................................... 27 Pest Control Reports...............................................................................35 PettyCash Receipts................................................................................14 PettyCash Records................................................................................. 14 Policies/Procedures, Administrative ....... 4,5, 8, 10, 15, 20, 23, 27, 32, 35 Proclamations.........................................................................................20 Programs, Federal Programs & Traffic Safety.......................................35 Prospects/Economic Development......................................................... 32 Public Facilities, Infrastructure...............................................................36 Public Records Request..........................................................................20 Purchase Orders / Requisitions...............................................................15 ReceiptCopies........................................................................................ 10 Recorded Documents..............................................................................20 Records Management, Destruction Certification....................................20 Records Management, Working Copy....................................................20 RecordsRetention...................................................................................21 RedevelopmentPlan............................................................................... 32 Redevelopment Projects, Project Areas..................................................32 Redevelopment Statement of Indebtedness............................................15 Refunds and Credits................................................................................15 Reports, Bridges & Overpasses.............................................................36 Reports, Inspection.................................................................................36 Reports, Labor Distribution.................................................................... 27 Reports, Studies...................................................................................... 36 Reports, Traffic Count............................................................................36 Reports, Vehicle Accident......................................................................36 Resolutions............................................................................................. 21 Retirement............................................................................................... 27 Risk Management Reports........................................................................4 Sample Materials Submitted with City Projects for Approval ............... 32 Sample Materials Submitted with Projects for Approval ....................... 32 Schedules, Classes & Events.................................................................. 10 Signature Cards & Authority..................................................................15 Special Event Permits............................................................................. 10 SpeedLimits........................................................................................... 36 State Controllers Report ......................................................................... 15 Studies.................................................................................................... 32 Studies - Economic................................................................................. 32 Studies/Surveys (City Projects).............................................................. 36 Studies/Surveys (Preliminary)................................................................ 36 Subdivision Maps, Plans, Drawing Exhibits (All Development Plans) . 32
Subpoenas/Summons.............................................................................. 21 Surplus Property - Auction..................................................................... 36 Taxes, Receivable................................................................................... 15 TimeCards/Sheets.................................................................................. 15 Traffic Legends, Signals & Signs........................................................... 36 TrainingRecords.................................................................................... 28 Transient Occupancy Taxes (TOT) ........................................................ 15 Travel Expense Reimbursements........................................................... 15 Trial Balance Detail Reports.................................................................. 15 TrustAccounts....................................................................................... 15 Unemployment Compensation Files ...................................................... 28 Unpaid/Volunteer Applications.............................................................. 28 VehicleImpound Fees............................................................................ 15 Vehicle Ownership & Title.................................................................... 21 VendorRegister...................................................................................... 15 Violations, Building, Property and Zoning .............................................. 8 Warrant Register.................................................................................... 15 WorkRelease Files................................................................................. 28 Workers Compensation & Dependent Care Reports .............................. 28 Workers Compensation and/or Disability Claims .................................. 28 Workers Compensation Insurance.......................................................... 29 Zoning Maps, Plans, Drawings, Exhibits, Photos .................................. 32 City of Yucaipa Records Retention Schedule, Resolution No. 2009-66 Exhibit "A" Page 44 -133-
CITY OF YUCAIPA
Records Retention Schedule
Supplemental Electronic Mail Management
and Retention Policy
Purpose
The objective of this policy is to provide clear and concise direction regarding use of the City's electronic mail (e-mail) system. This policy governs the retention of e-mail that is created, sent, received, forwarded, edited, stored, or otherwise used by means of City electronic information resources of any kind, including, but not limited to, computers, computer networks, software, cell phones, personal data assistants, and any other electronic data systems or equipment ("City e- mail"). This policy applies to all employees, elected officials, appointed officials and consultants.
Provisions
The City may access any messages in City e-mails at any time. Access may occur, without limitation, for the following reasons: for random review; in situations indicating impropriety, violation of City policy, suspected criminal activities, or breach of electronic mail security; because of legal requirements; to locate substantive information that is not more readily available by some other means; or for the performance of routine maintenance. The contents of electronic mail may be disclosed within or outside of the City without employee permission or knowledge.
Retention
City e-mails may consist of electronic correspondence or other electronic documentation or records.
