Loading...
CC 2020-11-24_08g Records Retention ScheduleVer. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY WIDE Admin. Services / Accounting CW-001 Accounts Payable, Invoices, Petty Cash, Warrant Requests, Travel Reimbursements, etc. ALL backup is forwarded to Finance Copies - When No Longer Required Copies - When No Longer Required Yes: Before Payment Mag, Ppr All originals go to Finance (these are copies); GC §34090.7 Lead Dept.CW-002 Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting 2 years 2 years Mag, Mfr, OD, Ppr Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP §§337 et seq, 349.4; GC §§34090, 54960.1(c)(1) Legis. & Info. Services / City Clerk CW-003 Agenda Packets / Staff Reports: City Council Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: After 2 years GC §34090.7 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / City Clerk CW-004 Agreements & Contracts, Leases, MOUs, etc. (Approved by the City Manager or City Council) Agreement or Contract includes all contractual obligations (Specifications / Scope of Work, Notices of Completion, etc.) Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: Upon Completio n All agreements, service agreements, and contracts approved by the City Council or City Manager are sent to the City Clerk; GC §34090.7 Lead Dept.CW-005 Agreements & Contracts: ADMINISTRATIVE FILES - NOT funded by a grant Includes Agreements or Contracts approved by the Department Director or City Manager (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, Insurance Certificates, RFPs, Successful Proposals, etc.) Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-006 Agreements & Contracts: ADMINISTRATIVE FILES - WITH grant funding Includes Agreements or Contracts approved by the Department Director (Copies of Invoices, Correspondence, Project Administration, Project Schedules, Certified Payrolls, Logs, Insurance Certificates, RFPs, Successful Proposals, etc.) Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Some Grant Funding Agencies require audits; Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years; 2 CFR 200.333; 7 CFR 3016.42; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, & 570.502(a), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133; GC §34090, GC §8546.7 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-007 Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years 2 years Mag, Ppr The RFP / RFQ and the successful proposal becomes part of the project file in the lead department and/or agreement or contract (City Clerk is OFR); GC §34090 Lead Dept.CW-008 Appeals The Retention of the Appealed Subject The Retention of the Appealed Subject Mag, Ppr Department preference; GC §34090 et seq. Lead Dept.CW-008.2 Bid Summaries / Proposal Summaries 2 years 2 years Mag, Ppr The RFP / RFQ and the successful proposal becomes part of the project file in the lead department and/or agreement or contract (City Clerk is OFR); GC §34090 CW-009 Bids: See Agreements & Contracts ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Staffing Dept.CW-010 Boards and Committees: AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 30 days, or After Minutes are Approved, Whichever is Longer 2 years 30 days, or After Minutes are Approved, Whichever is Longer Tape (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b) Staffing Dept.CW-011 Boards, Commissions, & Committees: Citizens Advisory Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS. When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department preference (only 2 years is required); Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Staffing Dept.CW-012 Boards, Commissions, & Committees: Citizens Advisory Bodies Formed by CITY COUNCIL MINUTES & BYLAWS P P Mag, Ppr GC §34090 Staffing Dept.CW-013 Boards, Commissions, & Committees: City Council Subcommittees (Composed solely of less than a quorum of the City Council) 2 years 2 years Mag, Ppr All recommendations are presented to the City Council; GC §34090 et seq. ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CW-014 Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) When No Longer Required When No Longer Required Mag, Ppr Non-records CW-015 Boards, Commissions, & Committees: Internal Employee Committees (Agendas, Minutes) 2 years 2 years Mag, Ppr GC §34090 Brochures: See Reference Materials Admin. Services / Accounting CW-016 Budgets - Finals Copies - When No Longer Required Copies - When No Longer Required Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S/I Yes: After 5 years Final must be filed with County Auditor; GC §34090.7, 40802, 53901 Legis. & Info. Services / City Clerk City Manager CW-017 Claims Copies - When No Longer Required (Upon Settlement) Copies - When No Longer Required (Upon Settlement) Yes: Before Settlement Mag, Mfr, OD, Ppr S/I Yes: After Settlement City Clerk maintains originals; City Attorney is OFR for lawsuits; Risk Management administrates claim; GC §§34090.7, 34090.6 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead (Responding) Dept. CW-018 Complaints / Concerns from Citizens (operational) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag Ppr City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342, GC §945.6, GC §34090 CW-019 Contracts: See Agreements CW-020 Copies or duplicates of any record Copies - When No Longer Required Copies - When No Longer Required Mag Ppr GC §34090.7 Dept. that Authors Document or Receives the City's Original Document CW-021 Correspondence - ROUTINE (Content relates in a substantive way to the conduct of the public's business) (e.g. Administrative, Chronological, General Files, Letters, Memorandums, Miscellaneous Reports, Press Releases, Public Records Requests, Reading File, Working Files, etc.) 2 years 2 years Mag, Ppr GC §34090 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Document or Receives the City's Original Document CW-022 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda not retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e- mail, e-comments, flyers that does not have a material impact on the conduct of business, invitations, instant messaging, logs, mailing lists, meeting room registrations, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, social media, staff videoconference chats, notes and recordings, undeliverable envelopes, visitors logs, voice mails, etc.) When No Longer Required When No Longer Required Mag, Ppr Refer to the City's Administrative Policies. Electronic and paper records are categorized, filed and retained based upon the CONTENT of the record. Records where either the Content relates in a substantive way to the conduct of the public's business, or ARE made or retained for the purpose of preserving the informational content for future reference are saved by placing them in an electronic or paper (project) file folder and retained for the applicable retention period. E-mails that have a material impact on business are saved outside the e-mail system by printing them out and placing them in a file folder, or saving them electronically; If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary drafts. GC §34090, GC §6252; 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-022.1 Department Subject Files 2 years 2 years Mag, Ppr GC §34090 Lead Dept.CW-023 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required When No Longer Required Mag, Ppr As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §34090, GC §6252 Lead Dept.CW-024 GIS Database / Data / Layers (both City-wide and Specialized) When No Longer Required When No Longer Required Yes Mag The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq. Lead Dept.CW-025 Grants (UNSUCCESSFUL Applications, Correspondence)2 years 2 years Mag, Ppr GC §34090 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-026 Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims Subventions (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records 2 years After Funding Agency Audit, if Required - Minimum 5 years After Funding Agency Audit, if required - Minimum 5 years Mag, Ppr Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years; 2 CFR 200.333; 7 CFR 3016.42; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, & 570.502(a), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133; GC §34090, GC §8546.7 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Services / Human Resources CW-027 Grievances and Informal Complaints (Employees) Copies - When No Longer Required Copies - When No Longer Required Yes: Before Disposition Mag, Ppr Send all grievances to Human Resources; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 12960, 34090 City Attorney CW-028 Lawsuits, Litigation, Pending Litigation Copies - When No Longer Required (Upon Settlement) Copies - When No Longer Required (Upon Settlement) Yes: Before Settlement Mag, Mfr, OD, Ppr S/I Yes: After Settlement Risk Management administrates claim; GC §§34090.7, 34090.6 Lead Dept.CW-029 Leave Slips When No Longer Required When No Longer Required Mag, Ppr Preliminary draft / transitory record; GC §34090, GC §6252 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-030 MSDS (Material Data Safety Sheets) / Safety Data Sheets (SDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years 30 years Mag, Mfr, OD, Ppr S Yes (after inactive) Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(ii)(B), GC §34090 Legis. & Info. Services / City Clerk CW-031 Minutes - City Council or RDA Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §34090.7 Legis. & Info. Services / City Clerk CW-032 Municipal Code (these are copies) Copies - When No Longer Required Copies - When No Longer Required Yes: Current Original Mag, Mfr, OD, Ppr I No Return any whole unused codes to the City Clerk; Originals maintained by City Clerk Permanently; GC §34090 Lead Dept.CW-033 Newspaper Clippings When No Longer Required When No Longer Required Ppr Non-records - may be obtained from the newspaper company; GC §34090 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Staffing Dept.CW-034 Notices: Public Hearing Notices and Proofs of Publications 2 years 2 years Mag, Ppr Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC §34090 Legis. & Info. Services / City Clerk CW-035 Ordinances - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §34090 Admin. Services / Human Resources CW-036 Personnel Files (When an employee transfers to a different department, the file should go to the new department) Upon Separation, Send to Human Resources Upon Separation, Send to Human Resources Before Separation Mag, Ppr Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §34090.7 Lead Dept.CW-037 Personnel Files (Supervisor's Notes) 1 year (After Incorp. In Evaluation) 1 year (After Incorp. In Evaluation) Before Annual Performance Evaluation Mag, Ppr Preliminary drafts; Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq. Lead Dept.CW-038 Personnel Work Schedules 2 years 2 years Mag, Ppr GC §34090 Lead Dept.CW-039 Public Relations / Press Releases 2 years 2 years Mag, Ppr GC §34090 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. (Who Ordered the Appraisal) CW-040 Real Estate Appraisal Reports (Acquisition or Sale): Property NOT purchased, Loans not funded, etc. 2 years 2 years Mag, Ppr Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h) Lead Dept. (Who Ordered the Appraisal) CW-041 Real Estate Appraisal Reports (Acquisition or Sale): Purchased or Sold Property, Funded Loans 2 years When No Longer Required - Minimum 3 years When No Longer Required - Minimum 5 years Yes: Before Purchase Mag, Mfr, OD, Ppr S Yes: After Inactive Not accessible to the public until purchase has been completed; meets grant auditing requirements; 2 CFR 200.333; 24 CFR 85.42 & 91.105(h), & 570.502(a); 29 CFR 97.42, GC §34090 Legis. & Info. Services / City Clerk CW-042 Recorded Documents: Deeds, Easements, Final Orders of Condemnations (All) Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Send all originals to the City Clerk; GC §34090.7 Legis. & Info. Services / City Clerk CW-043 Records Destruction Lists / Certificate of Records Destruction Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Send all originals to the City Clerk; GC §34090.7 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-044 Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters & Reports: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Statewide guidelines propose superseded + 2 or 5 years; GC §34090 Lead Dept.CW-045 Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters & Reports: Produced by OTHER Departments When Superseded When Superseded Mag, Ppr Copies; GC §34090.7 CW-046 Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters & Reports: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required When No Longer Required Mag, Ppr Non-Records CW-047 Reference or Working Files: See Correspondence ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-048 Reports and Studies (Historically significant - e.g., Zoning Studies) 10 years P P Mag, Mfr, OD, Ppr S/I Yes: After 10 years Administratively and Historically significant, therefore retained permanently; GC §34090 Lead Dept.CW-049 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 5 years 5 years Mag, Ppr Information is outdated after 5 years; statewide guidelines propose 2 years; If historically significant, retain permanently; GC §34090 Legis. & Info. Services / City Clerk CW-050 Resolutions - City Council, or RDA, Successor Agency, Oversight Board Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §34090.7 Lead Dept.CW-051 Safety: OSHA Inspections & Citations, Log 200 and Log 300, 301, 301A 5 years 5 years Ppr Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), GC §34090.7; LC §6429c Lead Dept.CW-052 Special Event Permits Expiration + 2 years Expiration + 2 years Yes: During Class or Program Mag, Ppr GC §34090 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-053 Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years 2 years Mag, Ppr GC §34090 CW-054 Tapes: See Boards & Commissions Admin. Services / Payroll CW-055 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: After QC & OD No Originals maintained by Payroll; GC §34090.7 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-18 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-056 Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics Training, Harassment Prevention Training, & Safety training, Tailgates) 2 years 3 5 years 5 7 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1602.31 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b); 53237.2(b) Lead Dept.CW-057 Volunteer / Unpaid Intern Applications & Agreements - Successful Inactive / Separation + 3 years Inactive / Separation + 3 years Ppr Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-19 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-058 Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants 3 years 3 years Ppr Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Depart. Providing Service / Work CW-059 Work Orders / Service Requests (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City preference; CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ACCOUNTING Admin. Services / Accounting FIN-001 1099's Issued / 1096's / W-9s 5 years 5 years Mag, Ppr IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; 26 CFR 31.6001- 1, R&T §19530, GC §34090; 29 USC 436 Admin. Services / Accounting FIN-002 Accounts Payable / Invoices and Backup (Includes Invoices, Travel Expense Reimbursements, Warrant Request, etc.) 2 years 3 years 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; GC §34090 Admin. Services / Accounting FIN-003 Accounts Receivable: Transient Occupancy Tax (TOT), Property Management, Damage to Public Property, Invoices to Outside Entities, Sales Tax, etc. 2 years 3 years 5 years Yes: Until Paid Mag, Ppr Department Preference; (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; GC §34090 Admin. Services / Accounting FIN-004 Actuarial Reports: CalPERS, etc 10 years 10 years Mag, Ppr Department Preference; GC §34090 Admin. Services / Accounting FIN-005 Assessment Districts - Financial Documents 2 years 3 years 5 years Yes: Until Paid Mag, Ppr Department Preference; (meets municipal government auditing standards); GC §34090 Admin. Services / Accounting FIN-006 Audit Reports / CAFR / General Ledger - Comprehensive Annual Financial Reports and