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2004 027 CC RESO
2004 027 CC RESO ¬Ù € ^Û RESOLUTION NO. 2004-027 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK ADOPTING A RECORDS RETENTION SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Baldwin Park; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and WHEREAS, the State of California has adopted guidelines for retention period for various government records; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DOES RESOLVE AS FOLLOWS: Section 1. The records of the City of Baldwin Park, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the City Clerk, without further action by the City Council of the City of Baldwin Park. Section 2. The term records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. Section 3. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. Section 4. This resolution shall become effective immediately upon its passage and adoption. BANNED BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û Resolution No. 2004-020 Page 2 PASSED, APPROVED, and ADOPTED this 1st day of September, 2004. MAYOR ATTEST: STATE OF CALIFORNIA COUNTY OF LOS ANGELES ss. CITY OF BALDWIN PARK J I, Rosemary M. Ramirez, Deputy City Clerk of the City of Baldwin Park, California do hereby certify that the foregoing Resolution has been duly signed by the Mayor and attested by the City Clerk, at a regular meeting of the Baldwin Park City Council, held September 1, 2004 and that same was approved and adopted by the following vote to wit: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: Marlen Garcia, David Olivas, Bill Van Cleave, Mayor Pro Tern Ricardo Pacheco and Mayor ManuelLozano None ABSENT: COUNCILMEMBERS: None ABSTAIN: COUNCIL MEMBERS: None ROSEMARY M. RAMIREZ, CMC CHIEF DEPUTY CITY CLERK BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û Exhibit A" Records Retention Schedules Departments Page(s) How to Use Retention Schedules 1 City-Wide Copies) CW-C-1 thru CW-C-4 City-Wide Originals) CW-0-1 thru CW-0-10 Chief Executive Office CEO-1 City Clerk CC-1 thru CC-8 Community Development CD-1 thru CD-8 Finance FIN-1 thru FIN-7 Housing HS-1 thru HS-3 Information Technology IT-1 Personnel/Risk Management P-1 thru P-6 Police PD-1 thru PD-8 Public Works PW-1 thru PW-22 Recreation & Community Services RCS-1 thru RCS-6 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û HOW TO USE RETENTION SCHEDULES 2004 Gladwell Governmental Services. Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed or erased) after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE: CITYWIDE. DEPARTMENTS & DIVISIONS The Citywide retention schedule includes those records all departments have in common letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the Citywide retention schedule. An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, CMC, an expert in Municipal Government records, and will provide the City with the following benefits: Reduce administrative expenses, expedite procedures Free filing cabinet and office space Reduce the cost of records storage Eliminate duplication of effort within the City Find records faster Easier purging of file folders Determine what media should be used to store records Records must be destroyed only in the ordinary course of business in accordance with the City's policies and procedures, and in full compliance with applicable Federal, State and Municipal laws. For questions, please contact the City Clerk. BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û INDEX: RECORDS RETENTION SCHEDULES Abbreviations: CC City Clerk CD Community Development CEO Chief Executive Officer CW-C City Wide Copies CW-0 City Wide Originals FIN- Finance HS Housing IT Information Technology P Personnel/Risk Management PD Police PW Public Works RCS Recreation and Community Services 1099-s Issued 941 Forms..... FIN-1 FIN-7 A AB 939 Compliance Franchise Waste Hauler) Abandonment's................................................ Abandonments................................................. Abatement Reports Abatements...................................................... Absentee Applications...................................... Absentee Identification Envelopes................... Abuse Complaints............................................ PW-20 PW-6 CC-8 PW-14 CD-1 CC-4 CC-4 CW-0-4 Retention Schedule Index Baldwin Park, CA 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without pnor written consent BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û Access Card Inventory................................................................................................................................................... ................. RCS-1 Accident Reports City Vehicles non medical)..................................................................................................................................P-6 Accident Reports City Vehicles, Equipment...............................................................................................................................CW-C-1 Accident Reports- Employees non medical) P-6 Accident Reports Public Adults & Juveniles......................................................................................................................................P-6 Accident. Traffic Reports- Except Fatal........................................................................................................................................... PD-8 Accident. Traffic Reports-Fatal....................................................................................................................................................... PD-8 Accounting..............................................................................................................................................................................FIN-1 FIN-6 Accounts Payable.........................................................................................................................................................................CW-C-1 Accounts Payable............................................................................................................................................................................. FIN-1 Accounts Receivable......................................................................................................................................................................... FIN-1 Address Changes Employee............................................................................................................................................................. P-2 Administration................................................................................................................................................................................... PD-1 Administration.................................................................................................................................................................. RCS-1 RCS-2 Administration/All Div........................................................................................................................................................................PW-1 Administrative Adjustments AA).......................................................................................................................................................CD-5 Administrative............................................................................................................................................................................... CW-0-5 Adopted Budgets...............................................................................................................................................................................FIN-2 Adult Claims......................................................................................................................................................................................... P-6 Adult Sex Offender Registrations...................................................................................................................................................... PD-8 Advertisements....................................................................................................................................................................................P-4 Advertising, Legal. Public Notices................................................................................................................................................ CW-0-1 Aerial Maps.......................................................................................................................................................................................CD-4 Aerobic Program Registration Forms.............................................................................................................................................. RCS-6 Affidavits of Postings-Citizen Advisory...................................................................................................................................... CW-0-4 Agenda Packets after 2003............................................................................................................................................................ CC-1 Agenda Staff Reports................................................................................................................................................................... CW-0-1 Agendas-Citizen Advisory.......................................................................................................................................................... CW-0-4 Agreements- Land & Infrastructure................................................................................................................................................. CC-1 Agreements & Contracts Administrative Files not grant funded............................................................................................. CW-0-2 Agreements & Contracts Administrative Files With grant funding.......................................................................................... CW-0-3 Agreements & Contracts-ALL.....................................................................................................................................................CW-C-1 Agreements & Contracts-Infrastructure..................................................................................................................................... CW-0-1 Retention Schedule Index-Baldwin Park, CA 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 2 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û Agreements & Contracts Joint Powers Agreements JPAs).......................................................................................................... CC-2 Agreements & Contracts Land & Infrastructure CC-1 Agreements & Contracts Non-Infrastructure................................................................................................................................... CC-2 Agreements & Contracts- Non-Infrastructure............................................................................................................................. CW-0-2 Agreements & Contracts Unsuccessful Bids and RFQs............................................................................................................ CW-0-3 Agreements for Contractors, Recreation......................................................................................................................................... RCS-5 Agreements for Contractors, Senior Center.................................................................................................................................... RCS-6 Agreements, Hold Harmless for Abatements from Private Property............................................................................................... PW-14 Alcohol Beverage License Applications............................................................................................................................................ PD-1 Alcohol Testing..................................................................................................................................................................................... P-2 Alcoholic Beverage Applications..................................................................................................................................................... RCS-1 Alcoholic Beverages License Application Copies CD-4 Alley Improvements........................................................................................................................................................................... CC-1 Amendment to the General Plan AGP)............................................................................................................................................ CD-5 Amendment to the Zoning Code ZC)............................................................................................................................................... CD-5 Annexation Files................................................................................................................................................................................ CD-4 Annexations CC-2 Annual Renewal Form- Business License....................................................................................................................................... FIN-2 Annual Report to State...................................................................................................................................................................... CD-8 Annual Reports............................................................................................................................................................................ CW-0-8 Application for Equipment............................................................................................................................................................... RCS-1 Application for Loans Rejected HS-1 Application for Use of Facility.......................................................................................................................................................... RCS-1 Applications-Business License.......................................................................................................................................................FIN-2 Applications-Disqualified Section 8............................................................................................................................................. HS-2 Applications....................................................................................................................................................................................... P-4 Applications. Alcohol Beverage License........................................................................................................................................... PD-1 Applications, Alcoholic Beverages.................................................................................................................................................. RCS-1 Applications, Grants..................................................................................................................................................................... CW-0-6 Aquatic Program Files..................................................................................................................................................................... RCS-5 Arbitrage............................................................................................................................................................................................FI N-5 Architects.......................................................................................................................................................................................... CC-1 Architects..................................................................................................................................................................................... CW-0-1 Retention Schedule Index Baldwin Park, CA 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without pnor written consent 3 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û Armored Transportation Slips FIN-1 Arrest Reports-Detention Only....................................................................................................................................................... PD-6 Arson Registrations-Adult............................................................................................................................................................... PD-5 Arson Registrations Juveniles released from California Youth Authority........................................................................................ PD-5 Articles, lost................................................................................................................................................................................... CW-C-3 Assessment District Ballots.............................................................................^.................................................................................CC-4 Assessment Districts Projects........................................................................................................................................................... PW-6 Assessments by contractors........................................................................................................................................................... RCS-4 Assessor Parcel Information............................................................................................................................................................. CD-4 Asset History.....................................................................................................................................................................................PW-6 Assets Fixed FIN-4 Associated CEQA Noticing CD-5 Attendance Rosters...................................................................................................................................................................... CW-0-9 Auction- Fixed Assets......................................................................................................................................................................FIN-4 Auction Receipts & Records FIN-1 Auction Records................................................................................................................................................................................ PD-1 Audio Recording of Telephone & Radio Communication Dispatch Tapes CAD)............................................................................. PD-4 Audio Recording. Planning Commission........................................................................................................................................... CD-5 Audio Recordings of Council & Redevelopment Meetings................................................................................................................ CC-2 Audio Tapes, Boards, Commissions & Committees CW-0-4 Audit Management Letters not CAFR)............................................................................................................................................. FIN-1 Audit Work Papers............................................................................................................................................................................FIN-1 Audits Sales Tax, Single, Special...................................................................................................................................................FIN-1 Audits/CAFR Comprehensive Annual Financial Reports............................................................................................................ CW-C-1 Authorization to give Medicine, Childcare....................................................................................................................................... RCS-3 B Back Up Tapes, Daily & Weekly......................................................................................................................................................... IT-1 Backflow Certifications City Owned Facilities............................................................................................................................... PW-10 Background Checks Personnel non Peace).................................................................................................................................... P-4 Background Checks, Police.............................................................................................................................................................. PD-3 Backup......................................................................................................................................................................................... CW-0-4 Bail Receipts..................................................................................................................................................................................... PD-5 Balance Sheets.................................................................................................................................................................................FIN-5 Retention Schedule Index-Baldwin Park, CA 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 4 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ Û Baldwin Park NOW Newsletter) Ballots After Election Ballots After Recount... Bank Confirmations Bank Rates Bank Reconciliation & Statements........... Bankruptcy Notices......... Bid Data.. Bid Bidder List Bids Council-approved Unsuccessful Bids, Unsuccessful........... Boards, Commissions & Committees Applications Appointed... Boards, Commissions & Committees Applications Unsuccessful Boards, Commissions & Committees Audio Tapes- except Council Boards. Commissions & Committees Citizen Advisory Minutes & Bylaws Boards, Commissions & Committees City Council Subcommittees All Records) Boards. Commissions & Committees External........ Bond Issues Bonds Official Statements of Bonds Issued........... Bonds Performance.... Bonds-Subdivision.......... Book Applications, Use of Bridges.. Bridges Brochures Outside Organizations........ Brochures-Produced by Other Departments. Brochures See Reference Manuals...... Brochures Your Department Brochures Budge Requests Budget Adjustments.......... Budget Hearing/Review... Retention Schedule Index-Baldwin Park. CA 2004 Gladwell Governmental Services Inc 909) 337-3516-all rights reserved Do not duplicate or distribute without prior written consent BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ Û Budget Transfer Requests & Journals FIN-2 Budgets-Adopted............................................................................................................................................................................FIN-2 Budgets Final............................................................................................................................................................................. CW-C-1 Building& Safety...................................................................................................................................................................CD-1 CD-3 Building Permits & Drawings............................................................................................................................................................. CD-1 Buildings............................................................................................................................................................................................ CC-1 Buildings....................................................................................................................................................................................... CW-0-1 Bus Routes & Scheduling PW-22 Bus Shelter Stops Maintenance................................................................................................................................................... PW-22 Business License Files......................................................................................................................................................................FIN-2 Business Operators........................................................................................................................................................................... PD-1 Buss Pass Sales Records............................................................................................................................................................... RCS-1 Bylaws Boards, Commissions & Committees Citizen Advisory CW-C-1 C CAD, Audio Recording of Telephone & Radio Communication Dispatch Tapes PD-4 CAFR Comprehensive Annual Financial Reports.......................................................................................................................CW-C-1 CAFR Comprehensive Financial Annual Reports...........................................................................................................................FIN-3 Calendars..................................................................................................................................................................................... CW-0-5 Campaign Filings FPPC 400 Series Forms) Other Committees................................................................................................... CC-4 Campaign Filings FPPC 400 Series Forms) Successful Candidates............................................................................................ CC-5 Campaign Filings FPPC 400 Series Forms) Those not required to file original with City Clerk.................................................... CC-4 Campaign Filings FPPC 400 Series Forms) Unsuccessful Candidates........................................................................................ CC-4 Canceled Demand, Checks & Warrants FIN-3 Cancelled Checks.............................................................................................................................................................................FIN-2 Capital Improvement Projects CIP).................................................................................................................................................. PW-2 Capital Project Files........................................................................................................................................................................PW-10 Cards-Credit, Procurement, Membership.......................................................................................................................................FIN-8 Cash Journals.................................................................................................................................................................................RCS-1 Cash Receipts.............................................................................................................................................................................. CW-0-4 Cash Receipts...................................................................................................................................................................................FIN-3 CC&Rs.............................................................................................................................................................................................. CC-1 CC&Rs......................................................................................................................................................................................... CW-0-1 CDBG Funding Reports PW-14 Retention Schedule Index Baldwin Park, CA 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without pnor written consent 6 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ Û Census.................................................................................................................................................................. ..........................