City e-mails may be considered public records. The release of City e-mails as public records to members of the public is governed by the California Public Records Act. City e-mails are managed according to the City's Records Retention Schedule and the laws and regulations governing it, and other laws and regulations that apply to public records. In general, City e-mails and the retention of such records falls into the following categories:
Official City Records: City e-mails (including attachments) that (i) the City or an officer of the City is required by law to create or retain, (ii) are necessary or convenient to the discharge of a public officer's duties and made or retained for the purpose of preserving its informational content for future reference, (iii) document official business of the City, such as information concerning the formation and implementation of City policies and decisions, approvals to initiate a business transaction, proceedings, requests and replies to requests for public information, projects, contracts, or (iv) may later be important or useful for carrying out City business will be considered an "Official City Record." An Official City Record shall be printed onto paper, appropriately filed, and retained according to the retention period for the document as indicated in the Records Retention Schedule.
Non -Official City Records: City e-mails (including attachments) that consist of preliminary drafts, unofficial copies of documents kept only for convenience or reference, notes, or inter -agency or intra-agency memoranda that are not retained by the City in the ordinary course of business, will be considered "Non -Official City Records." Non -Official City Records are not identified in the Records Retention Schedule and shall be deleted once the information is understood or communicated. Non -Official City Records include records that provide general information, such as, without limitation, announcing the dates City of Yucaipa Records Retention Schedule, Supplemental Email Management and Retention Policy Page 45 -134-
and times of meetings, responses to list serves, requests for general City information (other than public records), etc.
Non -Records: Routine City e-mails, the informational content of which is neither necessary nor intended to be preserved for future City use or reference, are "Non -Records." Non -Records should be deleted once the information is understood or communicated.
Non -Records are not intended to be retained in the ordinary course of City business. Non - records may include, without limitation, informal communication between staff or between staff and consultants, unsolicited offers to do business with the City, or personal correspondence and announcements (such as inviting City staff to a departmental lunch), etc.
Responsibility for Retention
The sender of a City E-mail is responsible for ensuring proper retention of the City E-mail in accordance with the applicable retention schedule. All electronic copies of City E-mails are duplicates and may be deleted once printed on paper, appropriately filed, and retained according to the Records Retention Schedule. Persons responsible for a particular program or project file shall be responsible for retaining all City E-mail they send or receive related to that program or project in accordance with the applicable retention schedule.
StoraLye and Back un of E-Mail:
Although the use of City E-mail is considered official City business, the City's e-mail server (Microsoft Exchange Server) is intended to be a method of communication and should not be used for the storage or maintenance of City E-mails.
Subject to the Records Retention Schedule and federal and state rules of procedure concerning the retention of City E-mails, City E-mails shall not be maintained on the City's e-mail server (Microsoft Exchange Server) longer than ninety (90) calendar days. The systems administrator has established a City E-mail management system that automatically removes City E-mails contained in all mail folders that are more than ninety (90) calendar days old. The systems administrator will disable the automatic e-mail deletion feature to preserve City E-mails in response to a litigation hold or Public Records Act request until it is determined whether City E-mails are subject to disclosure.
The systems administrator maintains back ups for no longer than two (2) weeks before they are overwritten.
The purpose of back ups is to provide a means of complete server recovery in case of a system failure.
Upon the City's receipt of a litigation hold or Public Records Act request, the systems administrator may not overwrite back ups that contain City E-mails until it is determined whether any of the City E-mails on the back ups are subject to disclosure.
Legal Proceedings
The City periodically receives requests for inspection or production of documents pursuant to the Public Records Act, as well as demands by subpoena or court order for documents. And, when litigation is commenced by or against the City, it may be necessary to preserve ("litigation hold") all relevant documents. When the City receives a request for disclosure of City records that applies to City E-mail, or the City Attorney or City Clerk place a litigation hold on certain documents that include City E-mail, the person responsible for the covered records must, using his/her best efforts and by any lawful means available, preserve any City E-mail covered by the request until it is determined whether the City E-mail is subject to retention and/or disclosure. The City Clerk, City Attorney, and systems administrator must be contacted concerning any request for disclosure of City records that applies to City E-mail in the possession of persons subject to this policy.
City of Yucaipa Records Retention Schedule, Supplemental Email Management and Retention Policy Page 46 -135-