related Audit Opinions (City & RDA) 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; (meets municipal government auditing standards); GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Services / Accounting FIN-007 Audit Work Papers 2 years 3 years 5 years Mag, Ppr Department Preference; (meets municipal government auditing standards); GC §34090 Admin. Services / Accounting FIN-008 Bank Statements, and Trustee Statements, Fiscal Agent Statements, Investment Account Statements, Pars Statements, Bank Reconciliations, Outstanding Check Lists, Daily Cash Summaries, Bank Deposits, Bank Transmittal Advice, Cashier's Reports 2 years 3 years 5 years Mag, Ppr Department Preference; Published articles show 3 - 4 years; GC §34090, 26 CFR 1.6001-1 Admin. Services / Accounting FIN-009 Bond Official Statements / Certificates of Participations (COPs) See Bank Statements for statement retention. Fully Defeased + 10 years Maturity + 5 years 10 years Fully Defeased + 10 years Cancellat., Redemption or Maturity + 5 years Yes: Until Maturity Ppr Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. (a)(1) & (2), 337.5(a)(2); 26 CFR 1.6001-1(e): GC §43900 et seq. Admin. Services / Accounting FIN-010 Bonds: Employees & Officials (Dishonesty, etc)P P Mag, Mfr, OD, Ppr S No Department Preference; Statute of Limitations: Public official misconduct is discovery of offense + 4 years, retirement benefits is 6 years from last action; statewide guidelines propose Termination + 6 years; GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Engineerin g OR Admin. Services / Accounting PW-006 Bonds: Subdivision Bonds / Irrevocable Letters of Credit Release of Bond / Security + 2 years Release of Bond / Security + 2 years Mag, Mfr, OD, Ppr S No Securities (Performance Bonds, Letters of Credit, CD's, etc.) are released after the Notice of Completion is issued and replaced with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC §34090 Admin. Services / Accounting FIN-011 Budgets - Adopted / Final P P Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; Must be filed with County Auditor; GC §34090.7, 40802, 53901 Admin. Services / Accounting FIN-012 Budgets - Preliminary, Backup Documents When No Longer Required When No Longer Required Yes: Current Fiscal Year Mag, Ppr Department Preference; GC §34090 Admin. Services / Accounting FIN-013 Business License Applications, Licenses and Renewals 2 years 3 years 5 years Ppr Meets auditing standards; GC §34090 et seq. Admin. Services / Accounting FIN-014 Checks / Warrant Register Report (issued)2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; GC §34090 Admin. Services / Accounting FIN-015 Checks / Warrants (Cashed)2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; meets municipal government auditing standards; GC §34090, CCP § 337 Admin. Services / Accounting FIN-016 Cost Allocation Plans 2 years 3 years 5 years Yes: Until Paid Mag, Ppr Department Preference; (meets municipal government auditing standards); GC §34090 Admin. Services / Accounting FIN-016.2 Developer Trust Accounts / Deposit Accounts Close + 5 years Close + 5 years Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Services / Accounting FIN-017 Escheat (Unclaimed money / uncashed checks)2 years 3 years 5 years Mag, Ppr Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; Meets auditing requirements; CCP §§340(d), 1519; GC §34090 Admin. Services / Accounting FIN-018 Financial Services Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Admin. Services / Accounting FIN-019 Fixed Assets - Annual Listing (Source Documents)5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After 1 year Includes permanent assets (for compliance with GASB 34); GC §34090 Admin. Services / Accounting FIN-020 Insurance - City Policies (all Liability policies)Expiration P P Mag, Mfr, OD, Ppr S Yes: After QC Protection from litigation; GC §34090, CCP §337 et seq. Admin. Services / Accounting FIN-021 Insurance - City Policies (Auto, property, etc.)Expiration 10 years Expiration + 10 years Mag, Mfr, OD, Ppr S Yes: After QC Covers the longest Statute of Limitation; GC §34090, CCP §337 et seq. Admin. Services / Accounting FIN-022 Investments / Arbitrage / Certificates of Deposit (CDs) / Advisor Reports and Statements / Trade Tickets / LAIF (Local Agency Investment Fund)) Maturity 5 years Maturity + 5 years Yes: Until Paid Mag, Ppr Department Preference; Meets auditing standards; Published articles show disposal + 7 years for security brokerage slips; statewide guidelines propose permanent; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Services / Accounting FIN-023 Journal Entries / Journal Vouchers / Budget Adjustments 2 years 8 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP § 337 Admin. Services / Accounting FIN-024 Reports, Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Proof & Merge Reports, etc. (MONTHLY OR PERIODIC) 2 years 2 years Mag, Ppr Department preference; Transitory records not retained in the ordinary course of business Financial system qualifies as a trusted system and can re-create reports accurately; statewide guidelines propose 2 years; GC §34090 Admin. Services / Accounting FIN-025 Reports: Annual State or Federal: State Controller's Report, Statement of Indebtedness, Street Report, Local Government Compensation Report, Property Management Plan, Obligation Payment Schedules, Due Diligence Reviews, Gas Tax, MOE (Maintenance of Effort) Report, Fixed Charge Special Assessment Report, Public Self Insurer Report (SIP Report); Housing Successor Agency Housing Assets Fund Report, etc. 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Services / Accounting FIN-026 Revenue: Accounts Receivable: Daily Envelopes / Cash Receipts / Petty Cash / Revenue Daily Receipt Books, etc. 2 years 3 years 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Admin. Services / Accounting FIN-027 Single Audits / Transportation Audits / PERS Audit, et.5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (meets municipal government auditing standards); GC §34090 Admin. Services / Accounting FIN-028 Telecommunication Site Lease Administration Completion 5 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completion Department preference; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 City Clerk FIN-029 Treasurer's Reports / Quarterly Budget Reports (to Council) Copies - When No Longer Require Copies - When No Longer Required Mag, Ppr Copies (original report filed with the City Council Agenda Packet); GC §34090.7 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). HUMAN RESOURCES Admin. Services / Human Resources HR-001 Benefit Brochures & Forms When No Longer Required When No Longer Required Mag, Ppr Non-records Admin. Services / Human Resources HR-002 Benefit Plan Documents (Dental, Vision, etc.) Duration of the Contract + 2 6 years Duration of the Contract + 2 6 years Yes: For Duration of Contract Mag, Ppr EEOC / ADEA (Age) requires 1 year after benefit plan termination; Federal law requires 6 years after filing date for retirement; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; GC §§12946, 12960, 34090 Admin. Services / Human Resources HR-003 CalPERS Contract Administration (Includes contract amendment, annual employee listing, circular letters, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 Admin. Services / Human Resources HR-004 Claim Runs (Workers Compensation)5 years 5 years Mag Ppr Meets auditing standards; GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Services / Human Resources HR-005 Classification / Reorganization Studies (for employee classifications and department structures) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090 Admin. Services / Human Resources HR-006 Compensation Surveys & Studies 2 years 2 years Mag, Ppr Department preference; PERS requires 5 years for Compensation Earnable (usually compensation is adopted via Resolution of the City Council); Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, 2 CCR 270.5; GC §§12946, 12960, 34090 Admin. Services / Human Resources HR-006.1 COVID-19 Notifications to Employees 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Services / Human Resources HR-007 Department of Fair Employment & Housing (DFEH or EEOC) Claims Final Disposition + 3 years Final Disposition + 3 years Mag, Ppr Department preference; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after "fully and finally disposed"; 2 CCR 7287.0; 2 CCR 11013(c); GC §§12946, 12960, 34090 Admin. Services / Human Resources HR-008 DMV Pull Notices When Superseded or Upon Separation When Superseded or Upon Separation Mag Ppr Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 Admin. Services / Human Resources HR-009 Drug & Alcohol Test Results (All - Positives and Negatives)2 years 3 years 5 years Mag Ppr D.O.T. Requires 5 years for positive tests, refusals, annual summaries, etc, 1 year for negative tests; EEOC / FLSA / ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq.; 49 CFR 653.71 Admin. Services / Human Resources HR-010 EEO-4 Reports and records required to generate EEO-4 report (Self-Identification Form, etc.) 3 years 3 years Mag, Ppr 29 CFR 1602.30; 29 CFR 1602.32 53235.2(b) ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Services / Human Resources HR-010.2 Employment Contracts (other than the City Manager)Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completion Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 Admin. Services / Human Resources HR-011 Fingerprint Cards (prior to LiveScan) When No Longer Required When No Longer Required Ppr Department Preference; GC §34090 Admin. Services / Human Resources HR-012 Grievances and Informal Complaints (all) Separation + 3 years Separation + 3 years Yes: Before Disposition Mag, Ppr Department preference; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; 29 CFR 1602.31 & 1627.3(b)(1); GC §§12946, 12960, 12960, 34090; 29 USC 1113, LC 1174 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Services / Human Resources HR-013 I-9s Separation + 2 years Separation + 2 years Yes: Before Disposition Mag, Ppr Non-citizens must re-certify periodically; RICA recommends Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 -3 years; INA 274A(b)(3); INS Rule 274a.1(b)(2); 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090 Admin. Services / Human Resources HR-014 Job Descriptions / Classification Specifications P P Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 - 3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(2), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; 29 USC 1113 Admin. Services / Human Resources HR-015 Labor Relations Files (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) 15 years 15 years Mag, Ppr Department Preference; GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Services / Human Resources HR-016 OSHA Logs (200, 300, 301A, etc.)7 years 7 years Mag, Ppr Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), 29 CFR 1904.33, OMB 1220-0029, 8 CCR 14300.33; GC §34090; LC §6429c Admin. Services / Human Resources HR-017 Personnel Files / Personnel Jackets - Medical Files Pre-employment Physical Reports, Respiratory Fit Tests for Breathing Apparatus, etc. (all employees) Separation + 1 year 29 years, OR Termination of Benefits + 5 years (whichever is longer) Separation + 30 years, OR Termination of Benefits + 5 years (whichever is longer) Yes: Until Separation Mag, Ppr Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090, 29 CFR 1627.3, 29 CFR 1602.14; LC §1198.5; 29 USC 1113 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-13 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Services / Human Resources HR-018 Personnel Files / Personnel Jackets - Employees Includes Training Certificates (Ethics, Sexual Harassment Prevention, Safety, etc.) Separation + 1 year 5 29 years Separation + 6 30 years Yes: Until Separation Mag Ppr Department Preference; Statute of Limitations for Retirement Benefits is retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 - 3 years; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090, 3105; LC §1198.5; 29 CFR 1602.14; 53235.2(b); 53237.2(b) Admin. Services / Human Resources HR-019 Recruitment and Testing File (Includes Advertisements, Unsuccessful Applications Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, Rater's Profile & Confidentiality Agreement, Flowchart, Eligible Lists, etc.) 3 years 3 years Mag, Ppr Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14 et seq. 2 CCR 7287.0(c)(2), 2 CCR 11013(c); GC §§12946, 12960, 34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-14 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Services / Human Resources HR-019.1 Recruitment Exam Plan Database (NeoGov)3 years 3 years Yes Mag Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1602 et seq & 1627.3(b)(1) and (6), 2 CCR 11013(c), GC §34090 Admin. Services / Human Resources HR-020 Safety Committee 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department Preference; OSHA requires 5 years for safety records; State law requires 2 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 - 3 years; 8 CCR §3203 et seq., 8 CCR 14300.33(a); 29 CFR 1627.3(b)(ii), 29 CFR 1904.33, 29 CFR 1904.44; GC §60201 et seq.; LC §6429(c), GC §§12946, 12960, 34090, 53235.2(b) Admin. Services / Human Resources HR-021 Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department preference; GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-15 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Services / Human Resources HR-022 Workers Compensation or Disability Claims / Employee Accident Reports Includes all Accident, Incident, or Injury Reports and associated MSDS Separation + 5 years 25 years, OR Termination of Benefits + 5 years (whichever is longer) Separation + 30 years, OR Termination of Benefits + 5 years (whichever is longer) Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 340900 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-16 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PAYROLL & EMPLOYEE FILES Admin. Services / Human Resources FIN-030.1 1095-C, 1094-C (Employer- Provided Health Insurance Offer and Coverage & Transmittal Form) 5 years 5 years Mag Ppr Department Preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns" GC §34090 Admin. Services / Payroll FIN-030 CalPERS Reports / Retirement Reports / Annual Valuation Reports, Actuarial Valuation Reports, Annual Employer Statements 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After 2 years Department Preference; GC §34090 Admin. Services / Payroll FIN-031 DE-6 DE-9, DE-9C, DE-43, W-3, & 941 Forms - Quarterly Payroll Tax Returns / OASDI / W-3, & DE- 166, IRS 5500 Forms (Employee Benefit Plans) 2 years 3 years 5 years Mag, Ppr Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001- 1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Admin. Services / Payroll FIN-032 Deferred Compensation (City Statements)2 years 3 years 5 years Mag, Ppr Produced by Deferred Comp. Provider; consistent with proposed statewide guidelines; published articles for bank statements show 4 -7 years; GC §34090, 26 CFR 16001.1 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-17 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Services / Payroll FIN-033 Payroll Employee Files: Deduction Authorizations, Beneficiary Designations, Garnishments, etc. Separation + 5 years Separation + 5 years Mag, Ppr Department preference; PERS Buy-backs are reconstructed through Human Resources; Transitory records not retained in the ordinary course of business Financial system qualifies as a trusted system and can re-create reports accurately; statewide guidelines propose 2 years; GC §34090 Admin. Services / Payroll FIN-033.1 Payroll Direct Deposit Authorizations 2 years 3 years 5 years Mag, Ppr Department preference; GC §34090 Admin. Services / Payroll FIN-034 Payroll Reports / Payroll Registers - All 2 years 3 years 5 years Mag, Ppr Department preference; PERS Buy-backs are reconstructed through Human Resources; Transitory records not retained in the ordinary course of business Financial system qualifies as a trusted system and can re-create reports accurately; statewide guidelines propose 2 years; GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-18 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Services / Payroll FIN-035 