^ Central Stores Requisitions...............................................................................................................................................................FIN-8 Certificates Insurance................................................................................................................................................................ CW-0-7 Certificates of Deposits.....................................................................................................................................................................FIN-5 Certificates of Deposits..................................................................................................................................................................... PW-8 Certificates of Elections..................................................................................................................................................................... CC-5 Certificates of Occupancy CD-1 Certificates, Insurance................................................................................................................................................................. CW-0-2 Certificates, Insurance................................................................................................................................................................. CW-0-3 Certified Payrolls......................................................................................................................................................................... CW-0-2 Certified Payrolls......................................................................................................................................................................... CW-0-3 Certified Payrolls, City Infrastructure, Facilities & Transportation Projects.......................................................................................PW-2 Chairlift Certifications...................................................................................................................................................................... PW-12 Challenged & Assisted Voters List.................................................................................................................................................... CC-5 Chamber of Commerce Reference Material............................................................................................................................. CW-0-8 Change Orders Infrastructure.................................................................................................................................................... CW-0-1 Change Orders- Non-Infrastructure............................................................................................................................................ CW-0-2 Chart of Accounts..............................................................................................................................................................................FIN-3 Check Listing Audit Trail...................................................................................................................................................................FIN-2 Check Registers................................................................................................................................................................................FIN-3 Checklists..................................................................................................................................................................................... CW-0-5 Checks" Uncashed...........................................................................................................................................................................FIN-3 Checks, Canceled.............................................................................................................................................................................FIN-3 Chief Executive Officer Correspondence Files CEO-^ Chief's Subject Files.......................................................................................................................................................................... PD-1 Child Abuse Crime Reports, Unsolved.............................................................................................................................................. PD-6 Childcare Permission Slips RCS-3 Childcare Registration Forms, Hold Harmless & Liability Waiver Agreements............................................................................... RCS-3 Children Services............................................................................................................................................................................RCS-3 CHP Daily Logs.............................................................................................................................................................................PW-13 Chronological............................................................................................................................................................................... CW-0-5 CIP Project Files PW-7 Citations, Marijuana Citations or Reports less than 28.5 grams)..................................................................................................... PD-5 Retention Schedule Index Baldwin Park. CA 7 2004 Gladwefl Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ 2004 027 CC RESO ¬Ù € ^ Û Code Enforcement.............................................................................................................................................................^ Commercial Homes-Certificate of Occupancy CD-1 Commercial Structural Plans & Calculations..................................................................................................................................... CD-2 Commissioners Oaths of Office P-3 Commissions & Committee Minutes................................................................................................................................................. CC-7 Commissions & Committees Citizen Advisory Agendas, Notices, Proof of Publication........................................................... CW-0-4 Commissions & Committees External........................................................................................................................................ CW-C-1 Committee, Records Management.............................................................................................................................................. CW-0-4 Committees-External..................................................................................................................................................................CW-C-1 Committees- Internal attended by employees............................................................................................................................ CW-0-4 Community Services Districts CC-4 Comp Time Sales-Employee............................................................................................................................................................. P-2 Compensation Studies......................................................................................................................................................................... P-1 Complaints Against Personnel................................................................................................................................................... CW-0-4 Complaints-Operational............................................................................................................................................................. CW-0-5 Complaints-Service Orders....................................................................................................................................................... CW-0-5 Computer Sign-Ups...................................................................................................................................................................... CW-0-5 Conditional Use Permits CP) CD-5 Consolidated Action Plan.................................................................................................................................................................. HS-1 Consultants....................................................................................................................................................................................... CC-2 Consultants.................................................................................................................................................................................. CW-0-2 Contract Administration-Traffic Signal and Maintenance.............................................................................................................PW-23 Contracts-ALL.............................................................................................................................................................................CW-C-1 Contracts Land & Infrastructure..................................................................................................................................................... CC-1 Contracts See Agreements....................................................................................................................................................... CW-0-5 Contracts for Street Maintenance Parking lot sweeping, legend painting).....................................................................................PW-18 Contracts- Infrastructure.............................................................................................................................................................. CW-0-1 Contracts, Transit............................................................................................................................................................................ CEO-1 Control Requests..............................................................................................................................................................................PW-8 Copies of Invoices........................................................................................................................................................................ CW-0-2 Copies of Invoices........................................................................................................................................................................ CW-0-3 Copies or Duplicate of any record................................................................................................................................................. CW-C-2 Copy of Permits & Inspection lists..................................................................................................................................................... CD-1 Retention Schedule Index- Baldwin Park, CA 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 9 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û Correction Notices...................................................................................................................................................... ....................^ Correspondence- Routine........................................................................................................................................................... CW-0-5 Correspondence-Temporary..................................................................................................................................................... CW-0-5 Correspondence Files, CEO........................................................................................................................................................... CEO-1 Correspondence................................................................................................................................................................................ CC-5 Correspondence........................................................................................................................................................................... CW-0-2 Correspondence........................................................................................................................................................................... CW-0-3 Correspondence. City Council CEO-1 Correspondence, Grants.............................................................................................................................................................. CW-0-6 Cost Plans-Indirect..........................................................................................................................................................................FIN-4 Council Meetings Audio Recordings............................................................................................................................................... CC-2 Council Minutes.................................................................................................................................................................................CC-7 Council Oaths of Office.................................................................................................................................................................... CC-3 Council Resolutions.......................................................................................................................................................................... CC-8 Counseling by contractors............................................................................................................................................................... RCS-4 County Board of Supervisors........................................................................................................................................................CW-C-1 County Election................................................................................................................................................................................. CC-5 Court Referral General Relief-Workfare.........................................................................................................................PW-3-PW-5 Court Referral Applications & Agreements Successful Applicants................................................................................................. PW-3 Court Referral Applications & Agreements Unsuccessful Applicants.............................................................................................PW-3 Court Referral Binders PW-3 Court Referral Program Quarterly Reports PW-4 Covenants & Restrictions..................................................................................................................................................................PW-6 Covenants........................................................................................................................................................................................ CC-1 Covenants......................................................................................................................................................................................... CC-8 Covenants................................................................................................................................................................................... CW-0-1 Covenants......................................................................................................................................................................................... HS-1 Credit Card Transmittals.................................................................................................................................................................. FIN-1 Credit Cards......................................................................................................................................................................................FIN-8 Crime Reports-Detention Only....................................................................................................................................................... PD-6 Crime Reports Felonies & Misdemeanor ALL excepts otherwise specifically noted.................................................................. PD-5 Crime Reports Missing Person Reports.......................................................................................................................................... PD-6 Crime Reports-Sealed Cases......................................................................................................................................................... PD-6 Retention Schedule Index Baldwin Park, CA 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 10 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û Crime Reports-Sealed Cases.............................................................................................................................................. ........... PD-7 Crime Reports, Marijuana less than 28.5 grams............................................................................................................................... PD-6 Crime Scene Evidence...................................................................................................................................................................... PD-7 Crime Statistics................................................................................................................................................................................. PD-1 Crimes Subject to Death Penalty...................................................................................................................................................... PD-6 D D.O.T. Files.......................................................................................................................................................................................... P-2 Daily Journals for Street Maintenance.............................................................................................................................PW-18-PW-19 Daily Journals, Landscape..............................................................................................................................................................PW-16 Daily Journals, Traffic...................................................................................................................................................................... PW-21 Daily Logs....................................................................................................................................................................................... PW-10 Daily Work Reports......................................................................................................................................................................... PW-14 Database Section 8........................................................................................................................................................................ HS-2 Database, E-mail................................................................................................................................................................................. IT-1 Database. Maintenance & Environmental.......................................................................................................................................PW-20 Database, Recreation Class RCS-5 Database, Recreation..................................................................................................................................................................... RCS-2 Database. Street Maintenance........................................................................................................................................................PW-18 Database, Traffic Control................................................................................................................................................................PW-21 Database, Transit Maintenance......................................................................................................................................................PW-23 Database. Work Order Fleet........................................................................................................................................................ PW-13 Database, Work Order, Graffiti Removal........................................................................................................................................PW-15 Database, Work Order, Irrigation PW-15 Database. Work Order, Landscape.................................................................................................................................................PW-17 Database, Work Order. Public Works...............................................................................................................................................PW-1 Databases........................................................................................................................................................................................... IT-1 Databases, applications other than specifically identified................................................................................................................... IT-1 DE-6 Forms.......................................................................................................................................................................................FIN-7 Deannexation Files CD-4 Deed Restrictions-Covenants......................................................................................................................................................... CD-4 Deed Restrictions.............................................................................................................................................................................. CC-8 Deed Restrictions.............................................................................................................................................................................. HS-1 Deeds................................................................................................................................................................................................ CC-8 Retention Schedule Index- Baldwin Park, CA 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 11 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û Deeds................................................................................................................................................................... .............................PW-6 Demand Registers............................................................................................................................................................................FIN-3 Demands Canceled...........................................................................................................................................................................FIN-3 Demographics................................................................................................................................................................................... CD-4 Denied Request for Proposals.......................................................................................................................................................... CD-7 Department of Fair Employment & Housing DFEH or EEOC) Claims resolved administratively........................................................ P-1 Department Services Master Plan RCS-2 Deposits Accounting FIN-2 Depreciation Schedules FIN-3 Destruction Lists................................................................................................................................................................................ CC-8 Detour Permits..................................................................................................................................................................................PW-7 Development DDA's)....................................................................................................................................................................... CC-1 Development Documents Budget FIN-2 Development Plans DR).................................................................................................................................................................. CD-5 Development................................................................................................................................................................................ CW-0-1 DFEH Claims, Resolved Administratively P-1 Dial-a-Ride Sales Records.............................................................................................................................................................. RCS-1 Dial-a-Ride Trip Sheets...................................................................................................................................................................CEO-1 Dial-a-Ride......................................................................................................................................................................................CEO-1 Diesel PW-18 Direct Deposit Forms- Employee P-2 Directives, Operation......................................................................................................................................................................... PD-2 Disorderly Conduct Reports.............................................................................................................................................................. PD-6 Disposal- Fixed Assets....................................................................................................................................................................FIN-4 Disposal Receipts & Manifests Hazardous Waste.......................................................................................................................... PW-20 Districts, Community Services CC-4 Districts, Lighting.............................................................................................................................................................................. CC-4 Districts, Maintenance....................................................................................................................................................................... CC-4 DMV Pull Notices P-1 DMV Pull Notices PD-1 Documentation of Names, hours, time sheets Court Referral........................................................................................................ PW-3 Documentation of Names, hours, timesheets General Relief........................................................................................................PW-5 Documents. Recorded CC-8 Retention Schedule Index-Baldwin Park, CA 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 12 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û Documents, Recorded CD-I Downtown Plans...............................................................................................................................................................................CD-5 Draft& Notes................................................................................................................................................................................ CW-0-5 Drawings- Public Improvement.......................................................................................................................................................PW-7 Drug Registrants............................................................................................................................................................................... PD-7 Drug Testing......................................................................................................................................................................................... P-2 Duplicate of any record.................................................................................................................................................................CW-C-2 E Easements........................................................................................................................................................................................ CC-8 Easements........................................................................................................................................................................................PW-6 Economic Interest Filings FPPC 700 Series Forms) Designated Employees............................................................................... CC-3 Economic Interest Filings FPPC 700 Series Forms) Public Officials............................................................................................ CC-4 EEOC Claims, Resolved Administratively............................................................................................................................................ P-1 Elder Abuse Crime Reports, Unsolved PD-6 Elections Administration.................................................................................................................................................................. CC-5 Elections-General, Working or Administrations.............................................................................................................................. CC-5 Elections................................................................................................................................................................................CC-4-CC-6 Elevator Certifications.....................................................................................................................................................................PW-12 E-mail database.................................................................................................................................................................................. IT-1 E-Mail........................................................................................................................................................................................... CW-0-5 Emergency Contact Forms, seniors*............................................................................................................................................... RCS-7 Emergency Contact Information-General Relief............................................................................................................................. PW-4 Emergency Contact Information Applicants...................................................................................................................................... PW-3 Emergency Plans.............................................................................................................................................................................. PD-1 Employee Associations Negotiations................................................................................................................................................... P-3 Employee Injury Reports...............................................................................................................................................................CW-C-2 Employee Leave Request.................................................................................................................................................................... P-1 Employee Status Changes................................................................................................................................................................... P-2 Employees Oaths of Office P-3 Encroachment Permits PW-7 Energy Calculations.......................................................................................................................................................................... CD-2 Enforcement Letters-Business License..........................................................................................................................................FIN-2 Engineering.......................................................................................................................................................................... PW-6 PW-9 Retention Schedule Index- Baldwin Park, CA 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without pnor written consent 13 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û Environmental Determinations Outside City Boundaries............................................................................................................... CD-4 Environmental Determinations.......................................................................................................................................................... CD-5 Environmental Determinations.......................................................................................................................................................... CD-7 Environmental Grants.....................................................................................................................................................................PW-20 Environmental Impact Reports EIRs)............................................................................................................................................... CD-4 Environmental Impact Reports EIRs)............................................................................................................................................... CD-7 Equal Employment Opportunity Data................................................................................................................................................... P-4 Equipment Applications................................................................................................................................................................... RCS-1 Equipment Leases FIN-8 Equipment Maintenance History.................................................................................................................................................... PW-10 Equipment Maintenance History.....................................................................................................................................................PW-13 Escheat.............................................................................................................................................................................................FIN -3 Estimates Vehicles & Purchases PW-13 Evaluations-Surveys of Program.................................................................................................................................................. RCS-1 Evidence-Crime Scene................................................................................................................................................................... PD-7 Exemptions for Utility User Tax.........................................................................................................................................................FIN-1 Exposure Records, HazMat............................................................................................................................................................PW-18 External Boards. Commissions & Committees CW-C-1 F Facilities Maintenance Contract-Administration Files...................................................................................................................PW-11 Facilities........................................................................................................................................................................... PW-10 PW-12 Facility Key Inventory......................................................................................................................................................................RCS-1 Facility Maintenance Contracts-Administrative Files....................................................................................................................PW-16 Facility Renewal Requests and Use Permits, Senior Center.......................................................................................................... RCS-6 Facility Rental Insurance Certificates..............................................................................................................................................RCS-1 Facility Use Applications................................................................................................................................................................. RCS-1 Factual Innocence Reports............................................................................................................................................................... PD-6 False Alarm Billings...........................................................................................................................................................................FIN-1 Falsification of Public Relations Crime Reports................................................................................................................................ PD-6 Family for Childcare Programs........................................................................................................................................................ RCS-3 Family Services Center.................................................................................................................................................................. RCS-4 Fatal Traffic Accident Reports........................................................................................................................................................... PD-8 Fatalities, Crime Reports................................................................................................................................................................... PD-6 Retention Schedule Index Baldwin Park, CA 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 14 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û Federal Legislation positions approved by Council...................................................................................................................... CEO-1 Felony Crime Reports, ALL excepts otherwise specifically noted................................................................................................... PD-5 Field Interview Cards PD-7 Field Trip Liability Waivers, Senior.................................................................................................................................................. RCS-6 Field Trip Release of Liability Forms............................................................................................................................................... RCS-5 Filed Trip. Childcare........................................................................................................................................................................ RCS-3 Files-Annexation & Deannexation.................................................................................................................................................. CD-4 Files- Recruitment..............................................................................................................................................................................P-4 Files-Workers Compensation............................................................................................................................................................ P-5 Files, Aquatic Program.................................................................................................................................................................... RCS-5 Files, Capital Project....................................................................................................................................................................... PW-10 Files, D.O.T.......................................................................................................................................................................................... P-2 Files, Investment...............................................................................................................................................................................FIN-5 Files, Personnel All)............................................................................................................................................................................ P-4 Files, Personnel............................................................................................................................................................................CW-C-3 Files, Personnel........................................................................................................................................................................... CW-0-7 Files, Recreation Program RCS-5 Fill................................................................................................................................................................................................... . PW-18 Film-Crime Scene............................................................................................................................................................................ PD-7 Final Budgets...............................................................................................................................................................................CW-C-1 Final Maps........................................................................................................................................................................................PW-8 Fingerprint Clearance Log.................................................................................................................................................................... P-3 Fire Alarm Contracts.......................................................................................................................................................................PW-11 Fire Insurance City............................................................................................................................................................................ P-6 Fire System Certifications...............................................................................................................................................................PW-12 First Time Home Buyer Loans Rejected......................................................................................................................................... HS-1 First Time Home Buyers Programs................................................................................................................................................... HS-1 Fixed Assets-Auction- Disposal-Sales Surplus FIN-4 Fixed Transit...................................................................................................................................................................................CEO-1 Fleet Services Work Order History and Database..........................................................................................................................PW-13 Fleet Services PW-13-PW-14 Flyers P-4 Forms DE-6, 941.......................................................................................................................................................................... FIN-7 Retention Schedule Index Baldwin Park, CA 2004 Gladwel! Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 15 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û Franchise Fees.......................................................................................................................................................... .......................FIN-1 Franchises.................................................................................................................................................................................... CW-0-2 Fuel & User Use Fuel Tax Returns FIN-6 Fuel Access Request Authorizations PW-13 Fuel Management System GasBoy).............................................................................................................................................. PW-13 G Garnishments all records)................................................................................................................................................................ FIN-7 GasBoy, Fuel Management System PW-13 General Files................................................................................................................................................................................ CW-0-5 General Ledger- Final year-end...................................................................................................................................................... FIN-4 General Liability Insurance-City P-6 General Orders................................................................................................................................................................................. PD-2 General Plan Elements & Amendments............................................................................................................................................ CD-4 General Relief- Documentation of Names, hours, timesheets........................................................................................................PW-5 General Relief Applications & Agreements Successful Applicants................................................................................................ PW-4 General Relief Applications & Agreements- Unsuccessful Applicants............................................................................................PW-4 General Relief Quarterly Reports......................................................................................................................................................PW-5 Grading Plans................................................................................................................................................................................... CD-2 Grading Plans................................................................................................................................................................................... CD-3 Grading Reports City Infrastructure, Facilities & Transportation Projects....................................................................................... PW-2 Graffiti Removal and Beautification GRAB)....................................................................................................................PW-14-PW-15 Graffiti Removal Service Requests................................................................................................................................................. PW-14 Graffiti Removal Work Order History and Database......................................................................................................................-PW-15 Graffiti Reports- Public Adults & Juveniles......................................................................................................................................... P-6 Grants-Housing Programs.............................................................................................................................................................. HS-1 Grants Successful...................................................................................................................................................................... CW-0-6 Grants Unsuccessful.................................................................................................................................................................. CW-0-6 Grants...............................................................................................................................................................................................FI N-4 Grants, Maintenance & Environmental...........................................................................................................................................PW-20 Grievances escalated from Departments when not resolved by department.................................................................................... P-2 Grievances resolved at Department Level................................................................................................................................ CW-0-6 Grievances Escalated to Personnel or Above for Resolution........................................................................................................ CW-C-2 Guns- Dealers Record of Sale PD-1 Retention Schedule Index Baldwin Park, CA 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 16 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û H Hazardous Waste Disposal Receipts & Manifests..........................................................................................................................PW-20 HazMat Incident Response.............................................................................................................................................................PW-18 HazMat Records, Incident & Response.......................................................................................................................................... PW-18 Herbicide Records, including training & written recommendations.................................................................................................PW-16 Historical Records............................................................................................................................................................................. CC-3 Historical Rosters of Mayors. City Council. Boards & Commissions................................................................................................. CC-7 Hold Harmless Agreements for Abatements from Private Property................................................................................................PW-14 Hold Harmless, Childcare RCS-3 Home Improvement Loans- Rejected.............................................................................................................................................. HS-1 Home Improvement Programs.......................................................................................................................................................... HS-1 Home Occupation Permits................................................................................................................................................................ CD-1 Homicide Crime Reports................................................................................................................................................................... PD-6 Housing Finance Authority Minutes CC-7 Housing Finance Authority Resolutions............................................................................................................................................ CC-8 Housing Programs-Grants.............................................................................................................................................................. HS-1 Housing Programs............................................................................................................................................................................ HS-1 HVAC Records................................................................................................................................................................................PW-11 l-9's P-2 Impounded Vehicle Report................................................................................................................................................................ PD-7 Improvement Plans...........................................................................................................................................................................PW-6 Improvements, Alley, Street.............................................................................................................................................................. CC-1 Incident Reports City Vehicles non medical)................................................................................................................................... P-6 Incident Reports City Vehicles, Equipment.................................................................................................................................CW-C-1 Incident Reports Employees non medical)...................................................................................................................................... P-6 Incident Reports- Public Adults & Juveniles....................................................................................................................................... P-6 Incorporation, City............................................................................................................................................................................. CC-3 Indirect Cost Plans............................................................................................................................................................................FIN-4 Individual Transactions FIN-5 Infrastructure Files............................................................................................................................................................................PW-7 In-HouseTask Force.................................................................................................................................................................... CW-0-4 Initiative CC-6 Retention Schedule Index- Baldwin Park, CA 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without pnor wntten consent 17 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û Injury Reports City Vehicles, Equipment................................................................................................................................ .....CW-C-1 Injury Reports-Employees..........................................................................................................................................................CW-C-2 Injury Reports- Public Adults & Juveniles...........................................................................................................................................P-6 Inspections & Citations OSHA P-7 Inspector Receipts for Ballots CC-5 Installation Master File for Traffic Signals.........................................................................................................................................PW-8 Installations Logs, Traffic PW-21 Insurance Certificate for Facility Rental)........................................................................................................................................ RCS-1 Insurance Certificates.................................................................................................................................................................. CW-0-2 Insurance Certificates.................................................................................................................................................................. CW-0-3 Insurance Certificates.................................................................................................................................................................. CW-0-7 Insurance Certificates.................................................................................................................................................................. CW-0-8 Insurance Policies-City Owned P-6 Interest Cards....................................................................................................................................................................................... P-1 Internal Affairs Investigations Citizen's Complaints PD-2 Internal Affairs Investigations- Internal Complaints......................................................................................................................... PD-2 Inventories, Supply....................................................................................................................................................................... CW-0-5 Inventory, Access Card................................................................................................................................................................... RCS-1 Inventory, Facility Key..................................................................................................................................................................... RCS-1 Investigations, Internal Affairs Citizen's Complaints....................................................................................................................... PD-2 Investigations, Internal Affairs-Internal Complaints........................................................................................................................ PD-2 Investment Files................................................................................................................................................................................FIN-5 Investment of Bond Funds-See Bonds........................................................................................................................................... FIN-5 Invoices See Accounts Payable.....................................................................................................................................................FIN-5 Invoices.............................................................................................................................................................................................FI N-1 Invoices, City Infrastructure, Facilities & Transportation Projects.....................................................................................................PW-2 Irrigation City Owned Facilities........................................................................................................................................................ PW-10 Irrigation Maintenance..................................................................................................................................................................... PW-15 Irrigation Work Order History and Database................................................................................................................................... PW-15 Irrigation.......................................................................................................................................................................................... PW-15 Issues & Projects............................................................................................................................................................................CEO-1 J Janitorial Contracts PW-11 Retention Schedule Index- Baldwin Park, CA 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 18 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û Job Specifications...................................................................................................................................................... .......................... P-3 Joint Power Agreements JPAs)....................................................................................................................................................... CC-2 Journal Entries..................................................................................................................................................................................FIN-5 Journals & Ledgers-Accounting......................................................................................................................................................FIN-5 Juvenile Sex Offender Registrations released from California Youth Authority.......................................................................... PD-8 Juvenile Claims.................................................................................................................................................................................... P-6 Juveniles Sealed Cases.................................................................................................................................................................... PD-7 K Kidnapping Crime Reports................................................................................................................................................................ PD-6 L Labor Distribution Reports FIN-7 Landscape Maintenance Contracts................................................................................................................................................. PW-16 Landscape Maintenance In House..................................................................................................................................................PW-16 Landscape Work Order History and Database PW-17 Landscape......................................................................................................................................................................... PW-16-PW-17 Landscaping...................................................................................................................................................................................... CC-2 Landscaping................................................................................................................................................................................. CW-0-2 Lawsuits........................................................................................................................................................................................CW-C-2 League of California Cities Reference Material......................................................................................................................... CW-0-8 Leases-Vehicle-Equipment..........................................................................................................................................................FIN-8 Leases............................................................................................................................................................................................... CC-2 Leases.......................................................................................................................................................................................... CW-0-2 Ledger- General Final year-end.....................................................................................................................................................FIN-4 Legal Notices............................................................................................................................................................................... CW-0-1 Legal Opinions-City Attorney......................................................................................................................................................CW-C-2 Legal Opinions.................................................................................................................................................................................. CC-7 Legislation State and Federal positions approved by Council....................................................................................................CEO-1 Letters.......................................................................................................................................................................................... CW-0-5 Letters................................................................................................................................................................................................ .. P-4 Liability Waiver Agreements, Childcare RCS-3 Liability Waivers for Field Trips, Senior........................................................................................................................................... RCS-6 Library Projects or Issues................................................................................................................................................................ CEO-1 LiveScan Requests........................................................................................................................................................................... PD-2 Retention Schedule Index-Baldwin Park, CA 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 19 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û Liens................................................................................................................................................................... ...........^ Lighting Districts................................................................................................................................................................................ CC-4 Lights............................................................................................................................................................................................... Litigation........................................................................................................................................................................................CW-C- 2 LiveScan Fingerprint Clearance Log.................................................................................................................................................... P-3 LiveScan Logs Response)............................................................................................................................................................... PD-7 Loans................................................................................................................................................................................................ HS-1 Log 200, Log 300 OSHA.................................................................................................................................................................... P-7 Logs............................................................................................................................................................................................. CW-0-5 Logs, Pool Chemical Reading......................................................................................................................................................... RCS-2 Lost Articles...................................................................................................................................................................................CW-C-3 Lunch- Food Program, Seniors..................................................................................................................................................... RCS-7 M Mailing Lists................................................................................................................................................................................. CW-0-5 Maintenance Annual or Regularly Scheduled Maintenance PW-11 Maintenance & Environmental Database & Work History Maintenance and Environmental Services.......................................................................................................................PW-20- PW-21 Maintenance Contracts, Landscape................................................................................................................................................PW-16 Maintenance District Projects............................................................................................................................................................ PW-6 Maintenance Districts........................................................................................................................................................................ CC-4 Maintenance Grants........................................................................................................................................................................PW-20 Maintenance History, Equipments Vehicle....................................................................................................................................PW-10 Maintenance Logs, Traffic...............................................................................................................................................................PW-21 Maintenance Master File for Traffic Signals......................................................................................................................................PW-8 Maintenance of Bus Shelters/Stops................................................................................................................................................ PW-22 Maintenance of Traffic Signals Contract Administration...............................................................................................................PW-23 Maintenance, Irrigation....................................................................................................................................................................PW-15 Maintenance, Landscape, In House................................................................................................................................................PW-16 Maintenance, Pavement.................................................................................................................................................................PW-18 Manifests, Hazardous Waste Disposal PW-20 Manuals Outside Organizations................................................................................................................................................ CW-0-8 Manuals-Produced by Other Departments.................................................................................................................................CW-C-4 Manuals-Your Department........................................................................................................................................................ CW-0-8 Retention Schedule Index Baldwin Park, CA 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 20 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û Maps, Aerial............................................................................................................................................................ CD-4 Maps, Finals...................................................................................................................................................................................... PW-8 Maps, Precinct.................................................................................................................................................................................. CC-6 Maps. Recorded................................................................................................................................................................................PW-8 Maps, Tract.......................................................................................................................................................................................PW-8 Maps, Zoning CD-6 Marijuana Citations or Reports.......................................................................................................................................................... PD-5 Massage Operators........................................................................................................................................................................... PD-1 Master File for Installation, Maintenance & Timing...........................................................................................................................PW-8 Master Plan for Department Services.............................................................................................................................................RCS-2 Rji^A-t^.. r»i^*^» /"•r\ i- Master Plans CD-5 Master Test File for Recruitments........................................................................................................................................................ P-3 Materials Testing Reports City Infrastructure, Facilities & Transportation Projects........................................................................PW-2 MAV evidence segments-Crime Scene........................................................................................................................................... PD-7 Medical Files-Personnel.................................................................................................................................................................... P-4 Meeting Room Registrations........................................................................................................................................................ CW-0-5 Membership Cards............................................................................................................................................................................FIN-8 Memorandas of Understanding............................................................................................................................................................ P-3 Memorandums............................................................................................................................................................................. CW-0-5 Minutes Boards, Commissions & Committees Citizen Advisory..............................................................................................CW-C-1 Minutes- Redevelopment Agency CD-7 Minutes See Commissions, Committees & Boards................................................................................................................... CW-0-7 Minutes CC-7 Minutes, Redevelopment Agency......................—..............................................................,............................................................. CC-7 Miscellaneous Non-criminal reports.................................................................................................................................................. PD-7 Miscellaneous Reports................................................................................................................................................................. CW-0-5 Misconduct Complaints................................................................................................................................................................ CW-0-4 Misdemeanor Crime Reports, ALL excepts otherwise specifically noted........................................................................................ PD-5 Missing Person Reports.................................................................................................................................................................... PD-6 Misuse of Public Funds Crime Reports............................................................................................................................................. PD-6 Money- Unclaimed...........................................................................................................................................................................FIN-3 Monitoring Records-NPDES...........................................................................................................................................................PW-7 Month-end Reports CD-I Retention Schedule Index Baldwin Park, CA 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 21 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û Mug Shot Photos......................................................................................................................................................... ...................... PD-8 Municipal Code & History File........................................................................................................................................................... CC-7 Municipal Code Administration.......................................................................................................................................................... CC-7 Municipal Code.............................................................................................................................................................................CW-C-3 N Narcotic Registrants.......................................................................................................................................................................... PD-7 Negative Declarations....................................................................................................................................................................... CD-4 Negative Declarations....................................................................................................................................................................... CD-7 Negotiations Employee Associations................................................................................................................................................ P-3 New Homes-Certificate of Occupancy CD-I Newspaper Clippings................................................................................................................................................................... CW-0-7 Nomination Papers Issued Did Not Qualify as Candidate........................................................................................................... CC-6 Nomination Papers-Successful Candidates................................................................................................................................... CC-5 Nomination Papers Unsuccessful Candidates............................................................................................................................... CC-6 Non-records..................................................................................................................................................................................CW-C-3 Non-records................................................................................................................................................................................. CW-0-7 Notes & Drafts.............................................................................................................................................................................. CW-0-5 Notices- Citizen Advisory............................................................................................................................................................ CW-0-4 Notices of Completion Infrastructure.......................................................................................................................................... CW-0-1 Notices of Completion Non-Infrastructure................................................................................................................................. CW-0-2 Notices, Legal, Public................................................................................................................................................................... CW-0-1 Notices. Public Hearings.............................................................................................................................................................. CW-0-7 NOW Newsletter.......................................................................................................................................................................... CEO-1 NPDES Monitoring Records.............................................................................................................................................................. PW-7 NPDES Permit..................................................................................................................................................................................PW-7 0 Oaths of Office-Commissioners and Employees...............................................................................................................................P-3 Official Statements of Bonds Issued FIN-2 Oil.................................................................................................................................................................................................... PW-18 Operation Directives........................................................................................................................................................................ PD-2 Operational Complaints................................................................................................................................................................ CW-0-5 Operations Records........................................................................................................................................................................PW-11 Opinions Legal City Attorney................................................................................................................................................... CW-C-2 Retention Schedule Index Baldwin Park, CA 2004 Gladwell Governmental Services, tnc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 22 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û Opinions, Legal......................................................................................................................................................... ........................ CC-7 Order after Hearing........................................................................................................................................................................... PD-7 Ordinances-City Council, Redevelopment CC-7 OSHA Insurance Certificates............................................................................................................................................................... P-7 OSHA Logs........................................................................................................................................................................................ P-7 Outlines & Materials for Training.................................................................................................................................................. CW-0-9 P P.O.'s................................................................................................................................................................................................ FIN-1 Packets, Agenda-after 2003........................................................................................................................................................... CC-1 Painting........................................................................................................................................................................................ CW-0-2 Parcel Maps(PM) CD-5 Parcel Maps......................................................................................................................................................................................PW-8 Park Improvements...................................................................................................................................................................... CW-0-1 Park Plans........................................................................................................................................................................................ CD-5 Parking Lot Sweeping Contracts..................................................................................................................................................... PW-18 Part time Employees Personnel Files............................................................................................................................................. RCS-2 Pavement Maintenance PW-18 Pavement Management.................................................................................................................................................................... PW-6 Pavement Management....................................................................................................................................................................PW-8 Paving Permits..................................................................................................................................................................................PW-7 Paving............................................................................................................................................................................................... CC-2 Paving.......................................................................................................................................................................................... CW-0-2 Pawn Slips PD-7 Payable, Accounts FIN-1 Payroll Cancelled Checks.................................................................................................................................................................FIN-7 Payroll Registers...............................................................................................................................................................................FIN-7 Payroll Tax Returns- Quarterly......................................................................................................................................................... FIN-7 Pay roll..................................................................................................................................................................................FIN-7-FIN-8 Pay rolls, Certified....................................................................................................................................................................... CW-0-2 Pay rolls. Certified......................................................................................................................................................................... CW-0-3 Pending Litigation.........................................................................................................................................................................CW-C-2 PERC Plans...................................................................................................................................................................................... CD-2 PERC Plans...................................................................................................................................................................................... CD-3 Retention Schedule Index Baldwin Park, CA 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior wntten consent 23 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ Û Performance Bonds....................................................................................................................................................... ...................... P-7 Permission Slips, Childcare RCS-3 Permits City Infrastructure, Facilities & Transportation Projects..................................................................................................... PW-2 Permits, Detour.................................................................................................................................................................................PW-7 Permits, Encroachment.....................................................................................................................................................................PW-7 Permits, Home Occupation CD-I Permits. NPDES................................................................................................................................................................................ PW-7 Permits, Paving.................................................................................................................................................................................PW-7 Permits, Signs................................................................................................................................................................................... CD-6 Permits, Special Events............................................................................................................................................................... CW-0-8 Permits. Street Closure..................................................................................................................................................................... PW-7 Permits, Street Cuts..........................................................................................................................................................................PW-7 Permits, Temporary Sales/Events..................................................................................................................................................... CD-6 Permits, Wide Load...........................................................................................................................................................................PW-7 PERS Reports...................................................................................................................................................................................... P-4 Personnel Background Check.............................................................................................................................................................. P-4 Personnel Background Checks other than Peace Officers............................................................................................................ PD-3 Personnel Background Packet Unsuccessful................................................................................................................................ PD-3 Personnel Department Training PD-3 Personnel Files- Part-time, Temporary RCS-2 Personnel Files- Police.................................................................................................................................................................... PD-3 Personnel Files.............................................................................................................................................................................CW-C-3 Personnel Files........................................................................................................................................................................... CW-0-7 Personnel Files P-4 Personnel Rules & Regulations P-4 Personnel Services........................................................................................................................................................................... CC-2 Personnel Services...................................................................................................................................................................... CW-0-2 Personnel Work Schedules.......................................................................................................................................................... CW-0-8 Personnel................................................................................................................................................................................... P-1 P-5 Pesticide Records, including training & written recommendations.................................................................................................. PW-16 Petitions Submitted to Council....................................................................................................................................................... CC-7 Petitions............................................................................................................................................................................................ CC-6 Photographs-Crime Scene............................................................................................................................................................. PD-7 Retention Schedule Index Baldwin Park, CA 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 24 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ Û Photos Mug Shots........................................................................................................................................................ .................. PD-8 Plan Check Comments CD-1 Plan, Strategic................................................................................................................................................................................. RCS-2 Planning Commission Audio Recordings.......................................................................................................................................... CD-5 Planning Files.................................................................................................................................................................................... CD-5 Planning................................................................................................................................................................................CD-4-CD-6 Plans City Infrastructure, Facilities & Transportation Projects........................................................................................................ PW-2 Plans-Public Improvement.............................................................................................................................................................PW-7 Plans & Calculations, Commercial Structural....................................................................................................................................CD-2 Playground Equipment Inspections.................................................................................................................................................PW-16 Police Department Policies & Procedures PD-2 Policies-Outside Organizations................................................................................................................................................. CW-0-8 Policies- Produced by Other Departments.................................................................................................................................. CW-C-4 Policies-Your Department......................................................................................................................................................... CW-0-8 Policies & Procedures, Police Department....................................................................................................................................... PD-2 Polygraphs-Police.......................................................................................................................................................................... PD-3 Pool Chemical Reading Logs.......................................................................................................................................................... RCS-2 Pool Chemical Records...................................................................................................................................................................PW-11 Pool Use Records...........................................................................................................................................................................PW-11 POST Data........................................................................................................................................................................................ PD-3 Postage.............................................................................................................................................................................................FIN -1 Potential Claim Files............................................................................................................................................................................ P-7 Potential Projects......................................................................................................................................................—.....................CD-7 Precinct Maps................................................................................................................................................................................... CC-6 Precinct Workers............................................................................................................................................................................... CC-5 Preliminary Budget............................................................................................................................................................................ FIN-2 Preliminary Studies Not Acquired PW-7 Press Releases...............................................................................................................................................................................CEO-1 Procedures Outside Organizations........................................................................................................................................... CW-0-8 Procedures- Produced by Other Departments............................................................................................................................CW-C-4 Procedures-Your Department................................................................................................................................................... CW-0-8 Procurement Cards...........................................................................................................................................................................FIN-1 Procurement Cards........................................................................................................................................................................... FIN-8 Retention Schedule Index- Baldwin Park, CA 2004 GladweH Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 25 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ Û Professional Services................................................................................................................................................... ..................... CC-2 Professional Services................................................................................................................................................................... CW-0-2 Program Evaluations-Surveys...................................................................................................................................................... RCS-1 Program Files.................................................................................................................................................................................. RCS-3 Programs- Housing......................................................................................................................................................................... HS-1 Project Assessments Not Acquired................................................................................................................................................ PW-7 Project Files Residential CD-3 Project Schedules........................................................................................................................................................................ CW-0-2 Project Schedules........................................................................................................................................................................ CW-0-3 Projects & Issues............................................................................................................................................................................CEO-1 Projects Administration, City Infrastructure, Facilities & Transportation............................................................................................PW-2 Proof of Publications Citizen Advisory....................................................................................................................................... CW-0-4 Proof of Publications......................................................................................................................................................................... CC-7 Property-Crime Scene.................................................................................................................................................................... PD-7 Property Insurance-City..................................................................................................................................................................... P-6 Property Restrictions.................................................................................................................................................................... CW-0-1 Proposed Hotel Projects CD-7 Proposition 218 Proceedings............................................................................................................................................................ CC-4 Public Adults & Juveniles Reports-Accident/lncident/Graffiti/Vandalism/lnJury................................................................................. P-6 Public Facilities Files.........................................................................................................................................................................PW-7 Public Hearting Notices................................................................................................................................................................ CW-0-7 Public Improvement Plans & Drawings............................................................................................................................................. PW-7 Public Notices.............................................................................................................................................................................. CW-0-1 Public Records Request Forms CC-7 Public Relations-Press Releases.................................................................................................................................................CEO-1 Purchase Orders...........................................................................................................................................................................CW-C-3 Purchase Requisitions..................................................................................................................................................................CW-C-3 Purchased Property Reports............................................................................................................................................................. CD-6 Purchasing........................................................................................................................................................................................FIN-8 Q Quarterly Payroll Tax Returns...........................................................................................................................................................FIN-7 Quarterly Reports-Referral Program.............................................................................................................................................. PW-4 Quarterly Reports, General Relief-Workfare..................................................................................................................................PW-5 Retention Schedule Index Baldwin Park, CA 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 26 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ Û Questionnaires, Surveys-City Issued CW-0-9 Questions.............................................................................................................................................................................................P -4 R Rail Studies....................................................................................................................................................................................... CD-6 Rape Crime Reports PD-6 Reading........................................................................................................................................................................................ CW-0-5 Real Estate Appraisal Reports Property NOT purchased or sold.................................................................................................. CD-5 Real Estate Appraisal Reports Purchased or Sold Properties....................................................................................................... CD-6 Real Estate Appraisal Reports Funded and Non-funded)................................................................................................................ HS-2 Rebate, Tax....................................................................................................................................................................................... CD-8 Recall................................................................................................................................................................................................ CC-6 Receipts-Cash.................................................................................................................................................................................FIN-3 Receipts.......................................................................................................................................................................................... RCS-3 Receipts, Bail.................................................................................................................................................................................... PD-5 Receipts, Cash............................................................................................................................................................................. CW-0-4 Receipts, Recreation..................................................................................................................................................................... RCS-2 Reconciliation-Bank........................................................................................................................................................................FIN-2 Reconciliation's Accounting FIN-5 Reconveyances................................................................................................................................................................................. HS-1 Record of Survey Maps.....................................................................................................................................................................PW-8 Recorded Documents.......................................................................................................................................................................CC-8 Recorded Documents CD-I Recorded Maps.................................................................................................................................................................................PW-8 Recordings Audio) of Council and Redevelopment Meetings.......................................................................................................... CC-2 Recordings, Tape-Video................................................................................................................................................................. PD-4 Records Destruction List...............................................................................................................................................................CW-C-4 Records Destruction Lists................................................................................................................................................................. CC-8 Records Management Committee CW-0-4 Records Retention Schedules........................................................................................................................................................... CC-8 Records................................................................................................................................................................................. PD-5 PD-8 Records, Auction.............................................................................................................................................................................. PD-1 Records. Buss Pass Sales.............................................................................................................................................................. RCS-1 Records. Dial-a-Ride Sales............................................................................................................................................................. RCS-1 Retention Schedule Index-Baldwin Park. CA 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 27 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ Û Records, HazMat......................................................................................................................................................... ................... PW-18 Records, Herbicide, including training & written recommendations................................................................................................ PW-16 Records, HVAC...............................................................................................................................................................................PW-11 Records, Pesticide, including training & written recommendations................................................................................................. PW-16 Records, Pool Chemical and Use................................................................................................................................................... PW-11 Recreation Cash Journals from Database...................................................................................................................................... RCS-2 Recreation Class Database RCS-5 Recreation Database...................................................................................................................................................................... RCS-2 Recreation Program Files RCS-5 Recreation....................................................................................................................................................................................... RCS-5 Recreational Contractor Agreements.............................................................................................................................................. RCS-5 Recruitment Files................................................................................................................................................................................. P-4 Recruitment Flyers & Brochures P-5 Red Curbs.........................................................................................................................................................................................PW-8 Redemption Records FIN-1 Redevelopment Agency Agenda Staff Reports............................................................................................................................ CW-0-1 Redevelopment Agency Minutes CC-7 Redevelopment Agency Minutes CD-7 Redevelopment Agency Resolutions................................................................................................................................................ CC-8 Redevelopment Files CD-7-CD-8 Redevelopment Meetings Audio Recordings................................................................................................................................... CC-2 Redevelopment Ordinances.............................................................................................................................................................. CC-7 Redevelopment.....................................................................................................................................................................CD-7-CD-8 Redistricting...................................................................................................................................................................................... CC-3 Reference Materials Outside Organizations............................................................................................................................ CW-0-8 Reference Materials Produced by Other Departments..............................................................................................................CW-C-4 Reference Materials Your Department...................................................................................................................................... CW-0-8 Reference or Working Files See Correspondence.................................................................................................................... CW-0-8 Referendum...................................................................................................................................................................................... CC-6 Referrals by contractors.................................................................................................................................................................. RCS-4 Refunds........................................................................................................................................................................................... RCS-3 Regional Organizational Studies & Programs................................................................................................................................... CD-6 Register Tapes................................................................................................................................................................................ RCS-1 Retention Schedule Index- Baldwin Park. CA 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 28 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^!Û Register Tapes, Recreation RCS-2 Registers- Accounting......................................................................................................................................................................^ Registers, Demand, Check & Warrant..............................................................................................................................................FIN-3 Registrants, Drug- Narcotic............................................................................................................................................................. PD-7 Registration Forms, Childcare......................................................................................................................................................... RCS-3 Registrations-Adult-Arson............................................................................................................................................................ PD-5 Registrations Juveniles released from CYA Arson PD-5 Regulations-Personnel...................................................................................................................................................................... P-4 Reimbursements for Travel Expense................................................................................................................................................FIN-1 Release for debris..........................................................................................................................................................................PW-18 Release of Liability Form for Excursions, Field Trips, etc...............................................................................................................RCS-5 Releases........................................................................................................................................................................................... CD-1 Relocations....................................................................................................................................................................................... CD-8 Removal Logs, Traffic.....................................................................................................................................................................PW-21 Rental Rehabilitation Loans Rejected............................................................................................................................................ HS-1 Reorganization Studies........................................................................................................................................................................ P-1 Report-State Controller's.................................................................................................................................................................FIN-5 Report of Absentee Applications....................................................................................................................................................... CC-4 Reports Accidents, Incident/Injury City Vehicle, Equipment....................................................................................................CW-C-1 Reports-Accounting.........................................................................................................................................................................FIN-5 Reports-Employee-Injury.........................................................................................................................................................CW-C-2 Reports-Labor Distribution..............................................................................................................................................................FIN-7 Reports Outside Organizations................................................................................................................................................. CW-0-8 Reports-PERS................................................................................................................................................................................... P-4 Reports-Traffic Accidents................................................................................................................................................................ PD-8 Reports Your Department......................................................................................................................................................... CW-0-8 Reports and Studies Historical Significance CW-0-8 Reports and Studies CW-0-8 Reports-Produced by Other Departments...................................................................................................................................CW-C-4 Reports regarding Police Operations................................................................................................................................................ PD-3 Reports, Annual State....................................................................................................................................................................... CD-8 Reports, Annual........................................................................................................................................................................... CW-0-8 Reports, CDBF Funded................................................................................................................................................................... PW-14 Retention Schedule Index Baldwin Park, CA 2004 Gladwell Governmental Services, Inc. 909) 337-3516 alt rights reserved Do not duplicate or distribute without pnor written consent 29 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^"Û Reports, Controllers.....................................................................................,.............................................................. ..................^ Reports, Crime Felonies & Misdemeanor ALL excepts otherwise specifically noted................................................................. PD-5 Reports, Grading City Infrastructure, Facilities & Transportation Projects...................................................................................... PW-2 Reports, Impounded Vehicles........................................................................................................................................................... PD-7 Reports, Materials Testing City Infrastructure, Facilities & Transportation Projects.......................................................................PW-2 Reports, Soils City Infrastructure, Facilities & Transportation Projects...........................................................................................PW-2 Reports, Soils.................................................................................................................................................................................... CD-2 Reports, Street..................................................................................................................................................................................FIN-5 Reports, Traffic.............................................................................................................................................................................. PW-22 Reports, Traffic.................................................................................................................................................................................. PW-9 Request for Proposals-Denied or Not Issued................................................................................................................................. CD-7 Request for Proposals Non-Infrastructure CC-2 Request Forms Public Records CC-7 Requests for Graffiti Removal.........................................................................................................................................................PW-14 Requests from Other Cities.......................................................................................................................................................... CW-0-5 Requisitions, Central Stores..............................................................................................................................................................FIN-8 Reservoirs......................................................................................................................................................................................... CC-1 Reservoirs.................................................................................................................................................................................... CW-0-1 Resolutions....................................................................................................................................................................................... CC-8 Resolutions CD-8 Resolutions...................................................................................................................................................................................CW-C-4 Resolutions, Council CC-8 Restraining Order.............................................................................................................................................................................. PD-7 Retainable Arrest Crime Reports...................................................................................................................................................... PD-6 Retention Schedules......................................................................................................................................................................... CC-8 Returned Checks..............................................................................................................................................................................FIN-1 RFQs, Unsuccessful.................................................................................................................................................................... CW-0-3 Right of Ways.................................................................................................................................................................................... PW-8 Risk Management...................................................................................................................................................................... P-6-P-7 Roads................................................................................................................................................................................................ PW-6 Room Reservations, Senior Center................................................................................................................................................ RCS-6 Roster of Voters................................................................................................................................................................................ CC-6 Rosters, Attendance..................................................................................................................................................................... CW-0-9 Retention Schedule Index Baldwin Park, CA 2004 Gladwell Governmental Services, tnc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior wntten consent 30 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^#Û Routes, Bus............................................................................................................................................................. ...................^ Rubble............................................................................................................................................................................................PW-18 Rules- Personnel................................................................................................................................................................................P-4 S Safety Certifications........................................................................................................................................................................PW-12 Safety Training............................................................................................................................................................................. CW-0-9 Salary Surveys..................................................................................................................................................................................... P-5 Sales-Fixed Assets.........................................................................................................................................................................FIN-4 Sales & Use Tax.............................................................................................................................................................................FIN-1 Sales and Use Tax Returns..............................................................................................................................................................FIN-6 Sales Tax Audits............................................................................................................................................................................... FIN-1 Scheduled Maintenance-Annual or Regularly.............................................................................................................................. PW-11 Scheduled, Records Retention CC-8 Schedules Depreciation.................................................................................................................................................................. FIN-3 Schedules- Retention....................................................................................................................................................................... CC-8 Schedules Work Personnel.................................................................................................................................................... CW-0-8 Schedules......................................................................................................................................................................................... PD-3 School Information............................................................................................................................................................................ PW-8 Sealed Case Crime Reports PD-6 Sealed Case Crime Reports PD-7 Section 8 Applications for Program Not placed or disqualified HS-2 Section 8 Database........................................................................................................................................................................... HS-2 Section 8 Tenant Files With unpaid Balances or Fraud................................................................................................................. HS-2 Section 8 Tenant Files Without unpaid Balances or Fraud............................................................................................................ HS-3 Section 8 Waiting List........................................................................................................................................................................ HS-3 Security Contracts...........................................................................................................................................................................PW-11 Selected Floor Plans......................................................................................................................................................................... CD-3 Senior Banquet Halls RCS-6 Senior Citizen Center Facility Renewal Requests and Use Permits............................................................................................... RCS-6 Senior Citizen Center....................................................................................................................................................... RCS-6 RCS-7 Senior Food Registration confidential)........................................................................................................................................... RCS-7 Senior Lunch Program confidential)............................................................................................................................................... RCS-7 Seniors' Emergency Contact Forms RCS-7 Retention Schedule Index Baldwin Park, CA 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 31 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^$Û Septic Plans............................................................................................................................................................ ..........................CD-2 Septic Plans...................................................................................................................................................................................... CD-3 Service Order Complaints............................................................................................................................................................ CW-0-5 Service Requests- Fleet All information......................................................................................................................................PW-13 Service Requests Fleet Partial or no information....................................................................................................................... PW-14 Service Requests Graffiti All information PW-15 Service Requests Graffiti Partial or no information PW-15 Service Requests Irrigation-All information.................................................................................................................................PW-15 Service Requests Irrigation- Partial or no information..................................................................................................................PW-15 Service Requests Landscape- All information PW-17 Service Requests- Landscape- Partial or no information..............................................................................................................PW-17 Service Requests Streets-All information....................................................................................................................................PW-19 Service Requests Streets- Partial or no information....................................................................................................................PW-19 Service Requests....................................................................................................................................................................... CW-0-10 Service Requests............................................................................................................................................................................PW-12 Service Requests, Maintenance & Environmental All..................................................................................................................PW-20 Service Requests, Maintenance & Environmental Partial or No information PW-21 Service Requests, Public Works....................................................................................................................................................... PW-1 Service Requests, Traffic Control All PW-21 Service Requests, Traffic Control Partial or No information.....................................................................................................-...PW-21 Service Requests, Transit Maintenance All.................................................................................................................................PW-23 Service Requests, Transit Maintenance Partial or No information...............................................................................................PW-23 Sewers.............................................................................................................................................................................................. CC-1 Sewers......................................................................................................................................................................................... CW-0-1 Sewers..............................................................................................................................................................................................PW- 6 Sex Offender Registrations Adult......................-.......................................................................Œr[Èö).............................................. PD-8 Sex Offender Registrations Juvenilû´]”½keased from California Youth Authority.....................................................LíRÈö)................ PD-8 Sexual Assault & Neglect Crime Reports...........................ˆbYÈö)..........................................................................................rÄ_Èö)........- PD-6 Sidewalk Sales..........................................................€êBÈö)..........................................................................................&tÈö).................. CD-6 Sidewalks..............................................ŒjqÈö)..........................................................................................6ÍsÈö)...................................... CC-1 Sidewalks..................................IËö)................................................-.........................................æ«Ëö)............................................. CW-0-1 Sidewalks.........................nËö)..........................................................................................:îüÄö)........................................................ PW-6 Sign In/Out Sheets.......:îüÄö)..........................................................................................PLþÄö)............................................................. RCS-3 Retention#Schedule O•¸ ' Baldwin Park, CA 2004 Qladwell Governmental Services, Inc. 909) 337-3516 all rights rÔ¾˜®bd Do not duplicate or distribute without prior written consent 32 BIB] 38308-U01ùÀëÚè3-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RE€Ç¿è4 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^%Û Sign Permits, Temporary or Permanent.................................................................................................................................... ........ CD-6 Single Audits.....................................................................................................................................................................................FIN-1 Site Plans.......................................................................................................................................................................................... CD-3 Slurry Seals Paving)........................................................................................................................................................................ CC-2 Soils Reports City Infrastructure, Facilities & Transportation Projects PW-2 Soils Reports..................................................................................................................................................................................... CD-2 Sold Property Reports....................................................................................................................................................................... CD-6 Special Audits...................................................................................................................................................................................FIN-1 Special Event Files.......................................................................................................................................................................... RCS-3 Special Event Permits.................................................................................................................................................................. CW-0-8 Specific Plans SP)........................................................................................................................................................................... CD-5 Specifications City Infrastructure, Facilities & Transportation Projects...........................................................................................PW-2 Specifications-Job............................................................................................................................................................................. P-3 Speed Humps...................................................................................................................................................................................PW-8 Sports Leagues Agreements........................................................................................................................................................... RCS-5 Spreadsheets.................................................................................................................................................................................... PW-6 Staff Reports, Agenda, Council & Redevelopment...................................................................................................................... CW-0-1 State Controller's Report................................................................................................................................................................... FIN-5 State Controllers Report.................................................................................................................................................................... CD-8 State Legislation positions approved by Council..........................................................................................................................CEO-1 State, Annual Report......................................................................................................................................................................... CD-8 Statement of Economic Interests Designated Employees............................................................................................................. CC-3 Statement of Economic Interests Public Officials........................................................................................................................... CC-4 Statement of Indebtedness............................................................................................................................................................... CD-8 Statements-Bank.............................................................................................................................................................................FIN-2 Status Reports Accounting FIN-5 Stolen Guns with Serial Numbers..................................................................................................................................................... PD-6 Stop Sign Petitions............................................................................................................................................................................ CC-7 Stop Signs.........................................................................................................................................................................................PW-8 Strategic Plan.................................................................................................................................................................................. RCS-2 Street & Alley Improvements........................................................................................................................................................ CW-0-1 Street Closure Permits......................................................................................................................................................................PW-7 Street Cuts Permits...........................................................................................................................................................................PW-7 Retention Schedule Index Baldwin Park, CA 2004 GladweH Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 33 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^&Û Street Files Commercial, Multi-Family Dwellings, Places of Accommodation................................................................................ CD-2 Street Files Expired Permits and Plan Checks CD-2 Street Files-Residential.................................................................................................................................................................. CD-2 Street Files........................................................................................................................................................................................ CD-1 Street Improvements......................................................................................................................................................................... CC-1 Street Legend Painting Contracts.................................................................................................................................................PW-18 Street Maintenance Contract Administrative Files.......................................................................................................................PW-18 Street Maintenance Daily Journals PW-18 Street Maintenance Work Order History and Database..................................................................................................................PW-18 Street Reports...................................................................................................................................................................................FIN-5 Streets.............................................................................................................................................................................................PW- 18 Streetscapes.....................................................................................................................................................................................PW-6 Striping Contracts............................................................................................................................................................................ PW-11 Studies Classification Compensation Reorganization................................................................................................................. P-1 Studies and Reports Historical Significance CW-0-8 Studies and Reports..................................................................................................................................................................... CW-0-8 Studies regarding Police Operations................................................................................................................................................ PD-3 Studies.............................................................................................................................................................................................. PW-8 Sub equipment maintenance records PW-11 Subdivision Bonds................................................................................................................................................................................ P-7 Subdivision Bonds.............................................................................................................................................................................PW-8 Subdivision Maps.............................................................................................................................................................................. CD-5 Subpoenas................................................................................................................................................................................... CW-0-8 Successful Court Referral Applications & Agreements.....................................................................................................................PW-3 Successful Volunteer Applicants................................................................................................................................................ CW-0-10 Suicide Crime Reports...................................................................................................................................................................... PD-6 Summaries of Crime Reports............................................................................................................................................................ PD-1 Summaries, Traffic............................................................................................................................................................................ PW-9 Summary of Traffic Log of Calls...................................................................................................................................................... PW-22 Supervisors File of Notes............................................................................................................................................................. CW-0-7 Supply Inventories........................................................................................................................................................................ CW-0-5 Surplused Fixed Assets FIN-4 Survey, Questionnaires-City Issued.......................................................................................................................................... CW-0-9 Retention Schedule Index Baldwin Park, CA 34 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^'Û Surveys- Salary......................................................................................................................................................... ......................... P-^ T Tally Sheets.................................................................................................................................................................................... CC-6 Tape Recordings............................................................................................................................................................................... PD-4 Tapes, Audio Boards. Commissions & Committees.................................................................................................................. CW-0-4 Tapes, Back Up................................................................................................................................................................................... IT-1 Task Force, In-House................................................................................................................................................................... CW-0-4 Tax Rebate Files............................................................................................................................................................................... CD-8 Tax Returns...................................................................................................................................................................................... FIN-6 Taxes................................................................................................................................................................................................FI N-1 Taxes, Sales & Use...........................................................................................................................................................................FIN-1 Taxi Operators.................................................................................................................................................................................. PD-1 Telephone Messages................................................................................................................................................................... CW-0-9 Temporary Employees Personnel Files.......................................................................................................................................... RCS-2 Temporary Sales Permits/Events...................................................................................................................................................... CD-6 Tentative Tract Maps TM)................................................................................................................................................................ CD-5 Terminex Contracts contract pest control).....................................................................................................................................PW-11 Testing, Drug Alcohol........................................................................................................................................................................ P-2 Tests P-4 Thank-yous.................................................................................................................................................................................. CW-0-5 Theft Insurance City.......................................................................................................................................................................... P-6 Time Sheets/Edits....................................................................................................................................................... CW-C-3 CW-C-4 Time Sheets/Edits............................................................................................................................................................................. FIN-8 Timing Master File for Traffic Signals................................................................................................................................................ PW-8 TOT...................................................................................................................................................................................................F IN-1 Tract Maps........................................................................................................................................................................................PW-8 Traffic Accident Reports Except Fatal.................-...............................................................................................—........................ PD-8 Traffic Accident Reports Fatal........................................................................................................................................................ PD-8 Traffic Calming..................................................................................................................................................................................PW-8 Traffic Control Database & Work History.......................................................................................................................................PW-21 Traffic Control..................................................................................................................................................................................PW-21 Traffic Daily Journals.......................................................................................................................................................................PW-21 Traffic Log of Calls Summary)......................................................................................................................................................PW-22 Retention Schedule Index Baldwin Park. CA 35 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior wntten consent BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^(Û Traffic Maintenance Logs & Journals..................................................................................................................................... ......... PW-21 Traffic Reports.................................................................................................................................................................................PW-22 Traffic Safety Issues.......................................................................................................................................................................... PW-8 Traffic Signal and Maintenance Contract Administration.............................................................................................................PW-23 Traffic Signals Slights PW-8 Traffic Signals...................................................................................................................................................................................PW-6 Traffic Summaries & Reports............................................................................................................................................................ PW-9 Traffic Timing maintained at signal)................................................................................................................................................. PW-9 Training Courses, Police................................................................................................................................................................... PD-3 Training Records.......................................................................................................................................................................... CW-0-9 Training, Safety............................................................................................................................................................................ CW-0-9 Train-wrecking Crime Reports PD-6 Transaction Histories- Accounting FIN-5 Transaction Statements Accounting............................................................................................................................................... FIN-2 Transit Contracts............................................................................................................................................................................. CEO-1 Transit Maintenance Database & Work History PW-23 Transit Maintenance............................................—......................................................................................................... PW-22 PW-23 Transmittal Letters....................................................................................................................................................................... CW-0-5 Travel Expense Reimbursements..................................................................................................................................................... FIN-1 Treason Crime Reports..................................................................................................................................................................... PD-6 Tree Plans.........................................................................................................................................................................—...........CD-5 Tree Trimming................................................................................................................................................................................... CC-2 Tree Trimming.............................................................................................................................................................................. CW-0-2 Trip Sheets, Dial-a-Ride..................................................................................................................................................................CEO-1 Truss Calculations............................................................................................................................................................................. CD-2 U Uncashed Checks...........................................................................................................................................................——.......FIN-3 Unclaimed Money FIN-3 Undeliverable Envelopes............................................................................................................................................................. CW-0-5 Underground Storage Tanks Replacements. Upgrades.............................................................................................................. PW-13 Uniform Crime Reports PD-1 Unsolved Child Abuse Crime Reports...................................................................................................................——..................... PD-6 Unsolved Elder Abuse Crime Reports PD-6 Retention Schedule Index-Baldwin Park. CA 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 36 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^)Û Unsuccessful Bids or RFQs............................................................................................................................................... .......... CW-0-3 Unsuccessful Court Referral Applications & Agreements.................................................................................................................PW-3 Unsuccessful Volunteer Applicants.............................................................................................................................................. CW-0-9 i i+;i:+;/.-. /"»/-' i Utilities. CC-1 Utilities.......................................................................................................................................................................................... CW-0-1 Utility User Tax Records & Exemptions............................................................................................................................................ FIN-1 V Vacation Time Sales Employee........................................................................................................................................................ P-2 Vacations.......................................................................................................................................................................................... CC-8 Vandalism Reports Public Adults & Juveniles................................................................................................................................... P-6 Vehicle Estimates & Purchases..........-.-.-.......................................................................................................................................PW-13 Vehicle Inspection Logs.................................................................................................................................................................. PW-13 Vehicle Leases.................................................................................................................................................................................. FIN-8 Vehicle Maintenance History........................................................................................................................................................... PW-10 Vehicle Maintenance History........................................................................................................................................................... PW-13 Vehicle Waste.................................................................................................................................................................................PW-20 Vehicles-Impounded-Reports........-.