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Published articles show 4 - 10 years; IRS Reg §31.6001- 1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5 & 516.6(c); GC §34090 Admin. Services / Payroll FIN-036 W-2s - If Imaged (After 2000)2 years 8 years P 10 years P Mag, OD, Mfr, Ppr S / I Yes: After QC Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001- 1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Admin. Services / Payroll FIN-037 W-2s - Not Imaged (Before 2000)2 years 8 years 10 years Mag, Ppr Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001- 1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Admin. Services / Payroll FIN-037.2 W-4's No Longer in Effect + 4 years No Longer in Effect + 4 years Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department preference; IRS Regulation 31-6001-1 four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. GC §34090; 26 CFR 31.6001-1 GC §60201 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-19 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). UTILITY BILLING Admin. Services / Utility Billing FIN-038 Daily Receipts, Cash Receipts, Overs and Shortages 2 years 3 years 5 years Mag, OD, Mfr, Ppr S / I Yes: After QC Consistent with Cash Receipts & Accounts Receivable; Published articles show 3 - 6 years; Other city shows permanent; Copies are sent to Finance; GC §34090 Admin. Services / Utility Billing FIN-038.1 Utility Billing Support Paperwork 2 years 3 years 5 years Mag, OD, Mfr, Ppr S / I Yes: After QC Consistent with Cash Receipts & Accounts Receivable; Published articles show 3 - 6 years; Other city shows permanent; Copies are sent to Finance; GC §34090 Admin. Services / Utility Billing FIN-039 Utility Payment Stubs 4 months 4 months Ppr Preliminary drafts used to post receivables to correct account; GC §34090 .7 Admin. Services / Utility Billing FIN-040 Water Billing: Appeals - Payment Delinquency & Impending Discontinuation Final Decision + 2 years Final Decision + 2 years Mag, Ppr, Mfr, OD S Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Admin. Services / Utility Billing FIN-041 Water Billing: Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final) When No Longer Required When No Longer Required Mag, Ppr, Mfr, OD S Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Admin. Services / Utility Billing FIN-042 Water Billing: NSF Checks / Adjustments to Customer accounts When No Longer Required When No Longer Required Mag, Ppr, Mfr, OD S Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Human Resources, Payroll, Utility Billing) Page AS-20 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin. Services / Utility Billing FIN-043 Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc. Expiration or Completion of Payment Plan Expiration or Completion of Payment Plan Mag, Ppr, Mfr, OD S Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116910 Admin. Services / Utility Billing FIN-044 Water Billing: Policy on Discontinuation of Residential Service for Nonpayment When Superseded - Minimum 2 years When Superseded; Minimum 2 years Mag, Ppr, Mfr, OD S Yes: After QC & OD Must post to Website; H&S §116906; GC §34090 Admin. Services / Utility Billing FIN-045 Water Billing: Report of Annual Discontinuations of Residential Service Minimum 2 years Minimum 2 years Mag, Ppr, Mfr, OD S Yes: After QC & OD Must post to Website; H&S §116918; GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY ATTORNEY City Attorney CA-001 Amicus Briefs When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag. Ppr Department Preference; GC §34090 City Attorney CA-002 Lawsuits / Litigation Final Resolution 5 years When No Longer Required - Minimum 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After 5 years Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, 34090.6; PC §832.5 City Attorney CA-003 Subject Files / Project Files / Department Files When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY MANAGER City Manager CM-003 City Manager Correspondence (Interoffice, Citizens, Organizations, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr GC §34090 City Manager CM-004 City Manager Reports / Memos to Council 2 years 2 years Mag, Ppr GC §34090 City Manager CM-007 Closed Session Memoranda (Confidential) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes: While Active Issues Mag, Ppr GC §34090 City Manager CM-008 Department Files When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §34090 City Manager CM-009 Grand Jury Reports (Pertaining to City Operations)5 years 5 years Ppr Department preference (matches the retention of the Grand Jury); GC §34090 City Manager / Community Develop. CM-010 Projects, Programs, Subject & Issues - Includes Economic Development & Redevelopment (Issues and/or projects will vary over time - e.g. Hotels, Developments, etc.) May include studies and real estate appraisals When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Yes: While Active Issues Mag, Ppr Department preference (real estate appraisals should be retained for 5 years - see City- wide schedule); If the project comes to fruition, the Lead Department retains the appropriate records; GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Manager CM-012 Solid Waste / South County Integrated Waste Authority 10 years 10 years Mag, Ppr Department Preference; GC §34090 City Manager CM-013 Speeches When No Longer Required When No Longer Required Mag, Ppr Notes, drafts, or preliminary documents; GC §34090 et seq. City Manager CM-014 Tourism Business Improvement District (TBID) - Agenda Packets 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). BUILDING & LIFE SAFETY Comm. Develop. / Building & Life Safety B&LS-001 Building Permit Applications where the Plan Check Fees were Not Paid 2 years 2 years Mag, Ppr Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 Comm. Develop. / Building & Life Safety B&LS-002 Building Permit Database Indefinite Indefinite Yes (all)Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Comm. Develop. / Building & Life Safety B&LS-003 Building Permits (All) / Street Files P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC Statewide guidelines propose permanent; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Building & Life Safety B&LS-004 Building Plans, Specifications and Construction Documents - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES P P Yes (all) Mag, Mfr, OD, Ppr S Yes: Finalled + 1 year Department preference; Law requires for the life of the building for commercial only; Statewide guidelines propose 2 years for blueprints & specifications; CBC require plans be retained 180 days from completion date for residential and appurtenances; CRC R104.7 & R106.5; H&S §19850; CBC §104.7 & 107.5, H&S§19850, GC §34090 Comm. Develop. / Building & Life Safety B&LS-005 Building Plans, Specifications and Construction Documents - Finalled - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS, PRODUCTION HOMES (includes commercial structural plans, Hazardous Materials Questionnaire, etc.) P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; Law requires for the life of the building for commercial only; Statewide guidelines propose 2 years for blueprints & specifications; CBC 104.7 & 107.5; H&S§19850, GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Building & Life Safety B&LS-006 California Building Codes / Uniform Building Codes Minimum While Ordinance is in Force Minimum While Ordinance is in Force Mag, Ppr GC §50022.6 Comm. Develop. / Building & Life Safety B&LS-006 Complaints Received in Writing 2 years 2 years Mag, Ppr GC §34090 Comm. Develop. / Building & Life Safety B&LS-007 Construction Notices / Inspection Notices (correction notices, compliance orders, investigation forms, stop work notices, etc.) Until Cleared or Project Completion Until Cleared or Project Completion Mag, Ppr Department Preference; GC §34090 Comm. Develop. / Building & Life Safety B&LS-008 Reports: Building Activity (Monthly / Annual) When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq. Comm. Develop. / Building & Life Safety B&LS-009 Requests & Permissions to Receive Copies of Plans / Architect's Approval 2 years 2 years Mag, Ppr GC §34090 et seq. ENGINEERING Comm. Develop. / Engineering & City Clerk ENGPW -001 Abandonments / Vacations (Streets)P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After 2 years GC §34090 et seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Engineering ENGPW -002 Aerial Maps / Photographs - Analog or Digital When No Longer Required When No Longer Required Mag, Ppr Department Preference; GC §34090 Comm. Develop. / Engineering & City Clerk ENGPW -003 Assessment / Maintenance / Landscape & Lighting / Street Improvement District Projects / Community Facilities Districts (FORMATION, BOUNDARIES) P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: 1 year Department Preference; Statute of Limitations is 4 - 10 years (for Errors & Omissions); CCP §§337. 337.1(a), 337.15, 343; GC §34090.7 Comm. Develop. / Engineering OR Public Works / Capital Projects PW-004 Bid - Rejected Bids / Proposals 2 years 2 years Mag, Ppr GC §34090 Comm. Develop. / Engineering OR Public Works / Capital Projects PW-005 Bid Summaries 2 years 2 years Mag, Ppr Department Preference (preliminary drafts); GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Engineering OR Admin. Services / Accounting ENGPW -006 Bonds: Subdivision Bonds / Irrevocable Letters of Credit Release of Bond / Security + 2 years Release of Bond / Security + 2 years Mag, Mfr, OD, Ppr S No Securities (Performance Bonds, Letters of Credit, CD's, etc.) are released after the Notice of Completion is issued and replaced with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC §34090 Comm. Develop. / Engineering OR Public Works / Capital Projects PW-007 Cal Trans When No Longer Required - Minimum 10 years When No Longer Required - Minimum 10 years Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Engineering PW-008 Capital Improvement Projects (CIP): Administration File Project Administration, Certified Payrolls, Daily Inspection Report, Project Schedules, Progress meetings, Real Estate Appraisals, etc. Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090 Comm. Develop. / Engineering PW-009 Capital Improvement Projects (CIP): Permanent File Contract, Plans, Specifications, Bids/RFPs, Successful Proposal, Change Orders, Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, O&M Manuals, Photos, Soils Reports, Studies, Submittals, Surveys, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: 1 year Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Engineering ENGPW -010 Certificate of Compliance - Final Recordation P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Engineering ENGPW -011 Certificate of Correction P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Engineering OR Public Works / Capital Projects ENGPW -012 Claims - Damage to City Property (damaged stop signs, signals) When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Yes (all) Mag, Mfr, OD, Ppr S Yes: After 2 years Department preference (meets municipal government auditing standards); GC §34090 Comm. Develop. / Engineering PW-013 Consultant Resource Files When No Longer Required When No Longer Required Mag Ppr Non-records Comm. Develop. / Engineering OR Public Works / Capital Projects ENGPW -013.2 Disadvantaged Business Enterprise (DBE) Files 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After 2 years Consistent with Grant requirements (see City-wide Schedules); GC §34090 Comm. Develop. / Engineering ENGPW -014 Design & Construction / Engineering Standards P P Mag, Mfr, OD, Ppr S/I Yes: After Inactive Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Engineering OR Public Works / Capital Projects ENGPW -015 Drainage - Infrastructure Drawings and Records P P Mag, Mfr, OD, Ppr S/I Yes: After Inactive Department Preference; GC §34090 Comm. Develop. / Engineering ENGPW -016 Encroachment Permits: Permanent or Imaged Includes Utility Cuts 2 years P Expiration + 8 years P Expiration + 10 years P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; the warrantee period for work done underground is usually 5 years, some Statute of Limitations may be up to 10 years; CCP §337 et seq., GC §34090 Comm. Develop. / Engineering ENGPW -017 Engineering Studies / Surveys - Preliminary Studies / Project Assessments (Not Acquired or Developed) When No Longer Required - Minimum 10 years When No Longer Required - Minimum 10 years Mag, Mfr, OD, Ppr S/I Yes: After Inactive Department Preference; GC §34090 Comm. Develop. / Engineering ENGPW -018 Engineering Studies / Surveys (City Built Projects, Water Studies, etc.)P P Mag, Mfr, OD, Ppr S/I Yes: After Inactive Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Engineering Lead Dept. ENG-019.2 CW-024 GIS Database / Data / Layers (both City-wide and Specialized) Superseded When No Longer Required Superseded When No Longer Required Yes Mag The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq. Comm. Develop. / Engineering OR Public Works / Capital Projects ENGPW -020 Geotechnical and Soils Reports P P Mag, Mfr, OD, Ppr S/I Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Engineering ENGPW -021 Grading Permits & Plans P P Mag, Mfr, OD, Ppr S/I Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Engineering OR Public Works / Capital Projects ENGPW -022 Groundwater Plans & Studies P P Mag, Mfr, OD, Ppr S/I Yes: 1 year Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Engineering OR Public Works / Capital Projects ENGPW -023 Historical Events (Photos of Major Storms, etc.)P P Yes (all) Mag, Mfr, OD, Ppr S/I Yes: After 2 years Department Preference; GC §34090 Comm. Develop. / Engineering ENGPW -024 Index to Tracts / Subdivisions and other Records P P Mag, Mfr, OD, Ppr S/I Yes: 1 year Department Preference; GC §34090 et seq. Comm. Develop. / Planning or Building OR Engineering ENGPW -025 Land Development Projects: Engineering Comments: Planning & Building Projects / Plan Check Comments (Provided to Planning or Building) Includes Entitlements (CUPs, Variances, etc.) Upon Final Approval Upon Final Approval Mag, Ppr Planning or Building retains originals; GC §34090.7 Comm. Develop. / Engineering ENG-025.1 Subdivision Improvement Agreements P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Engineering OR Planning ENGPW -026 Lot Line Adjustments / LLAs - Final Recordation P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Engineering OR Planning ENGPW -027 Maps, Plans and Drawings (Final Maps, Parcel Maps, Record of Survey, Right of Way, Tract Maps, "As-Builts", Record Drawings, etc.) P P Yes (all) Mag, Mfr, OD, Ppr S Yes: 1 year Drafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in Public Works for administrative purposes; GC §34090, 34090.7 Comm. Develop. / Engineering PW-028 Pavement Management Plans Superseded + 2 years Superseded + 2 years Mag, Ppr Department Preference; GC §34090 Comm. Develop. / Engineering OR Public Works / Capital Projects ENGPW -029 Regulatory Agency Correspondence (AQMD, RWQCB, NRCS, etc.) When No Longer Required - Minimum 2 10 years 8 years When No Longer Required - Minimum 10 years Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Engineering OR Public Works / Capital Projects ENGPW -030 Storm Drains - Infrastructure Drawings and Records P P Mag, Mfr, OD, Ppr S/I Yes: After Inactive Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Engineering PW-031 Street Files: Parking, Traffic Comments (Intersections are filed with the dominant street) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Engineering OR Public Works / Capital Projects PW-032 Street Lighting P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Community Develop. or Building ENGPW -033 Subdivision Project File 5 years 5 years Mag, Ppr Department Preference (preliminary drafts or copies); GC §34090 et seq. Comm. Develop. / Engineering ENGPW -034 Subdivisions: Grading and Soils Reports P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference (Soils Reports may not always be forwarded to Planning); GC §34090 Comm. Develop. / Engineering OR Public Works / Capital Projects ENGPW -035 Surveys / Record of Survey / Survey Books / Field Notebooks P P Mag, Ppr Department preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-13 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Engineering OR Public Works / Utilities PW-036 Water Master Plans P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Engineering OR Public Works / Utilities PW-037 Water Rate Studies Superseded + 2 years Superseded + 2 years Mag, Ppr Department Preference; GC §34090 Comm. Develop. / Engineering OR Public Works / Utilities PW-038 Water Requests (Outside the City) / Water "Will Serve" Letters P P Mag, Mfr, OD, Ppr S/I Yes: After Inactive Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-14 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ENGINEERING - TRAFFIC & TRANSPORTATION Police PW-039 Accident Reports / Collision Reports 5 years 5 years Mag, Ppr Department preference (copies); GC §34090.7 Comm. Develop. / Engineering - Traffic & Transport. PW-040 Signal Timing When Superseded - Minimum 2 years When Superseded - Minimum 2 years Mag Ppr Department preference; GC §34090 Comm. Develop. / Engineering - Traffic & Transport. ENGPW -041 Speed Surveys 10 years 10 years Mag, Mfr, OD, Ppr S/I Yes: 1 year Department preference; GC §34090 Comm. Develop. / Engineering - Traffic & Transport. OR Planning ENGPW -042 Studies - Transportation (Not Related to Development Entitlements) P P Mag, Mfr, OD, Ppr S/I Yes: 1 year Department preference; GC §34090 Comm. Develop. / Engineering - Traffic & Transport. ENGPW -043 Traffic Commission AGENDAS, AGENDA PACKETS. When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Mfr, OD, Ppr S/I Yes: 1 year Department preference (Note: Disbanded in 2018); GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-15 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Engineering - Traffic & Transport. ENGPW -044 Traffic Commission MINUTES & BYLAWS P P Mag, Mfr, OD, Ppr S/I No GC §34090 Comm. Develop. / Engineering - Traffic & Transport. OR Planning ENGPW -045 Traffic Counts When Superseded - Minimum 2 years When Superseded - Minimum 2 years Mag, Ppr Department preference; GC §34090 HOUSING Comm. Develop. / Housing HOUCD-038 Housing Programs: Grants (See Legislative & Information Services / City Clerk for Affordable Housing Recorded Documents) 5 years After Funding Agency Audit, if Required - Minimum 5 years After Funding Agency Audit, if required - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: When Inactive HUD requires 5 years after the agreement terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; statewide guidelines propose 4 years; 24 CFR 85.42, 92.508(a)(c) & 570.502(a), 29 CFR 97.42; 884.214, 982.158, GC §34090; 2 CFR 200.333 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-16 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). NEIGHBORHOOD SERVICES Comm. Develop. / Neighbor. Services NSB&LS-010 Neighborhood Services Case Files (Includes appeals and Code Enforcement Complaint Letters) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes: Until Resolution Mag, Ppr Department preference; Case is open until satisfactorily resolved (some cases are not resolved); City Clerk maintains original staff reports and resolutions that are presented to Council; CFC §104.3.4, GC §34090 Comm. Develop. / Neighbor. Services NSB&LS-011 Neighborhood Services Database (Citizen Serve, Request Tracker)Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-17 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PLANNING Comm. Develop. / Planning PLCD-001 Affidavits of Publications / Public Hearing Notices / Legal Advertising 2 years 2 years Mag, Ppr Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP §§337 et seq, 349.4; GC §§34090, 54960.1(c)(1) Comm. Develop. / Planning PLCD-002 Annexations / Boundaries / Consolidations / LAFCO 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC Land Records; GC §34090 Comm. Develop. / Planning PLCD-003 ARC - Architectural Review Committee - Agendas and Agenda Packets 2 years 2 years Yes (before meeting) Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference - copies (the Staff Reports are filed in the Entitlement Folder); GC §34090.7 Comm. Develop. / Planning PLCD-004 ARC - Architectural Review Committee - Audio Recordings 30 days, or After Minutes are Adopted, whichever is longer 30 days, or After Minutes are Adopted, whichever is longer Tape (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b) Comm. Develop. / Planning PLCD-005 ARC - Architectural Review Committee - Minutes & Bylaws 2 years P P Yes Mag, Mfr, OD, Ppr S Yes: After QC Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-18 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Financial Services CD-006 Business Licenses Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §34090.7 Comm. Develop. / Planning PLCD-007 CDBG Subrecipient Grants & Agreements (Includes Community Services Grant Program) and Other Grant Programs Approved by the City Council. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years; 2 CFR 200.333; 7 CFR 3016.42; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, & 570.502(a), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133; GC §34090, GC §8546.7 US Census Bureau PLCD-008 Census, Demographics When No Longer Required When No Longer Required Mag, Ppr (Non-Records - Census Bureau is OFR); GC §34090 et seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-19 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Planning PL-008.1 CEQA / NEPA - Correspondence submitted to, or transferred from the agency, and all internal agency communications, including staff notes related to a non-exempt CEQA action Completion of CEQA Process Completion of CEQA Process Mag, Ppr Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (County of San Diego, et al., Real Parties in Interest) (D076605, D076924, D076993) (4th Dist. 2020); PRC 21167,6 GC §34090 Comm. Develop. / Planning PLCD-009 Downtown Parking Advisory Board - Agendas & Agenda Packets 2 years 2 years Yes (before meeting) Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference - copies (the Staff Reports are filed in the Entitlement Folder); GC §34090.7 Comm. Develop. / Planning PLCD-010 Downtown Parking Advisory Board - Minutes & Bylaws 2 years P P Yes Mag, Mfr, OD, Ppr S Yes: After QC Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-20 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Planning PLCD-011 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, Categorical Exemptions, Initial Studies, NOE / Notice of Exemption, etc. ) Inside City boundaries 2 years P P Mag, Mfr, OD, Ppr S Yes: After QC Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 Comm. Develop. / Planning PLCD-012 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, Categorical Exemptions, Initial Studies, NOE / Notice of Exemption, etc. ) Outside City boundaries When No Longer Required When No Longer Required Ppr Non-records; EIRs and Negative Declarations within the City Boundaries are with the project file Comm. Develop. / Planning PLCD-013 General Plan Working Papers When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; GC §34090 Comm. Develop. / Planning PLCD-014 General Plan, Elements and Amendments P P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; GC §34090 Comm. Develop. / Planning PLCD-015 Home Occupation Permits 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-21 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Planning PLCD-016 HRC - Historic Resources Committee - Agendas & Agenda Packets 2 years 2 years Yes (before meeting) Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference (Note - Disbanded in 2018) - copies (the Staff Reports are filed in the Entitlement Folder); GC §34090.7 Comm. Develop. / Planning PLCD-017 HRC - Historic Resources Committee - Minutes & Bylaws 2 years P P Yes Mag, Mfr, OD, Ppr S Yes: After QC Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. Comm. Develop. / Planning PLCD-018 Land Use Studies / Plans / Reports 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; GC §34090 Comm. Develop. / Planning PLCD-019 Master Plans, Specific Plans, Bikeway Plans, etc. 2 years P P P Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; GC §34090 Comm. Develop. / Planning PLCD-020 Planning Commission Agenda Packets & Agendas 2 years 8 years 10 2 years Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference (the Staff Reports are filed in the Entitlement Folder); GC §34090 et seq. Comm. Develop. / Planning PLCD-021 Planning Commission Minutes & Bylaws P P Yes Mag, Mfr, OD, Ppr S No Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. Comm. Develop. / Planning PLCD-022 Planning Commission Recordings - Audio Recordings 2 years 2 years Tape (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b) ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-22 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Planning PLCD-023 Planning Commission Recordings - Video Recordings (DVD-Rs or VHS) 2 years 8 years 10 years Tape (Mag) Department preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 60201 Comm. Develop. / Planning PLCD-024 Planning Commission Resolutions P P Yes Mag, Mfr, OD, Ppr S No GC §34090 et seq. Comm. Develop. / Planning PLCD-025 Planning Project Files - Permanent Entitlements (Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans & Maps - whether withdrawn or expired or not) Examples: Conditional Use Permits (CUPs), Design Review, Lot Line Adjustments, Parcel Maps, Planned Sign Program, Site Plans, Tentative Subdivisions, Variances, Zone Changes, Architectural Review, Minor Exceptions, Plot Plan, Viewshed Review, Development Code Amendment, etc. 2 years P P Yes Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; Projects have a 2 year vesting (applicant must pull permit within 2 years), and can be extended -- those applications in which the applicant does not follow through, and can be extended, with permit may be destroyed after the vesting period has expired. Department maintains complete files for administrative purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-23 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Planning PLCD-026 Planning Project Files - Pre- Applications 5 2 years 5 2 years Mag, Ppr Department preference; GC§34090 Comm. Develop. / Planning PLCD-027 Planning Project Files - Temporary Entitlements / TUPs - Temporary Use Permits: Christmas Tree Lots, Temporary Barricades with Artwork, Debris Boxes, Pumpkin Lots, Temporary Signs, Use of City Property, etc. 2 years 2 years Yes: During Event Mag, Ppr Temporary uses; Department maintains complete files for administrative purposes; GC§§34090 Comm. Develop. / Planning PLCD-028 Preliminary Review File (No Final Application) When No Longer Required When No Longer Required Mag, Ppr Department preference; Preliminary Documents (no application submitted); GC §34090 Comm. Develop. / Planning PLCD-029 Project Log Index / Tracking Spreadsheet P P Yes Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-24 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Manager / Comm. Develop. PLCD-030 Projects, Programs, Subject & Issues - Includes Economic Development (Issues and/or projects will vary over time - e.g. Hotels, Developments, etc.) May include studies and real estate appraisals When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Yes: While Active Issues Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference (real estate appraisals should be retained for 5 years - see City- wide schedule); GC §34090 Comm. Develop. / Planning PLCD-031 Redevelopment Project Files P P Yes Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; GC §34090 Comm. Develop. / Planning PLCD-032 Redevelopment Project Relocation Files Settle + 1 year Settle + 4 years Settle + 5 years Yes: Until Settlement Mag, Mfr, OD, Ppr S Yes: After Inactive Consistent with Claims; CCP §§ 337 et seq.; GC §§ 945, 34090, 34090.6; PC §832.5 PLCD-033 Regional Organizational Studies & Programs where other Agencies are the Lead (e.g. Air Quality Studies, etc.) When No Longer Required When No Longer Required Mag, Ppr Non-records; GC §34090 et seq. Comm. Develop. / Planning PLCD-034 SAC - Staff Advisory Committee (all records)2 years 2 years Mag, Ppr Internal Employee Committee; GC §34090 Comm. Develop. / Planning PLCD-035 Special Studies / "Staff Projects"2 years P P Yes Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (copies); GC §34090.7 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-25 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Planning PLCD-036 Zoning Amendments, Zoning Text Amendments 5 years P P Yes Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (copies); GC §34090.7 Comm. Develop. / Planning PLCD-037 Zoning Maps 1 year P P Yes (all) Mag, Mfr, OD, Ppr S No Department Preference; City Clerk Maintains originals of all documents that were presented to Council; GC §34090.7 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Engineering, Neighborhood Services, Planning) Page CD-26 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). RECYCLING Comm. Develop. / Recycling RCYCD-039 AB 939 Compliance 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; GC §34090 Comm. Develop. / Recycling RCYCD-040 Reports to Regulatory Agencies (California integrated Waste Management Board, etc.) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; GC §34090 Comm. Develop. / Recycling RCYCD-041 Tonnage Reports 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY CLERK Legis. & Info. Services / City Clerk CC-001 Agenda Packets / Staff Reports: Not Imaged (prior to 1999) City Council, Redevelopment Agency, Public Financing Authority 10 years 10 years Yes: Until After Meeting Mag, Ppr Department Preference (The minutes are the permanent record); GC §34090 et seq. Legis. & Info. Services / City Clerk CC-001.2 Applications & Resignations for Boards, Commissions or Committees (Successful) 2 years 2 years Mag, Ppr GC §34090 Legis. & Info. Services / City Clerk CC-001.3 Applications for Boards, Commissions or Committees (Successful) 2 years 2 years Mag, Ppr GC §34090 Legis. & Info. Services / City Clerk CC-001.4 Applications for Boards, Commissions or Committees (Unsuccessful, Resignations) 2 years 2 years Mag, Ppr GC §34090 Legis. & Info. Services / City Clerk CC-002 Agenda Packets / Staff Reports: Imaged (1999 and after) City Council, Redevelopment Agency, Successor Agency, Oversight Board, Public Financing Authority 2 years P P P Yes: Until After Meeting Mag, Mfr, OD, Ppr S Yes: After 2 years Department Preference (The minutes are the permanent record); GC §34090 et seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / City Clerk CC-003 Agreements - ALL Non- Infrastructure (Approved by the City Council) Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal) Examples of NON-Infrastructure: Consulting, disposal, City Manager employment contracts, housing, leases, loans, mutual aid, professional services, services, etc. Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completion Other contracts are maintained by the Lead Department managing the contract; Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / City Clerk CC-004 Agreements - If Imaged, Infrastructure, DDAs, OPAs, MOUs, MOAs (Approved by the City Council) Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal) Examples of Infrastructure: Architects, CalPERS, franchise agreements, subdivision improvement agreements, development, Joint Powers, MOUs, settlement, water rights, etc. Completion P P Yes: Before Completion Mag, Mfr, OD, Ppr S Yes: Upon Completion Other contracts are maintained by the Lead Department managing the contract; Department Preference; All infrastructure, JPAs, & Mutual Aid contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703 Legis. & Info. Services / City Clerk CC-005 Assessment / Maintenance / Landscape & Lighting / Street / Underground Utility Districts / Improvement District Projects - Formation Documents (e.g. parks, sidewalks, roads, sewer, etc.) P P Mag, Mfr, OD, Ppr S / I Yes Department Preference; Engineer's Reports, Diagrams and Drawings are maintained by Engineering; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / City Clerk CC-006 City Clerk Filing System - Records that are NOT mentioned in this Schedule 2 years 2 years Mag, Ppr The lead department retains in their systems according to their retention period; GC §34090 Legis. & Info. Services / City Clerk CC-007 City Clerk Storage Files (Prior City Council Files Index) Filing System - Miscellaneous Project Files, including Appeals 10 years P P Mag, Mfr, OD, Ppr S / I No Department preference; GC §34090 Legis. & Info. Services / City Clerk CC-008 City Newsletters: Distributed to Citizens (Stagecoach Express, etc.) P P Mag, Mfr, OD, Ppr S No GC §34090 Legis. & Info. Services / City Clerk CC-008.1 Claim Runs (Liability Claims)5 years 5 years Mag, Mfr, OD, Ppr S / I Yes Meets auditing standards; GC §34090 Legis. & Info. Services / City Clerk CC-008.2 Claims (Liability Claims)Final Resolution 5 years Final Resolution + 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After Settled Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, 34090.6; PC §832.5 Legis. & Info. Services / City Clerk CC-008.3 Accident Reports (Damage involving City Vehicles or Property) 2 years 2 years Mag, Ppr GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / City Clerk CC-009 Committee Rosters / Maddy Act Lists 2 years 2 years Mag, Ppr GC §34090 Legis. & Info. Services / City Clerk CC-010 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): DESIGNATED POSITIONS & CONSULTANTS (specified in the City's Conflict of Interest code. Includes Oversight Board) 2 years 5 years 7 years Mag, Ppr City maintains original statements; GC §81009(f)&(g) Legis. & Info. Services / City Clerk CC-011 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): PUBLIC OFFICIALS (Elected. Includes City Council Members, Successor Agency Members, Planning Commission Members, City Manager, City Treasurer & City Attorney - "87200 filers") 4 years 4 years Mag, Ppr Department Preference; City maintains copies only; original statements are filed with FPPC; GC §81009(f)&(g) ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / City Clerk CC-011.1 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ELECTRONICALLY FILED 10 years 10 years Ppr Statements filed electronically though a FPPC approved system are required for 10 years; City maintains copies only; original statements are filed with FPPC; GC §81009(f)(g); GC §84615 Legis. & Info. Services / City Clerk CC-011.2 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): THOSE NOT REQUIRED TO FILE WITH THE CITY CLERK (when serving on another board, etc.) AND UNSUCCESSFUL CANDIDATES 4 years 4 years Mag, Ppr Department Preference; City maintains copies only; original statements are filed with the other agency; GC §81009(f)&(g) City Clerk CC-011.4 FPPC Form 801 (Gift to Agency Report) 7 4 years 7 4 years Mag, Ppr Must post on website; 2 CCR 18944.2(c)(3)(G); GC §81009(e) City Clerk CC-011.6 FPPC Form 802 (Tickets Provided by Agency Report)7 years 7 years Mag, Ppr Must post on website for 4 years; GC §81009(e) City Clerk CC-011.8 FPPC Form 803 (Behested Payment Report)7 years 7 years Mag, Ppr GC §81009e City Clerk CC-011.9 FPPC Form 804 (Agency Report of New Positions)P P Mag, Ppr FPPC Regulation 18734(c); GC §81009e City Clerk CC-011.10 FPPC Form 805 (Agency Report of Consultants)P P Mag, Ppr FPPC Regulation 18734(c); GC §81009e ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-011.11 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years 7 years Mag, Ppr Must post on website; 2 CCR 18702.5(b)(3); GC §34090; GC §81009(e) ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ELECTIONS - CONSOLIDATED Legis. & Info. Services / City Clerk CC-012 Campaign Disclosure Statements (FPPC 400 Series Forms : SUCCESSFUL CANDIDATES (Elected Officials) includes FPPC 501 Forms and All Campaign Disclosure Forms, whether filed electronically or not 2 years P P Mag, Mfr, OD, Ppr S Yes: After 2 years For Electronic Filings, Data that has been maintained for at least 10 years may then be archived in a secure format; For Electronic Filings, Paper must be retained for at least 2 years; CCP§583.320(a)(3); GC §81009(b)&(g); GC §84615 Legis. & Info. Services / City Clerk CC-013 Campaign Disclosure Statements (FPPC 400 Series Forms : UNSUCCESSFUL CANDIDATES Includes FPPC 501 Forms and Unsuccessful Candidates Without Committees that Don't File Electronically 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After 2 years Candidates without committees are not required to file their statements , reports or copies online or electronically, Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615 Legis. & Info. Services / City Clerk CC-013 Campaign Disclosure Statements (FPPC 400 Series Forms : UNSUCCESSFUL CANDIDATES, ELECTRONICALLY FILED Includes FPPC 501 Forms Filed Electronically 10 years 10 years Mag, Ppr Statements filed electronically are required for 10 years; GC §81009(b)&(g); GC §84615 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / City Clerk CC-014 Campaign Disclosure Statements (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) 4 years 4 years Mag, Ppr Paper must be retained for at least 2 years; GC §81009(b)&(g) Legis. & Info. Services / City Clerk CC-015 Campaign Disclosure Statements (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled - Ballot Measure committees, General Purpose Committees, etc.) 7 years 7 years Mag, Ppr Paper must be retained for at least 2 years; GC §81009©&(g) Legis. & Info. Services / City Clerk CC-016 Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, All Applications for vacancies on the Council, Precinct Maps, County Election Services, City Measures, etc.) 2 years 2 years Mag, Ppr GC §34090 Legis. & Info. Services / City Clerk CC-017 Elections - HISTORICAL (Certificate of Election, Copies of resolutions, final results) 2 years P P Mag, Mfr, OD, Ppr S No Retained for Historical Value, GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / City Clerk CC-018 Elections - Petitions (Initiative, Recall or Referendum) Results + 8 months, or Final Examination if No Election + 1 year after petition examination if petition is insufficient 8 mo. Results + 8 months, or Final Examination if No Election + 1 year after petition examination if petition is insufficient 8 mo. Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 Legis. & Info. Services / City Clerk CC-019 Nomination Papers, Candidate Statements, Ballot Designation Worksheets, Code of Fair Campaign Practices, etc. - SUCCESSFUL CANDIDATES Term of Office + 4 years Term of Office + 4 years Mag, Ppr Department Preference; Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100, GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / City Clerk CC-020 Nomination Papers, Candidate Statements, Ballot Designation Worksheets, Code of Fair Campaign Practices, etc. - UNSUCCESSFUL CANDIDATES Election + 4 years Election + 4 years Mag, Ppr Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100m GC §34090 Legis. & Info. Services / City Clerk CC-020.1 Redistricting Web Page / Council District Boundary Web Page (Map, Redistricting Process, Agendas, Calendars, Notice, etc.) 10 years 10 years Mag, Ppr EC §21608(g); GC §34090 ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) Legis. & Info. Services / City Clerk CC-021 Vote-by-Mail Applications, Roster of Absentee Applications 6 mo.6 mo.Ppr EC §17505 Legis. & Info. Services / City Clerk CC-022 Vote-by-Mail Identification Envelopes 6 mo.6 mo.Ppr EC §17302 Legis. & Info. Services / City Clerk CC-023 Assessment District Ballots and/or protest letters - Prop. 218 proceedings 2 years 2 years Ppr GC §53753(e)(2) ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / City Clerk CC-024 Ballots - After Election 6 mo.6 mo.Ppr EC §17302 Legis. & Info. Services / City Clerk CC-025 Ballots - After Recount 6 mo.6 mo.Ppr EC §17306 Legis. & Info. Services / City Clerk CC-026 Challenged & Assisted Voters List 6 mo.6 mo.Ppr If uncontested, EC §17304 Legis. & Info. Services / City Clerk CC-027 Inspector Receipts for Ballots 6 mo.6 mo.Ppr EC 17302, 17306 Legis. & Info. Services / City Clerk CC-028 Precinct Officer Appointments 6 mo.6 mo.Ppr EC §17503 Legis. & Info. Services / City Clerk CC-029 Roster of Voters 5 years 5 years Mag, Mfr, OD, Ppr EC §17300 Legis. & Info. Services / City Clerk CC-030 Tally Sheets 6 mo.6 mo.Ppr EC §17304 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-13 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / City Clerk CC-031 Voter Index Copies used as the Voting Record at Polling Places 6 mo.6 mo.Ppr EC §17304 Legis. & Info. Services / City Clerk CC-032 Voter Index Original 5 years 5 years Ppr EC §17001 (End of Elections Section) Legis. & Info. Services / City Clerk CC-033 Ethics Training Certificates / Sexual Harassment Prevention Training Certificates 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After 1 year GC §53235.2(b); GC §53237.2(b) Legis. & Info. Services / City Clerk CC-034 Historical Records (e.g. Articles of Incorporation, City Seal, Awards of significant historical interest, Scrapbooks, etc.) P P Mag, Mfr, OD, Ppr S No City Clerk determines historical significance; records can address a variety of subjects and media; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-14 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / City Clerk CC-035 Housing Unit Programs / Affordable Housing: (First Time Home Buyers, Life/Safety, etc.) Loans, Deed Restrictions for Resale that Runs with the Land, Deeds of Trust, Subordination, Homeowners Insurance, etc. Loan Pay-off + 5 years P P Mag, Mfr, OD, Ppr S / I Yes: 1 year Department preference because the resale restrictions run with the land; HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; statewide guidelines propose 4 years; 24 CFR 85.42, 92.508(a)(c) & 570.502(a), 29 CFR 97.42, GC §34090; 2 CFR 200.333 Legis. & Info. Services / City Clerk CC-036 Insurance Policy / Liability (CJPIA)P P Mag, Mfr, OD, Ppr S No Department preference; GC §34090 Legis. & Info. Services / City Clerk CC-037 Insurance Certificates (for Contracts, Vendors, and City- issued Certificates etc.) That cannot be matched to an agreement or contract 11 years 11 years Yes: Before Completion Mag, Mfr, OD, Ppr S Yes: 2 years Longest Statute of Limitations is 10 years; Those filed with an agreement or contract are Permanent; statewide guidelines propose permanent; CCP §337 et seq.; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-15 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / City Clerk CC-038 Minutes (City Council, Redevelopment Agency, Successor Agency, Oversight Board, Public Financing Authority) 10 years P P Yes (all)Mag, Mfr, OD, Ppr S No GC §34090 Legis. & Info. Services / City Clerk CC-039 Municipal Code Administration, Correspondence, Distribution, etc. 2 years 2 years Mag, Ppr GC § 34090 Legis. & Info. Services / City Clerk CC-040 Municipal Code and History File (always retain 1 copy of each supplement) P P Mag, Mfr, OD, Ppr S No GC §34090 Legis. & Info. Services / City Clerk CC-041 Oaths of Office: Elected and appointed officials 2 years 48 years 50 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Statute of Limitations: Public official misconduct is discovery of offense + 4 years, retirement benefits is 6 years from last action; statewide guidelines propose Termination + 6 years; GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 Legis. & Info. Services / City Clerk CC-042 Ordinances (City Council, Redevelopment Agency, Successor Agency, Public Financing Authority) P P Yes (all)Mag, Mfr, OD, Ppr S No GC §34090 et. seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-16 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / City Clerk CC-043 Petitions (submitted to Council on any subject - Dog Parks, Parking, Traffic Calming, etc.) See Elections for Initiative, Recall or Referendum Petitions When No Longer Required - Minimum 1 year When No Longer Required - Minimum 1 year Ppr Law requires 1 year for petitions; GC §50115 Legis. & Info. Services / City Clerk CC-044 Proclamations / Commendations / Certificates / Recognitions (includes requests) 2 years 2 years Mag, Ppr GC §34090 Legis. & Info. Services / City Clerk CC-045 Proof of Publication 2 years 2 years Mag, Ppr GC §34090 Legis. & Info. Services / City Clerk CC-046 Recorded Documents, Real Property Records: Deeds, Abandonments, Deed Restrictions, Easements, Offers of Dedication, Rights of Way, Vacations, etc. 2 years P P Mag, Mfr, OD, Ppr S / I No GC §34090 Legis. & Info. Services / City Clerk CC-047 Recordings of City Council Meetings - Video Recordings / DVD-R or VCR (ALL) 10 years 10 years Tape (Mag) Department preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 60201 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-17 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / City Clerk CC-048 Recordings of City Council Meetings - Audio Recordings / Tapes or CDs - 2 years 2 years Tape (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b) Legis. & Info. Services / City Clerk CC-049 Records Destruction Lists / Certificates of Records Destruction 10 years 10 years Mag, Mfr, OD, Ppr S Yes: 2 years Department Preference; GC §34090 et. seq. Legis. & Info. Services / City Clerk CC-050 Records Retention Schedules / Authorizations and Amendments to Records Retention Schedules 10 years P P Mag, Mfr, OD, Ppr I GC §34090 et. seq. Legis. & Info. Services / City Clerk CC-052 Request for Public Records 2 years 2 years Mag, Ppr GC §34090 Legis. & Info. Services / City Clerk CC-053 Resolutions (City Council, Redevelopment Agency, Public Financing Authority) P P Yes (all)Mag, Mfr, OD, Ppr S No GC §34090 et. seq. Legis. & Info. Services / City Clerk CC-053.2 Rosters of Elected City Officials 2 years P P Mag, Mfr, OD, Ppr S No Retained for Historical Value, GC §34090 Legis. & Info. Services / City Clerk CC-053.3 Secretary of State Statement of Facts / Registry of Public Agencies 2 years 2 years Mag, Ppr GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-18 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / City Clerk CC-053.4 Taxicabs - Insurance, Rate Schedules, etc.2 years 2 years Mag, Ppr GC §34090 Legis. & Info. Services / City Clerk CC-054 Vehicle Titles ("Pink Slips")Sale or Disposal Sale or Disposal Ppr Given to Auction House / New Owner; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-19 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). INFORMATION TECHNOLOGY Legis. & Info. Services / Info. Tech. IT-001 Backups (Computer Backups) Tapes / Disks When No Longer Required 7 days When No Longer Required 7 days Yes Mag. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; tapes are in autochangers and are overwritten; store off-site in a commercial facility for disaster recovery purposes; GC §34090 et seq. Legis. & Info. Services / Info. Tech. Enterprise System Catalogue (posted on-line)2 years 2 years Mag GC §34090 Legis. & Info. Services / Info. Tech. Help Desk Database / Ticket Request Database Indefinite Indefinite Mag Data fields are inter-related; GC §34090 Legis. & Info. Services / Info. Tech. IT-002 Network Configuration Maps & Plans When No Longer Required When No Longer Required Yes Mag. Preliminary documents not retained in the ordinary course of business; GC §34090 et seq. Legis. & Info. Services / Info. Tech. IT-003 Software Manuals / Installation Guides When No Longer Required When No Longer Required Yes Mag. Preliminary documents not retained in the ordinary course of business; GC §34090 et seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-20 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / Info. Tech. IT-004 Unalterable media (WORM / DVD-r / CD-r / Blue Ray-R) that does not permit additions, deletions, or changes P P OD For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); GC 60200, 12168.7, EVC 1550, 2 CCR 22620 et seq.. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-21 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). REDEVELOPMENT AGENCY Agendas, Agenda Packets, Minutes - See City Council (Joint meetings) Legis. & Info. Services / Redevelop. Agency RDA-003 Agreements RDA - ALL Non- Infrastructure (Approved by the RDA) Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal) Examples of NON-Infrastructure: Consulting, leases, loans, professional services, etc. Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completion Other contracts are maintained by the Lead Department managing the contract; Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-22 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / Redevelop. Agency RDA-004 Agreements RDA - If Imaged, Infrastructure, DDAs, OPAs, MOUs, MOAs (Approved by the RDA) Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal) Examples of Infrastructure: Architects, improvement agreements, development, Joint Powers, MOUs, redevelopment, settlement, etc. Completion P P Yes: Before Completion Mag, Mfr, OD, Ppr S Yes: Upon Completion Other contracts are maintained by the Lead Department managing the contract; Department Preference; All infrastructure, JPAs, & Mutual Aid contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703 Legis. & Info. Services / Redevelop. Agency RDA-005 Formation Documents P P Mag, Mfr, OD, Ppr S No GC §34090 et. seq. Legis. & Info. Services / Redevelop. Agency RDA-006 Redevelopment Plans / Redevelopment 5-year Plan / RDA Project Files P P Mag, Mfr, OD, Ppr S No GC §34090 et. seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 13.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk & Information Technology) Page LS-23 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / Redevelop. Agency RDA-007 Resolutions (Redevelopment Agency / Successor Agency / Oversight Board) P P Mag, Mfr, OD, Ppr S No GC §34090 et. seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). POLICE ADMINISTRATION Police / Admin.PD-001 Background Files - Successful Applicants Separation + 5 year Separation + 5 years Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After Separation + 1 year Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 - 3 years; 29 CFR 1672.3(b)(i), 29 CFR 1602.14 et seq.; 2 CCR 11013(c); GC §§12946, 12960, 34090; 29 USC 1113 Police / Admin.PD-002 Background Files - Unsuccessful Applicants 3 years 3 years Mag, Ppr Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 - 3 years; 29 CFR 1672.3(b)(i), 29 CFR 1602.14 et seq.; 2 CCR 11013(c); GC §§12946, 12960, 34090; 29 USC 1113 Police / Admin.PD-003 Billing for Damage to City Property (DUI, etc.) / Accounts Receivable / Booking Fees When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Yes (all)Mag, Mfr, OD, Ppr S Yes: After 2 years Department preference (meets municipal government auditing standards); GC §34090 Police / Admin.PD-003.2 Community Advisory Council 2 years 2 years Mag, Ppr GC §34090 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Admin.PD-003.4 DMV Pull Notices When Superseded or Upon Separation When Superseded or Upon Separation Mag, Ppr Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 Police / Admin.PD-004 Internal Affairs Investigations / Complaints: All Final Disposition + 5 10 years Final Disposition + 5 10 years Mag, Ppr Consistent with Lexipol Policy; State requires for at least 5 years for civilian Citizen's complaints; other State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years for misconduct after the discovery of the offense for misconduct in office;; IA and Statewide guidelines recommend 25 years for officer-involved shootings; EVC §1045, GC §§12946, 12960, 34090, PC §§801.5, 803(c), 832.5, VC §2547 Police / Admin.PD-005 LiveScan Applications / Fingerprint Applications 2 years 2 years Mag, Ppr GC§ 34090 et seq. ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Admin.PD-006 LiveScan Responses or Logs (CORI Responses) for Hired Employees 50 years 50 years Mag, Ppr Department Preference (DOJ allows retention for legitimate business needs); must be maintained in a secure and confidential file; DOJ Information Bulletin No. 02-17-BCII; GC§ 34090 et seq. Human Resources & Police / Admin. PD-007 Personnel Files - Employees Separation + 1 year 4 years Separation + 5 years Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After Separation + 1 year Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 - 3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; 29 USC 1113 Police / Admin.PD-008 Policies & Procedures / Operation Directives / General Orders (Department Policies and Procedures) P P Mag, Mfr, OD, Ppr S / I Yes: After superseded Department Preference; GC § 34090 et seq. ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Admin.PD-009 Recruitment and Testing File - Police Personnel Only (Includes Advertisements, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, Rater's Profile & Confidentiality Agreement, Flowchart, Eligible Lists, etc.) 3 years 3 years Mag, Ppr Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1602 et seq & 1627.3(a)(5) and (6), 2 CCR 7287.0(c)(2), 8 CCR §11040.7( c), GC §§12946, 12960, 34090 Police / Admin.PD-010 Reports and Studies - Historical P P Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; GC § 34090 et seq. Police / Admin.PD-010.2 Report of data regarding the number, type, or disposition of complaints made against its officers (optional) 2 years 2 years Mag, Ppr GC §34090 et seq. Police / Admin.PD-011 Reports and Studies regarding Police operations (not historical - manpower, consolidation, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC § 34090 et seq. Police / Admin.PD-012 SEALED RECORDS: Sealed Juvenile and Ward Cases - Except those with Child Abuse or Severe Neglect, (Substantiated), outstanding stolen property, including firearms, or lost firearms Sealing Date + 5 years (Or Court Order) Sealing Date + 5 years (or Court Order) Yes: Before Disposition Mag, Ppr Statute of Limitations runs up to age of majority + 8 years; sealed records for juveniles and wards of the Court must be destroyed 5 years after sealing date; CCP §§340.1, GC §34090; W&I §§389(a), 781(d) Police / Admin.PD-013 Temporary Holding Facility Logs 2 years 2 years Mag, Ppr GC §34090 et seq. ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Admin.PD-014 Use of Force Supervisory Reviews 10 years 10 years Mag, Ppr Department Preference; GC §§12946, 34090, PC §§801.5, 803(c), 832.5, VC §2547 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). INVESTIGATION Police / Investigat.PD-015 Business Permits (Regulatory) - TECHNICIAN / DRIVERS: Massage Technician, Taxi Driver, etc. Expiration + 2 years Expiration + 2 years Mag, Ppr GC §34090 Police / Investigat.PD-016 Business Permits Background Files (Regulatory) - BUSINESS OWNER: Massage Establishments, Mobile Vendors, Taxi, etc. Termination of Business + 2 years Termination of Business + 2 years Mag, Ppr GC §34090 Police / Investigat.PD-017 Carry Concealed Weapon Permits (CCW) - Approved Expiration + 5 years Expiration + 5 years Mag, Ppr Department preference; GC §34090 Police / Investigat.PD-018 Carry Concealed Weapon Permits (CCW) - Denied 5 years 5 years Mag, Ppr Department preference; GC §34090 Police / Investigat.PD-019 Carry Concealed Weapon Permits (CCW) - Retired Employees Expiration + 5 years Expiration + 5 years Mag, Ppr Department preference; GC §34090 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Investigat.PD-019.2 Criminal Intelligence Files Confidential informant information & activities Last Entry + 5 years Last Entry + 5 years Mag, Ppr Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the individual is involved in criminal conduct or activity and the information is relevant to that criminal conduct or activity. Misleading, obsolete or unreliable information is required to be destroyed; remaining records must not be retained longer than 5 years; 28 CFR 23.20(h); GC §34090 Police / Investigat.PD-020 Detectives Investigation Files and Arrest Files (Notes) When No Longer Required When No Longer Required Ppr, Mag GC §34090 et seq. Police / Records PD-021 Detectives Investigation Files and Arrest Files (Official Reports) Transferred into Record's Crime Report Files Transferred into Record's Crime Report Files Ppr, Mag Transfer all Official Reports to Records to be placed in the Crime Report Files. Police / Investigat.PD-022 Guns: Dealers Record of Sale (DROS)2 years 2 years Mag, Ppr GC §34090 Police / Investigat.PD-023 Informant Files When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Ppr, Mag Informant information; Does not contain criminal intelligence information concerning individuals; Department preference; GC §34090 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). PATROL Police / Patrol PD-024 Citation Log Books (#s / ranges) - Parking, Traffic 2 years 2 years Mag, Ppr GC §34090 et seq. Police / Patrol PD-025 Gang Files When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Ppr, Mag Department Preference; GC §34090 et seq. Police / Patrol PD-026 PAS / POS Device Calibration Logs 2 years 2 years Mag, Ppr GC §34090 et seq. Police / Patrol PD-027 Traffic Control: Radar Calibration Records Life of the Equipment Life of the Equipment Mag, Ppr Department preference; GC §34090 et seq. Police / Patrol PD-028 Traffic Control: Radar Trailer Surveys, etc. When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr GC §34090 et seq. ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). PROPERTY AND EVIDENCE Police / Property & Evidence PD-029 Officer Recordings: Mobile Audio/Video Recordings that are not evidence ("hip recorders", etc.) 1 year When No Longer Required - Minimum 180 Days 1 year When No Longer Required - Minimum 180 Days Mag Department preference; Recordings that become evidence are stored with evidence; consistent with Lexipol requirements - these are preliminary documents / transitory recordings not retained in the ordinary course of business; GC §34090.6(a) Police / Property & Evidence PD-029.4 Officer Recordings: Body-Worn Cameras – LOGS of Access or Deletion of Data P P Mag,PC§ 832.18(b)(5)(E); GC §34090.6 et seq. Police / Property & Evidence PD-029.5 Officer Recordings: Body-Worn Cameras - that ARE evidence, Officer Involved Shootings / Detention or Arrest / Complaints Follows retention for Evidence, Minimum 2 years Follows retention for Evidence, Minimum 2 years Mag,PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq. Police / Property & Evidence PD-029.6 Officer Recordings: Body-Worn Cameras - that are NOT evidence 60 days 60 days Mag,PC§ 832.18(b)(5)(A); GC §34090.6 et seq. ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). RECORDS Police / Records PD-030 Activity Reports / Transmittal Forms / TRAK Flyers (Cadet's Daily Activity Report, etc) 180 days 180 days Mag, Ppr Department preference; preliminary drafts / transitory records which can be destroyed when no longer required; GC §34090 et seq. Police / Records PD-031 Alarm Billing 5 years 5 years Mag, Ppr Department preference; meets municipal government auditing standards; GC §34090 Police / Records PD-032 Audio Recordings or Tapes - Recordings of Telephone & Radio Communications Dispatch Tapes 1 year 1 year Mag Department Preference; Statewide guidelines propose 180 days (legally mandated for 100 days); (may be discoverable or made public in some circumstances), GC §§34090, 34090.6 Police / Records PD-033 Citations (Parking, Traffic, Marijuana / Cannabis). Includes requests for dismissals, cancellations, and appeals. 2 years 2 years Mag, Ppr GC §34090 et seq. Police / Records PD-033.2 Citations - Payment Plans for outstanding parking citations received by indigent persons Fully Paid, Written off, or Forgiven + 5 years Fully Paid, Written off, or Forgiven + 5 years Mag, Ppr Department preference (the Statute of Limitation for collections is 5 years from the date of the last violation); CVC 40222(b); GC §34090 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-034 CRIME REPORTS: Lost Property: Firearms entered into CLETS (if not Permanent Retention) Until Found or Recovered Until Found or Recovered Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC Department Preference to facilitate Three Strikes law and ease of document imaging administration; PC§ 11108.2(b); GC §34090, PC §§802, PC §800 et seq., W&I §389(a), 781(d) Police / Records PD-035 CRIME REPORTS: ALL Imaged Reports, or Capital Crimes, Homicide, Juvenile, Child Abuse (substantiated), Elder Abuse (substantiated), & Sexual Assault (Rape), Suicide, and those specifically mentioned in the schedule P P Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC Department Preference; DOJ retains CACI (Child Abuse Central Index) information for adults 100 years; Most have no limitations on commencement of action; PC §§ 261, 286, 288, 288a, 288.5, 289, 289.5, and 799; 803(h), 11169 et seq.; 11170(a); WIC 707(b) Police / Records PD-036 CRIME REPORTS: ALL, Except Imaged Reports, or Capital Crimes, Homicide, Juvenile, Child Abuse (substantiated), Elder Abuse (substantiated), & Sexual Assault (Rape), Suicide, and those specifically mentioned in the schedule 5 years 5 years Yes Mag, Ppr Department Preference; Provided there are no outstanding warrants, unrecovered identifiable items, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290 and H&S §11850; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq. ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-037 CRIME REPORTS: Child Abuse or Neglect Investigation Reports - Unsubstantiated or Inconclusive Close of Investigation No Further Report on Suspected Abuser + 10 years No Further Report on Suspected Abuser + 10 years Mag, Ppr PC §§11169(c),11170(a)(3) Police / Records PD-038 CRIME REPORTS: Misdemeanor or Infraction - Adult Marijuana / Cannabis - H&S §11357(b)(c)(d)(e) or H&S §11360(b) (with procedure in H&S §11361.5) - Except those with outstanding stolen property, including firearms, or lost firearms Conviction or Arrest (if No Conviction) + 2 years Conviction or Arrest (If No Conviction) + 2 years Yes: Before Disposition Mag, Ppr (Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq. Police / Records PD-039 CRIME REPORTS: Misdemeanor or Infraction - Juvenile Marijuana / Cannabis - H&S §11357(E) - Except those with outstanding stolen property, including firearms, or lost firearms 2 years or Juvenile 18 years old 2 years or Juvenile 18 years old Yes: Before Disposition Mag, Ppr If no subsequent conviction ("Shall" Destroy); H&S §11361.5 Police / Records PD-040 CRIME REPORTS: Missing Persons P (If Returned, Follows the Retention for the Crime Report) P (If Returned, Follows the Retention for the Crime Report) Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC Department Preference; GC §34090 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-041 CRIME REPORTS: Capital Crimes / Serious Felonies / Major Crimes / Sex Crimes - Capital Crimes (Crimes Subject to the Death Penalty), Sex Crimes (PC §288, 290) P P Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC Department Preference; No limitations on commencement of action; Courts keep permanently PC §§ 187, 261, 286, 288, 288a, 288.5, 289, 289.5, 290, and 799 Police / Records PD-042 CRIME REPORTS: Factually Innocent Petition Accepted Records Sealed Pending Destruction - Except those with outstanding stolen property, including firearms, or lost firearms Date of Arrest + 3 years Date of Arrest + 3 years Yes: Before Disposition Mag, Ppr Individual petitions District Attorney; Sheriff concurs that person is factually innocent, then seals record ("Shall" Destroy); GC §34090; PC §851.8(a) Police / Records PD-043 CRIME REPORTS: Misdemeanor or Infraction Marijuana / Cannabis §11357(de) - Juvenile on School Grounds during School Hours (with procedure in H&S §11361.5) Offender is 18 Years Old Offender is 18 Years Old Yes: Before Disposition Mag, Ppr (Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq., 11357(e) Police / Records PD-044 Field Investigation Cards (FIs)After Entry into RMS After Entry into RMS Mag, Ppr Preliminary documents; GC §34090 et seq. Police / Records PD-045 Forfeiture Notification 2 years 2 years Mag, Ppr GC §34090 Police / Records PD-046 Hearings / Hearing Officer Determinations (Parking, Tows, etc.) 2 years 2 years Mag, Ppr GC §34090 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-14 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-047 Incident Investigations (Injuries to the Public at City Facilities 2 years 2 years Mag, Ppr GC §34090 Police / Records PD-048 Logs (Watch Commander Logs, etc.)1 year 1 year Mag, Ppr Department preference; preliminary drafts / transitory records which can be destroyed when no longer required; GC §34090 et seq. Police / Records PD-049 Monthly Reports (State and Federal)1 year 1 year Mag, Ppr Department preference; preliminary drafts / transitory records which can be destroyed when no longer required; GC §34090 et seq. Police / Records PD-050 OFFICER REPORTS: Non-Criminal / Outside Assist Abandoned Vehicle Reports, Information Reports, Impounded / Towed Vehicles, Suspicious Circumstances, etc. 2 years 2 years Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC Department Preference; GC §34090 Police / Dispatch PD-051 Order after Hearing (Restraining Order, Emergency Protective Orders (EPO), Temporary Restraining Order (TRO)) Expiration + 2 3 years Expiration + 2 3 years Mag DOJ has directed other Cities to retain these Expiration + 3 years; Court records - originals retained by the Court; GC §34090 et seq. Police / Records PD-052 Patrol Ride A-Long Waiver Form 2 years 2 years Mag, Ppr GC §34090 et seq. ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-15 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-053 Pawn Slips 2 years 2 years Mag, Ppr Department Preference (Dealers are required to keep for 3 years); Non-records used for investigations; Originals entered into the State Automated Property System; most agencies retain for 2 years; B&P §21633; GC §34090 Police / Records PD-054 Press Releases 2 years 2 years Mag, Ppr GC §34090 Police / Records PD-055 Public Safety & Welfare Permits (One-time events, etc.)2 years 2 years Mag, Ppr GC §34090 Police / Records PD-056 Records Destruction Lists / Certificates of Records Destruction - Police Records only (contains privileged information) 2 years 2 years Mag, Mfr, OD, Ppr S Yes: 2 years Department Preference; GC §34090 et. seq. Police / Records PD-057 Registrants: Arson Registrations: Adults P, or Death of Registrant P, or Death of Registrant Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; Pursuant to PC §457.1 et seq.; required to register for life; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Police / Records PD-058 Registrants: Arson Registrations: Juveniles released from California Youth Authority Age 25 or Sealing Date + 5 years Age 25 or Sealing Date + 5 years Mag, Ppr Pursuant to PC §457.1 et seq.; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-16 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-059 Registrants: Narcotic Registrants 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; Registration is required for 5 years; GC §34090, H&S §11590 et seq., H&S §11594(a) Police / Records PD-060 Registrants: Sex Offender Registrations: Adults P, or Death of Registrant P, or Death of Registrant Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq. Police / Records PD-061 Registrants: Sex Offender Registrations: Juveniles P or Sealing Date + 5 years (or Court Order), or Death of Registrant P or Sealing Date + 5 years (or Court Order), or Death of Registrant Mag, Ppr Department Preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq.; W&I §781(d); Police / Records PD-062 RMS Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Police / Records PD-063 Stolen Firearms / Guns with Serial Numbers P P Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference (DOJ / CLETS requirements); GC §34090 Police / Records PD-064 Subpoenas (all)2 years 2 years Mag, Ppr GC §34090 Police / Records PD-065 Traffic Collisions / Accident Reports - Imaged P P Mag, Mfr, OD, Ppr S/M/I Yes: After QC Department Preference (Fatal collisions are retained by CHP for 5 years); GC §34090 Police / Records PD-066 Traffic Collisions / Accident Reports - Not Imaged (prior to 2001) 5 years 5 years Mag, Ppr Department Preference (Fatal collisions are retained by CHP for 5 years); GC §34090 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-17 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-067 Vacation Checks / Patrol Requests When No Longer Required 2 years When No Longer Required 2 years Mag, Ppr Preliminary Draft (entered in RMS / CAD system; GC §34090 et seq. ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-18 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, and/or investigations suspend normal retention periods (retention resumes after settlement). TRAINING Police / Training PD-068 Personnel Training File - Officer Training - BY EMPLOYEE (Includes POST printouts) Includes Retiree Fire Arson Qualifications Separation + 5 years Separation + 5 years Mag, Ppr Department preference (is placed into the Employee File); Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their records 7 years; OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 - 3 years; 8 CCR §3203 et seq., 29 CFR 1602.31 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b) Lead Dept.PD-069 Training - Department Training Records - COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Use of Force training, safety training, etc.) When No Longer Required - Minimum 5 7 years When No Longer Required - Minimum 5 7 years Mag, Ppr Rosters are sent to POST; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their records 7 years; OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 - 3 years; 8 CCR §3203 et seq., 29 CFR 1602.31 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b) ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). PUBLIC WORKS ADMINISTRATION Comm. Develop. / Engineering OR Public Works / Admin. PW-001 012 Claims - Damage to City Property (damaged stop signs, signals) When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Yes (all)Mag, Mfr, OD, Ppr S Yes: After 2 years Department preference (meets municipal government auditing standards); GC §34090 Comm. Develop. / Engineering OR Public Works / Admin. PW-002 023 Historical Events (Photos of Major Storms, etc.)P P Yes (all)Mag, Mfr, OD, Ppr S Yes: After 2 years GC §34090 et seq. Comm. Develop. / Engineering OR Public Works / Admin. PW-003 029 Regulatory Agency Correspondence (AQMD, RWQCB, NRCS, etc.) When No Longer Required - Minimum 10 years When No Longer Required - Minimum 10 years Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Public Works Recreation & Maint. Services / Admin. PW PR&F-002 Park History (Photos)P P Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CAPITAL PROJECTS Comm. Develop. / Engineering OR Public Works / Capital Projects PW-004 Bid - Rejected Bids / Proposals 2 years 2 years Mag, Ppr GC §34090 Comm. Develop. / Engineering OR Public Works / Capital Projects PW-005 Bid Summaries 2 years 2 years Mag, Ppr Department Preference (preliminary drafts); GC §34090 Comm. Develop. / Engineering OR Public Works / Capital Projects PW-007 Cal Trans When No Longer Required - Minimum 10 years When No Longer Required - Minimum 10 years Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Capital Projects Comm. Develop. / Engineering PW-008 Capital Improvement Projects (CIP): Administration File Project Administration, Certified Payrolls, Daily Inspection Report, Project Schedules, Progress meetings, Real Estate Appraisals, etc. Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090 Public Works / Capital Projects Comm. Develop. / Engineering PW-009 Capital Improvement Projects (CIP): Permanent File Contract, Plans, Specifications, Bids/RFPs, Successful Bid / Proposal, Change Orders, Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, O&M Manuals, Photos, Soils Reports, Studies, Submittals, Surveys, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: 1 year Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Comm. Develop. / Engineering OR Public Works / Capital Projects PW-010 013.2 Disadvantaged Business Enterprise (DBE) Files 2 years 3 years 5 years Mag, Ppr Consistent with Grant requirements (see City-wide Schedules); GC §34090 Comm. Develop. / Engineering OR Public Works / Capital Projects PW-011 020 Geotechnical and Soils Reports P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Public Works / Capital Projects Comm. Develop. / Engineering PW-012 028 Pavement Management Plans Superseded + 2 years Superseded + 2 years Mag, Ppr Department Preference; GC §34090 Comm. Develop. / Engineering OR Public Works / Capital Projects PW-013 035 Surveys / Record of Survey / Survey Books / Field Notebooks P P Mag, Ppr Department preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). FACILITIES Public Works / Recreation & Maint. Services / Facilities PW-014 PR&F-005 Backflow Device Reports / Testing - City Facilities - Fire Suppression Systems in City Buildings 2 years 2 years Ppr GC §34090 Division Providing Service / Work PW-015 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite Indefinite Mag Data is interrelated; GC §34090 Division Providing Service / Work PW-016 Work Orders / Service Requests - All Information Entered in CMMS Database When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work PW-017 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 FLEET ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works Recreation & Maint. Services / Fleet PW-018 PW-046 Accident / Incident Reports / Employee Property Damage / Near Misses 2 years 2 years Mag, Ppr GC §34090 Public Works Recreation & Maint. Services / Fleet PW-019 PW-047 AQMD Permits (Generators, etc.) 5 years Disposal + 2 years 5 years Disposal + 2 years Mag, Ppr Department Preference; 40 CFR 70.6; GC §34090 Public Works Recreation & Maint. Services / Fleet PW-049 Daily Vehicle Inspection / Safety Inspections / CHP Inspections 2 years 2 years Mag GC §34090 Public Works Recreation & Maint. Services / Fleet PW-020 PW-051 Gas Logs (Fill ups for City Vehicles)2 years 2 years Mag, Ppr GC §34090 Public Works / Fleet PW-021 PW-051.2 Generator Operation Logs 5 years 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions, GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works Recreation & Maint. Services / Fleet PW-022 PW-052 Operations & Maintenance Manuals / O & M Manuals Superseded - Minimum 2 years Superseded - Minimum 2 years Mag, Ppr Department preference; GC §34090 Public Works Recreation & Maint. Services / Fleet PW-023 PW-054 Potential Claims / Safety, Health Hazard or Incident Reports 2 years 2 years Mag, Ppr GC §34090 Public Works Recreation & Maint. Services / Fleet PW-024 PW-055 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of Certificate or Permit Expiration of Certificate or Permit Mag, Mfr, OD, Ppr S Yes: After 1 year Department preference; GC §34090 et. seq. Lead Dept.PW-025 PW-056 Regulatory Agency Reports / Compliance Reports: Monthly and Quarterly Reports, including backup data (EPA, OSHA, RWQCB, etc.) When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Mag, Ppr Department Preference; Hazmat discharge records are required for 3-5 years; 40 CFR 122.41(j)(2) ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works Recreation & Maint. Services / Fleet PW-026 PW-058 Underground Storage Tanks (City Owned) – UST Monitoring and Maintenance, Release Detection Systems, Cathodic Protection Maintenance Records 7 years 7 years Mag, Ppr Monitoring and Maintenance records are required on site for 3 years, 6 ½ years for Cathodic protection maintenance, 5 years for calibration & maintenance of release detection systems; 23 CCR 2712(b); H&S §25284.4(i) Public Works Recreation & Maint. Services / Fleet PW-027 PW-059 Underground Storage Tanks (USTs)10 years Life of the Tank P Life of the Tank P Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference (required for the life of the tank); 23 CCR 2712(b), H&S §25284.2(i); GC §34090 et. seq. Public Works Recreation & Maint. Services / Fleet PW-028 PW-060 Used Oil Disposal 3 years 3 years Mag, Ppr 22 CCR 66266.130(c)(5), H&S §25250.18(b)(3), 25250.19(a)(2)(B) et seq. Public Works / Fleet / Recreation & Maint. Services / Parks PW-029 PR&F-016 Vehicle & Equipment History Files - Parks Vehicles Disposal of Vehicle or Equipment + 2 years Disposal of Vehicle or Equipment + 2 years Mag, Ppr Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. seq., 13 CCR 1234(f); GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works Recreation & Maint. Services / Fleet PW-061 Vehicle & Equipment History Files (includes smog certificates) Disposal of Vehicle or Equipment + 2 years Disposal of Vehicle or Equipment + 2 years Mag, Ppr Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. seq., 13 CCR 1234(f); GC §34090 Public Works / Fleet / Recreation & Maint. Services / Parks PW-030 PR&F-017 Vehicle / Equipment Safety Check / Pre-Trip Inspections 2 years 2 years Mag, Ppr 13 CCR 1234(e); GC §34090 Public Works / Fleet / Recreation & Maint. Services / Parks PW-031 PR&F-018 Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks / CHP Inspections 2 years 2 years Ppr 13 CCR 1234(e); GC §34090 Division Providing Service / Work PW-032 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite Indefinite Mag Data is interrelated; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Division Providing Service / Work PW-033 Work Orders / Service Requests - All Information Entered in CMMS Database When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work PW-034 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 Recreation & Maint. Services / Fleet PW-062 Work Orders / Service Requests (Vehicles) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City preference (complies with the Clean Water Act); CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). PARKS Public Works / Recreation & Maint. Services / Parks PW-035 PR&F-007 Adopt-A-Tree P P Mag, Ppr Department preference; GC §34090 Public Works / Recreation & Maint. Services / Parks PW-036 PR&F-008 Daily Logs - Park Maintenance Playground Inspections / Tree Maintenance 10 years 10 years Mag, Ppr GC §34090 Public Works / Recreation & Maint. Services / Parks PW-037 PR&F-009 Daily Staff & Equipment Use Report 2 years 2 years Mag, Ppr GC §34090 Public Works / Parks Recreation & Maint. Services / Admin. PW-038 PR&F-010 Park History (Photos)P P Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Recreation & Maint. Services / Parks PW-039 PR&F-011 Park Plans P P Mag, Ppr Department preference; GC §34090 Public Works / Recreation & Maint. Services / Parks PW-040 PR&F-012 Pesticide Use Reports 2 years 2 years Mag, Ppr Department Preference (agricultural pesticide records are required for 2 years); GC §26202; 3 CCR 6623, 40 CFR 171.11 et seq. Commun. Develop. PW-041 PR&F-013 Plan Checks (for Trees) Copies - When No Longer Required Copies - When No Longer Required Mag Ppr GC §34090.7 Public Works / Recreation & Maint. Services / Parks PW-042 PR&F-014 Playground Inspections 10 years 10 years Mag, Ppr Department preference; GC §34090 Public Works / Recreation & Maint. Services / Parks PW-043 PR&F-015 Tree History / Tree Inventory / City Owned Trees Maintenance Indefinite Indefinite Mag, Ppr Department preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-13 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Recreation & Maint. Services / Parks PW-044 PR&F-016 Tree Removal Permits 2 years 2 years Mag, Ppr Department preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-14 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). STREETS Public Works Recreation & Maint. Services / Streets PW-045 PW-063 Claim Photos (Trip & Falls, Floods, etc) Retain Historical Photos Permanently 5 years 5 years Mag Department Preference; GC §34090 Comm. Develop. / Engineering OR Public Works / Streets PW-046 015 Drainage - Infrastructure Drawings and Records P P Mag, Mfr, OD, Ppr S/I Yes: After Inactive Department Preference; GC §34090 Public Works Recreation & Maint. Services / Streets PW-047 PW-064 Fish & Game Permits (Creek Cleaning)5 years 5 years Mag, Mfr, OD, Ppr S/I Yes: 1 year Department Preference; GC §34090 Public Works Recreation & Maint. Services / Streets PW-048 PW-065 NPDES Monitoring Reports 3 years 3 years Mag, Ppr Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41, 122.44 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-15 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works Recreation & Maint. Services / Streets PW-049 PW-066 NPDES Permits - Stormwater Superseded + 3 years Superseded + 3 years Yes: Until Expiration Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; 122.44; CCP §337 et seq. Public Works Recreation & Maint. Services / Streets PW-050 PW-067 Pesticide Use Reports 2 years 2 years Mag, Ppr Department Preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623, 40 CFR 171.11 et seq. Lead Dept.PW-051 PW-068 Regulatory Agency Reports / Compliance Reports: Monthly and Quarterly Reports, including backup data (EPA, OSHA, RWQCB, etc.) When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Mag, Ppr Department Preference; Hazmat discharge records are required for 3-5 years; 40 CFR 122.41(j)(2) Public Works / Streets Comm. Develop. / Engineering - Traffic & Transport. PW-052 PW-040 Signal Timing When Superseded - Minimum 2 years When Superseded - Minimum 2 years Mag Ppr Department preference (City contracts for operation / maintenance); GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-16 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works Recreation & Maint. Services / Streets PW-053 PW-069 Storm Drain Maintenance 3 years 3 years Mag, Ppr Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41 Comm. Develop. / Engineering OR Public Works / Streets PW-054 PW-030 Storm Drains - Infrastructure Drawings and Records P P Mag, Mfr, OD, Ppr S/I Yes: After Inactive Department Preference; GC §34090 Public Works Recreation & Maint. Services / Streets PW-055 PW-069 Stormwater Program: Unauthorized Discharges / Violations / Spills Resolution + 3 years Resolution + 3 years Mag, Ppr Department preference; NPDES records are required for 3 years; 40 CFR 122.41(j)(2) Comm. Develop. / Engineering OR Public Works / Streets PW-055 PW-032 Street Lighting (Contracted)2 years P 2 years P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Public Works Recreation & Maint. Services / Streets PW-056 PW-057 Street Sweeping Monitoring Reports, etc.3 years 3 years Mag, Ppr Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-17 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). UTILITIES (WATER & SEWER) Public Works Recreation & Maint. Services / Utilities PW-057 PW-060 Backflow Device Installation Histories P P Mag, Mfr, OD, Ppr S Yes: After 10 years Department Preference; GC §34090 Public Works Recreation & Maint. Services / Utilities PW-058 PW-071 Backflow: Cross-Connection Backflow Device Inspections, Maintenance, Certifications 5 years 5 years Mag, Ppr Department Preference; Meets California Department of Health requirements (3 years); GC §34090 Public Works / Utilities PW-059 Cathodic Protection (Pipes, Tanks, Reservoirs)10 years 10 years Mag Ppr Department preference; GC §34090 Public Works Recreation & Maint. Services / Utilities PW-060 PW-072 Chains of Custody - Monthly (Water testing instructions) 12 years 12 years Mag, Ppr Lead and Copper are required for 12 years or 2 compliance cycles (some compliance cycles are nine years); 22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91 Lead Dept.PW-061 PW-073 Confined Space Entries & Logs (Permitted entries into confined spaces such as sewers and storm drains in order to comply with regulations) 2 3 years 2 3 years Mag, Ppr Code of Federal Regulations requires 3 years; 40 CFR 122.41(j)(2) 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-18 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works Recreation & Maint. Services / Utilities PW-062 PW-074 Customer Concerns / Customer Complaints: Odor / Taste / Visual Complaints regarding Drinking Water When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Mag, Ppr 5 years is required in State and Federal law for any complaints; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64453(a; 22 CCR 64470 Public Works Recreation & Maint. Services / Utilities PW-063 PW-075 Daily Water Production P P Mag, Mfr, OD, Ppr S Yes: After 10 years Department Preference; Meets California Department of Health requirements (3 years); GC §34090 Public Works Recreation & Maint. Services / Utilities PW-064 PW-076 Fire Hydrant Inspections / Flushing 10 years 10 years Mag, Ppr Department preference; GC §34090 et seq. Public Works Recreation & Maint. Services / Utilities PW-065 PW-077 FOG Program (Fat, Oil & Grease)3 5 years 3 5 years Mag, Ppr Department Preference; NPDES Monitoring records required for 3 years; POTW reports are required for 3 years; 40 CFR 403.12; GC §34090 Comm. Develop. / Engineering OR Public Works / Utilities PW-066 PW-022 Groundwater Plans & Studies P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-19 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works Recreation & Maint. Services / Utilities PW-067 PW-078 Hazardous Waste Permits & Reports, Hazardous Waste Manifests P P Mag, Mfr, OD, Ppr S Yes: After 10 years Department preference (City has "cradle to grave" liability); only 3 years is mandated; 22 CCR 66262.40; GC §34090 Public Works Recreation & Maint. Services / Utilities PW-068 PW-079 Meter Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Public Works Recreation & Maint. Services / Utilities PW-069 PW-080 Meter History Cards P P Mag, Mfr, OD, Ppr S Yes: After 10 years Department Preference; GC §34090 Public Works Recreation & Maint. Services / Utilities PW-070 PW-081 Meter Installations / Changes When No Longer Required When No Longer Required Mag, Ppr Preliminary Drafts (the Meter History Cards) ; GC §34090 Public Works Recreation & Maint. Services / Utilities PW-071 PW-082 Operations & Maintenance Manuals / O & M Manuals Superseded - Minimum 2 years Superseded - Minimum 2 years Mag, Ppr Department preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-20 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept.PW-072 PW-083 Regulatory Agency Reports / Compliance Reports: Monthly and Quarterly Reports, including backup data (EPA, OSHA, RWQCB, etc.) When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Mag, Ppr Department Preference; Hazmat discharge records are required for 3-5 years; 40 CFR 122.41(j)(2) Public Works Recreation & Maint. Services / Utilities PW-073 PW-084 SCADA Database (Supervisory Control and Data Acquisition)Indefinite Indefinite Yes Mag Data is interrelated; system qualifies as a "trusted system"; GC §§34090, 12168.7 Public Works Recreation & Maint. Services / Utilities PW-074 PW-085 Sewer Pump Stations / Infrastructure P P Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department preference; GC §34090 et seq. Public Works Recreation & Maint. Services / Utilities PW-075 PW-086 Sewer System Management Plans (SSMP) and Audits, Sanitary Sewer Overflows (SSOs) / Illicit Discharges / Sanitary Spills Overflow Prevention Plan (SSOPP) and Sanitary Sewer Overflow Response Plan 5 years 5 years Mag, Ppr Department preference; SSOs are required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-21 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works Recreation & Maint. Services / Utilities PW-076 PW-087 Sewer Videos P P Mag Department Preference; GC §34090 Public Works Recreation & Maint. Services / Utilities PW-077 PW-089 Underground Service Alerts (USA's) / Dig Alerts -- City 3 years 3 years Ppr Department Preference (required for 3 years); the warrantee period for work done is usually 5 years, the Statute of Limitations for some work may be up to 10 years; CCP §337 et seq., GC §§4216.2(f) & 4216.3(d), 34090 Public Works Recreation & Maint. Services / Utilities PW-078 PW-090 Vulnerability Assessment / Emergency Response Plan / Risk & Resiliency Assessment / Hazard Mitigation Plan When Superseded - Minimum 2 years When Superseded - Minimum 2 years Mag, Ppr Confidential; 42 USC 300i-2(d); GC §34090 Public Works Recreation & Maint. Services / Utilities PW-079 PW-091 Water Booster Stations / Infrastructure P P Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department preference; GC §34090 et seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-22 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works Recreation & Maint. Services / Utilities PW-080 PW-092 Water Conservation / Toilet Retrofit Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Public Works Recreation & Maint. Services / Utilities PW-081 PW-093 Water Conservation Management / Water Conservation Programs (other than toilet retrofit) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department preference; GC §34090 et seq. Public Works Recreation & Maint. Services / Utilities PW-082 PW-094 Water Conservation Program - Toilet Retrofit Program Includes Water Conservation Certificate, Requests, Approvals, etc. 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD 10 years Department Preference (the Database will serve as the City's long term tracking for change in ownerships); meets municipal government auditing standards; GC §34090 Public Works Recreation & Maint. Services / Utilities PW-083 PW-095 Water Management Database (Meter locations, histories, etc. - Now Excel) Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Comm. Develop. / Engineering OR Public Works / Utilities PW-084 PW-036 Water Master Plans P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-23 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works Recreation & Maint. Services / Utilities PW-085 PW-095 Water Pressure Charts 5 years 5 years Mag, Ppr Department Preference; GC §34090 et seq. Public Works Recreation & Maint. Services / Utilities PW-086 PW-096 Water Production Reports (to State DPH)P P Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department Preference; Meets California Department of Health requirements (3 years); GC §34090 Public Works Recreation & Maint. Services / Utilities PW-087 PW-097 Water Quality Reports / Consumer Confidence Reports 12 years P P Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department preference; State law requires 12 years, federal 10 years; 40 CFR 141.33(a); 22 CCR §64692 64470 Comm. Develop. / Engineering OR Public Works / Utilities PW-088 PW-037 Water Rate Studies Superseded + 2 years Superseded + 2 years Mag, Ppr Department Preference; GC §34090 Comm. Develop. / Engineering OR Public Works / Utilities PW-089 PW-038 Water Requests (Outside the City) / Water "Will Serve" Letters P P Mag, Mfr, OD, Ppr S/I Yes: After Inactive Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-24 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works Recreation & Maint. Services / Utilities PW-090 PW-098 Water Usage Reports P P Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department preference; GC §34090 et seq. Public Works Recreation & Maint. Services / Utilities PW-091 PW-099 Wells, Tanks, Reservoirs P P Mag, Mfr, OD, Ppr S / I Yes: 5 years Department preference; GC §34090 Division Providing Service / Work PW-092 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite Indefinite Mag Data is interrelated; GC §34090 Division Providing Service / Work PW-093 Work Orders / Service Requests - All Information Entered in CMMS Database When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work PW-094 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-25 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Recreation & Maint. Services / Utilities PW-095 PW-100 Work Orders / Service Requests (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City preference (complies with the Clean Water Act); CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: RECREATION SERVICES (Recreation / Childcare / Facility Reservations) Page REC-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). RECREATION ADMINISTRATION Recreation & Maint. Services / Admin. RECPR&F- 001 Community Garden: Applications, etc.2 years 2 years Mag, Ppr GC §34090 Recreation & Maint. Services / Admin. RECPR&F- 003 Parks & Recreation Commission AGENDAS, AGENDA PACKETS. When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department preference (Note - Disbanded in 2018); GC §34090 Recreation & Maint. Services / Admin. RECPR&F- 004 Parks & Recreation Commission MINUTES, BYLAWS & RESOLUTIONS P P Mag, Ppr GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: RECREATION SERVICES (Recreation / Childcare / Facility Reservations) Page REC-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). RECREATION / CHILDCARE / FACILITY RESERVATIONS Recreation & Maint. Services / Recreation / Childcare RECPR&F- 019 Accident Reports / First Aid for Public (bandages, scratches, etc) 2 years 2 years Mag, Ppr GC §34090 Recreation & Maint. Services / Recreation / Childcare RECPR&F- 020 Activity Guides (Recreation Classes / Programs)P P Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; GC §34090 Recreation & Maint. Services / Recreation / Childcare RECPR&F- 021 Agreements for Contractors: Class Instructors, Sports Leagues, etc. e.g., Dance Instructors, Soccer Leagues, Science Camps, Volleyball, Edison Christmas Party, etc. Completion + 2 years 3 years Completion + 5 years Yes: Until Completion Mag, Mfr, OD, Ppr S Yes: After QC The statute of limitation for errors and omissions is not applicable; Statewide guidelines propose completion + 5 years for non- capital improvement contracts & completion + 4 years for transportation and concessionaire agreements; CCP §§336(a), 337 et. seq., GC §34090 Recreation & Maint. Services / Recreation / Childcare / Facility Reserv. RECPR&F- 022 Cash Receipts Detail / Backup / Refunds Includes Cash Donations 2 years 3 years 5 years Mag, Ppr Summaries are sent to Finance; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: RECREATION SERVICES (Recreation / Childcare / Facility Reservations) Page REC-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Recreation & Maint. Services / Recreation / Childcare RECPR&F- 023 Employee Files for Day Care Employee Forms for State Licensing Separation + 2 years Separation + 2 years Mag, Ppr Meets State Licensing requirements; GC §34090 Recreation & Maint. Services / Recreation / Childcare RECPR&F- 024 Evaluations/Surveys (Program Evaluations) When No Longer Required When No Longer Required Mag, Ppr Department Preference (Preliminary Drafts / Transitory records not retained in the ordinary course of business); GC §34090 Recreation & Maint. Services / Recreation / Childcare / Facility Reserv. RECPR&F- 025 Facility Use and Equipment Applications, Rental Agreements, Park Use Permits, BBQ Use Permits, Alcoholic Beverage Applications 2 years 2 years Yes: Before Event Mag, Ppr GC §34090 Recreation & Maint. Services / Recreation / Childcare RECPR&F- 026 Flyers for Programs When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr GC §34090 Recreation & Maint. Services / Recreation / Childcare RECPR&F- 027 Park Planning / Plans Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §34090.7 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: RECREATION SERVICES (Recreation / Childcare / Facility Reservations) Page REC-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Recreation & Maint. Services / Recreation / Childcare RECPR&F- 028 Participant Files: Registration / Receipts / Fee & Charge / Liability Forms / Release of Liability Forms / Permissions / Field Trips Pre-school, After School Child Care ONLY (Children in Motion) While Participant is in Program 7 years End of Participation + 7 years Mag, Ppr Meets State Licensing requirements; May have grant funding; GC §34090; Education Code 8482.3(g)(1)(F) and (2); 22 CCR 101221 Recreation & Maint. Services / Recreation / Childcare RECPR&F- 029 Programs / Events / Special Events (Talent Shows, Halloween, City Volunteer Banquets, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr GC §34090 Recreation & Maint. Services / Recreation / Childcare / Facility Reserv. RECPR&F- 030 Recreation Database (CivicRec)Indefinite Indefinite Mag Department Preference; data is interrelated; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: RECREATION SERVICES (Recreation / Childcare / Facility Reservations) Page REC-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Recreation & Maint. Services / Recreation / Childcare RECPR&F- 031 Recreation Classes / Sports Programs - Registration / Fee & Charge / Liability Forms / Release of Liability Forms / Permissions / Sign-in Sheets, etc.: Includes Sports Programs, Adult Programs, Camps, Field Trips, Recreation Classes, Authorization to give Medicine, Liability Waivers, 2 years 2 years Mag, Ppr GC §34090 Recreation & Maint. Services / Recreation / Childcare RECPR&F- 032 Scholarship Applications 2 years 2 years Ppr GC §34090 Recreation & Maint. Services / Recreation / Childcare RECPR&F- 033 State License for Day Care 7 years 7 years Mag, Ppr Meets State Licensing requirements; May have grant funding; GC §34090; Education Code 8482.3(g)(1)(F) and (2); 22 CCR 101221 Recreation & Maint. Services / Recreation / Childcare RECPR&F- 034 Team Registrations for Sports Programs / Adult Teams (Includes Liability Waivers) 2 years 2 years Mag, Ppr GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: RECREATION SERVICES (Recreation / Childcare / Facility Reservations) Page REC-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive Storage (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Recreation & Maint. Services / Recreation / Childcare RECPR&F- 035 Team Registrations for Sports Programs / Youth Individuals (Includes Waivers) 2 years 2 years Mag, Ppr GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 01/27/2009 Revised: 10/11/2011