-........................................................................................................................................... PD-7 Vendor Files......................................................................................................................................................................................FIN-1 Vendor List........................................................................................................................................................................................FIN- 8 Video Recordings.............................................................................................................................................................................. PD-4 Voice Mails................................................................................................................................................................................... CW-0-5 Voice Stress Analyzer Police......................................................................................................................................................... PD-3 Voided Demand, Checks & Warrants FIN-3 Volunteer Applications Successful.......................................................................................................................................... CW-0-10 Volunteer Applications-Unsuccessful........................................................................................................................................ CW-0-9 Voter Index Copies............................................................................................................................................................................00-6 Voter Index Originals......................................................................................................................................................................... CC-6 Voter Rosters.................................................................................................................................................................................... CC-6 W W-2's.................................................................................................................................................................................................F IN-8 Warrant Registers.............................................................................................................................................................................FIN-3 Waste Hauler Compliance AB 939............................................................................................................................................... PW-20 Water................................................................................................................................................................................................. CC-1 Retention Schedule Index-Baldwin Park, CA 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 37 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^*Û Water................................................................................................................................................................... ...... Wide Load Permits............................................................................................................................................................................PW-7 Wire Transfers.................................................................................................................................................................................. FIN-2 Wire Transfers................................................................................................................................................................................... FIN-5 Work Assignments............................................................................................................................................................................ PD-3 Work History Fleet...........................................................................................................................................................................PW-13 Work History, Maintenances Environmental.................................................................................................................................. PW-20 Work History, Public Works...............................................................................................................................................................PW-1 Work History, Traffic Control...........................................................................................................................................................PW-21 Work History, Transit Maintenance................................................................................................................................................. PW-23 Work Order Database, Fleet..........................................................................................................................................................PW-13 Work Order Database, Graffiti Removal......................................................................................................................................... PW-15 Work Order Database, Irrigation..................................................................................................................................................... PW-15 Work Order Database, Landscape.................................................................................................................................................. PW-17 Work Order Database, Maintenance & Environmental PW-20 Work Order Database, Public Works................................................................................................................................................PW-1 Work Order Database, Street Maintenance.................................................................................................................................... PW-18 Work Order Database, Traffic Control.............................................................................................................................................PW-21 Work Order Database, Transit Maintenance.............................................................................................. PW-23 Work Order History, Graffiti Removal..............................................................................................................................................PW-15 Work Order History, Irrigation PW-15 Work Order History, Landscape...................................................................................................................................................... PW-17 Work Order History, Maintenances Environmental All............................................................................................................... PW-20 Work Order History, Maintenance & Environmental Partial or No information.............................................................................PW-21 Work Order History, Street Maintenance........................................................................................................................................ PW-18 Work Order History, Traffic Control-All.........................................................................................................................................PW-21 Work Order History, Traffic Control Partial or No information PW-21 Work Order History. Transit Maintenance All............................................................................................................................... PW-23 Work Order History, Transit Maintenance Partial or No information PW-23 Work Orders-Fleet-All information..............................................................................................................................................PW-13 Work Orders Fleet Partial or no information...............................................................................................................................PW-13 Work Orders Graffiti Partial or no information.............................................................................................................................PW-15 Work Orders Irrigation Partial or no information.......................................................................................................................... PW-15 Retention Schedule Index Baldwin Park, CA 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without pnor written consent 38 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^+Û Work Orders Landscape Partial or no information......................................................................................................................PW -17 Work Orders Streets All information..........................................................................................................................................PW-19 Work Orders Streets Partial or no information............................................................................................................................ PW-19 Work Orders.................................................................................................................................................................................... PW-12 Work Orders, Public Works...............................................................................................................................................................PW-1 Work Schedules, Personnel......................................................................................................................................................... CW-0-8 Workers Compensation Files............................................................................................................................................................... P-5 Workers Compensation Insurance City............................................................................................................................................. P-6 Workfare Documentation of Names, hours, timesheets................................................................................................................. PW-5 Workfare Applications & Agreements Successful Applicants......................................................................................................... PW-4 Workfare Applications & Agreements Unsuccessful Applicants..................................................................................................... PW-4 Workfare Quarterly Reports.............................................................................................................................................................PW-5 Working Files See Correspondence CW-0-8 Working Files............................................................................................................................................................................... CW-0-5 Works Orders........................................................................................................................................................................... CW-0-10 X Y Year-end Ledger Reports..................................................................................................................................................................FIN-5 Z Zone Changes Z)............................................................................................................................................................................. CD-5 Zoning Maps..................................................................................................................................................................................... CD-6 Retention Schedule Index Baldwin Park, CA 2004 Gladwell Governmental Services. Inc 909) 337-3516 all nghts reserved Do not duplicate or distribute without pnor written consent 39 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^,Û Ver. 5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE COPIES Page CW-C-1 Office of Classification r^ n x i»- /» j r>D Records Description Retention / Disposition Comments / Reference Reco ro u n File Number Destroy Active lnactive(OFR) C"^) rS"'8^ OD or Mfr) Total Retention Image: Paper Citations to the law are forVital? uw after reference only and not to be Options M=Mfr i^gQ^j o deemed binding on the City) S=Scan QCd? Retentions apply to the department that is NOT the Office of Record OFR) these are photocopies / duplicates. If you are the OFR, refer to your department retention schedule. ffeten^^gg^^g^w^^cg^ since destruction is normally performed by file folder. LitiQation, claims, complaints and/or federal investigations suspend normal retention periods retention beo ns after settlement). When No VA/hon Mn M Personnel / Accident, incident, injury reports: Risk Manag. Gw-c-ool CITY VEHICLES, EQUIPMENT Lon9e^neauireci WIIBH INULonger Required; Mag, Copies retained for reference; Ppr GC 34090.7 When Nn IA/^Q^. hjr^r VV 1 Id 1 11UFinance CW-C-002 Accounts Payable, Invoices, etc. Longer Required Wtldr IwLtLonger Required Yes: Before Mag, Finance Maintains Originals; Payment Ppr GC 34090.7 Agreements & Contracts ALL) When No When No YPS- Bpfnre Mag' Yes- After All agreements and contracts City Clerk CW-C-003 Contract, RFP and Successful Longer Bid if a RFP was issued! Required Longer fiequirotf Yes. Before Yes. After are sent to the City Clerk; GC Completion Inactive g^^ Whpn Nn Whef)No Audits / CAFR Comprehensive Finance CW-C-004 Longer Annual Financial Reports Required LongerRequired Mac1' Copies; GC 34090.7 Ppr Original minutes may be stored in the City Clerk's vault for Boards, Commissions, & Whpn No ni*w PI-I/ PW n nnc Committees: Citizens Advisory City Clerk CW-C-005 Formed by CITY COUNCIL Longer(MINUTES & BYLAWS) Hequired WhenNa Longer Required safekeeping, but are managedYes MfrOD S Yes: After by the staffing P0111171®111; p 2 years Notes taken to facilitate the' writing of the minutes can be destroyed after minutes have been adopted; GC 34090 Boards, Commissions, & When No Whf^n Mn w-riGrii iiU PIA/ P nnfi Committees: External CW-C-006 Longer Organizations e.g. County Board of Supervisors) Required Longer FleqiHred Magl Non-records Ppr When No Finance CW-C-007 Budgets Finals Longer Required Wien No Longer fiequtred' City Clerk maintains originals; * k« J^ o/i Yes: After Final must be filed with CountyFiSTvl i.p00' sfl A^OC,3.»..7,^,539U1 CITY OF BALDWIN PARK, CA 2003 Gladwell Governmental Services, Inc. all nghls reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^-Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD). and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HDD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United $tates Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA). CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC; Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^.Û Ver. 5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE COPIES Page CW-C-2 Office of Classification Record OR Records DescriptionFile NumberActive lnactiv®(OFR) /.n0^ Otf-site. in office) OD or Mfr) RetentiorTotaF Retention i / Disposition Comments / ReferenceDestroy Image:R««^!« i i^/^ Paper Citations to the law are for /•* A Media l=lmport Vital? * after reference only and not to beOptions M=MTr deemed binding on the City) s=scan QC-d? Retentions apply to the department that is NOT the Office of Record OFR) these are photo copies /duplk tes. 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. Litigation, claims, complaints and/or federal investigations suspend normal retention periods f retention bea i———^^——--^.—--^.—-.^-—-— Personnel/ When No CW-C-008 Caims Longer Risk Manag. RequiredCW-C-009 Copies or duplicates of any w^0record RequiredGrievances Escalated toPersonnel CW-C-010 Personnel or Above for pon Disposition Resolution Personnel / When No Risk CW-C-011 Injury reports: EMPLOYEES Longer Management Required When NoCity Attorney CW-C-012 wsu^, Litigation, Pending g^ a lon Upon Settlement) When No Longer RequiredWhen No Longer RequiredUpon OppositionWhen No Longer ReqiHrecf When No Longer Required Upon Settlement) Copies retained in department for 1 year; Risk Management Yes: Before ag) Yes: After administrates claim; City Settlement Settlement Attorney maintains copies of pr lawsuits; GC 34090.7, 34090.6Mag Ppr GC 34090-7Copies; All State and Federal laws require retention until final Yes: Before Mag, disposition of formal complaint; Disposition Ppr State requires 2 years after action is taken; GC 12946, 34090Mag, Copies retained for reference; Ppr GC 34090.7City Attorney is OFR for Yes: Before 9- Yes: After lawsuits; Risk Management Settlement p Settlement administrates claim; GC pr 34090.7,34090.6 City Clerk CW-C-013 o'SoS'"'0"3 / city Attorney whoenngeNro Required When No Longer Required Mag, Mfr, OD, S No GC 34090.7 Ppr CITY OF BALDWIN PARK, CA 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^/Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quaiity Checked, Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC; California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen,; Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC; Uniform Fire Code UPC: Uniform Plumbing Code USC: United States Code US) VC: Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^0Û Ver. 5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE COPIES Page CW-C-3 Office of Classification Record OR Records DescriptionFile Number Inactive OFR) vve. Off-site, moffice) ODorMfr) RetentiorTotef Retention i / Disposition Comments / ReferenceDestroy Image: Madia i imnnrt paDer Citations to the law are for Vital? after reference only and not to be Options M=Mfr gg^ deemed binding on the City)s=scan QC'd? fleten^^w^^wcjgggrtm^ 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. UtKiatjon^a^^^ retention bed Li^^^^^!!i!^i!il^^^»—i^^M^^^^«>^^^MB^^^Mi^^«»^ Transfer to Police CW-C-014 Lost Articles coats, etc.) the Police Department Tranter to the Police DepartmentWhen No Longer ReqwriadWhen No Longer RequiredWhen No LongerRequiredUpon Separation, Send to PersonnelWhen No Longer Required Law requires the City to turn the property over to the Police Department, who retains for 90 days then sells the item at public auction; CCP 2080 et seq. City Clerk CW-C-015 Municipal code these are To^geT coples) Required Return any whole unused codes- i- to the City Clerk; Originals Curren Mfr OD, 1 No by City Oerkorlglnal ppr Permanently; GC 34090 When No CW-C-016 Non-records Longer RequiredWhen No City Clerk CW-C-017 Time Sheets / Edits Longer RequiredPersonnel Files Except for pon Personnel CW-C-018 Police Department and Part-Time P^"0"-Recreation Employees) PersonnelFin.nc. CW«,» S.8;;:"1"' pu'*°" J^0 Published documents, books and pamphlets, etc. printed by outside agencies that do not.„ y- materially impact the conduct of vitr, uu, 1.1- i i- j p the public s business, unusedt3r forms except ballots and as indicated in a retention schedule), etc.; GC 34090 Mag, Yes all) Mfr, OD, S No GC 34090 for Ensure records kept in Department files comply with Before Mag, City policy all originals are sent Separation Ppr to Human Resources, only the Supervisor's file is maintained in departments); GC 34090.7 Yes: Before Mag. Purchasing is OFR; FinancialPayment Ppr S?^.? CITY OF BALDWIN PARK, CA 2003 Gladwelf Governmental Services, Inc. all rights reserved Do not duplicate or distribute without pnor written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^1Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Budding Code USC: United $tates Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC: Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC; Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^2Û Ver. 5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE COPIES Page CW-C-4 Office of Classification Record OR Records DescriptionFile Number Inactive(OFR) Acuve Off-site. 0" office) \ 1 OD or Mfr) RetentiorTotal Retention n / Disposition Comments / Reference, Destroy Image: Mpdia 1-lmnort P®1' Citations to the law are for Vital? u w a^er reference only and not to be Options M=MTr ggg^ deemed binding on the City) S=Scan Q^ g^^^ggg^^^ggg^^^^ Retentions begin when the act is completed, and imply a full file folder e. Q. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention bed ns after settlement). When No City Clerk CW-C-020 Records Destruction Lists Longer Required Wh^nNoLonger ftequkedWhen Superseded Mag' GC 34090.7 Reference Materials: Brochures.LeadDept. CW-C-021 Manuals-policles procedures& when Reports: Produced by OTHER SupersededDepartments Mag' Copies; GC 34090.7 When No City Clerk CW-C-022 Resolutions these are copies) Longer Required When No Longer Reqwred Wb^No Longer fiequtred Mag, Originals maintained by City Yes all) Mfr, OD, S No Clerk Permanently; GC Ppr 34090.7 p, When No Pa roll CW-C-023 Time Sheets / Edits Longer Required Yes- Before Transitory records / source p' * Mag records entered into payroll ymeru database; GC 34090 et seq. CITY OF BALDWIN PARK, CA 2003 Gladwell Governmental Services. Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^3Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwetl Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or Jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC^Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations f§: Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Rousing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United States Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code Wi Vehicle Code CA) CBC: California Building Code CCR; California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^4Û Ver.5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE ORIGINALS Page CW-0-1 Classification OR File Number Office of Record Records Description Retention / Disposition Inactive Off-site, OD or Mfr) Image: l=lmport M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) OFR) Active in office) Totaf Retention Vital? Media Options ffi0ite^^^gg^^g^ggg^^^ 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, Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement).______________ Lead Dept CW-0-001 9 W3' publ•c Notices, etc.) Lead Dept. CW-0-002 Agenda Staff Reports City Council, Redevelopment Agency 2 years Follows retention for subject matter 2 years FOfl^wS retention for subject matter Mag, Ppr Mag, Mfr, OD, Ppr Yes: After 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; GC 34090, 54960.1(c)(1) City Clerk maintains a complete agenda packet 5 years; GC Completion Lead Dept. CW-0-003 Agreements & Contracts INFRASTRUCTURE) Change Orders and Notices of Completion Examples of Infrastructure Architects, Buildings, bridges, covenants / CC&Rs, development, park improvements, property restrictions, reservoirs, sewers. sidewalks, street &. alley improvements, utilities, water, etc.) Completion P Yes: Before Completion Mag. Mfr, OD, Ppr Change Orders and Notices of Completion are considered part of the agreement or contract; All infrastructure, JPAs, & Mutual Aid contracts are permanent for emergency preparedness; Yes: After Statute of Limitations is 4 years; Inactive 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 CITY OF BALDWIN PARK, CA 2003 Gladwell Governmental Services. Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^5Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd==Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations f§: Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC; California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) PA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops, Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United tates Code US) VC; Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^6Û Ver. 5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE ORIGINALS Page CW-0-2 Office of Record OFR) Classification OR File Number Records Description Retention / Disposition Active in office) Inactive Off-site, OD or Mfr) Total Retention Vital? Media Options Image: l=lmport M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Citations to the taw are for reference only and not to be deemed binding on the City) fletenftg^^gg^^^gpa^ Retentions begin when the act is completed, and imply a full file folder e.g. fast document + Utioa^j^f^^ Lead Dept. CW-0-004 Agreements & Contracts NON- INFRASTRUCTURE) Change Orders and Notices of Completion Examples of Non- Infrastructure Consultants, Franchises, Landscaping, Painting, Paving, Tree Trimming, Leases, Personnel, Professional Services, etc.) Completion 10 years Comptetion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S Lead Dept. CW-0-005 Agreements & Contracts: ADMINISTRATIVE FILES NOT funded by a grant Correspondence, Insurance Certificates, Project Schedules. Certified Payrolls, copies of invoices, etc.) Completion 10 years Completion +10 year's Yes: Before Completion Mag, Mfr, OD, S/l Ppr Change Orders and Notices of Completion are considered part of the agreement or contract; Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Yes: After Limitations: Contracts & Inactive Spec's==4 years, Wrongful Death=comp. + 5 years, Developers=comp. +10 years; Statewide guidelines propose termination + 5 years; CCP 336(a),337et.seq.,GC 34090 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. Completion Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP 336(a),337et.seq.,GC 34090 CITY OF BALDWIN PARK, CA 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without pnor written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^7Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the fite remains in the immediate office area Inactive: How long the tile is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For tile folders containing documents with different retention timeframes. use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk. CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United States Code OJS) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC; Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^8Û Ver. 5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE ORIGINALS Page CW-0-3 Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) Classification OR File Number Office of Record Records Description Retention / Disposition Destroy Paper after Imaged & QC'd? Image: Inactive Off-site, OD or Mfr) Media l=lmport Options M==Mfr S=Scan OFR) Active in office) Totat Retention Vital? I I 0.. Q^,^ fieteg^^gfi^^^ggg^^^^ Retentions begin when the act is completed, and imply a full file folder e.Q. last document + 2 years), since destruction is normally performed by file folder. g^^^^^^g^^^^^^^ Lead Dept. CW-0-006 Agreements & Contracts: ADMINISTRATIVE FILES WITH grant funding Correspondence, Insurance Certificates, Project Schedules, Certified Payrolls, copies of invoices, etc.) Also see grant retention, if applicable. Completion 10 years or After Funding Agency Audit, if required, whichever is longer Compfetion +10 years or After Funding Agency Audit, if required, wftiOhev^rtel longer Yes: Before Completion Mag, Mfr, OD, Ppr S/l Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Yes: Upon Contracts & Spec's=4 years, Completion Wrongful Death=comp. + 5 years, Developers==comp. +10 years; Statewide guidelines propose termination + 5 years; 21 CFR 1403.42; 24 CFR 85.42, 91.105(h). & 570.502(b), 29 CFR 97.42, GC 34090 Lead Dept. CW-0-007 CW-0-008 Staffing Dept. CW-0-009 Agreements & Contracts: UNSUCCESSFUL BIDS, and RFQs Request for Qualifications) that don't result in a contract Bids: See Agreements & Contracts Boards, Commissions, & Committees: AUDIO TAPES of Meetings except Council see City Clerk's schedule) 2 years 1 year 2 years Mag, Ppr GC 34090 1 year Tape Mag) City preference only required for 30 days); consistent with City Council policy; GC 54953.5(b) CITY OF BALDWIN PARK, CA 2003 Gladwell Governmental Services. Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^9Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwel! Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute withoul prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC*d=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations f§: Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP; Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United tates Code US) VC* Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^:Û Ver.5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE ORIGINALS Page CW-0-4 Office of Record OFR) Classification OR File Number Records Description Retention / Disposition Active in office) Inactive Off-site, OD or Mfr) Totar Retention Destroy lmage: Paper Vital? Media l=lmport after Options M=Mfr S=Scan Imaged & QC'd? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) netentionsaprjfy^othe department that is the Lead Department'1 or Staffing Department' g^g^^gg^^^^^^gj^^^ Litigation, claims, complaints and/or federal investiciations suspend normal retention periods retention begins after settlement). Staffing Dept. CW-0-010 Boards, Commissions, & Committees: Citizens Advisory Formed by CITY COUNCIL Agendas, Notices, Affidavits of Postings, Proof of Publications, etc.) 2 years 2 years Mag. Ppr Brown Act challenges must be filed within 30 or 90 days of action; GC 34090, 54960.1(c)(1) Staffing Dept. Boards, Commissions, & CW-0-011 Committees: City Council Subcommittees All records) 2 years 2 years Mag, Ppr Subcommittees can not take action alt recommendations go to the full Council; Brown Act challenges must be filed within 30 or 90 days of action; GC 34090, 54960.1 C)(1) Brochures: See Reference Manuals Lead Dept. Lead Dept. CW-0-012 CW-0-013 Cash Receipts Detail / Backup CW-0-014 Committees: Internal attended by employees e.g. Records Management Committee, In- House Task Forces, etc.) 2 years 3 years 2 years /- /. Complaints against Personnel lna Responding) CW-0-015 Disposition + Dept. e.g. misconduct, abuse, etc.) 6 years 5 years 2 years Final Disposition 6 years Mag, Ppr Mag, Ppr Yes: Before Mag, Disposition Ppr Retained in originating department for auditing purposes; GC 34090 GC 34090 Statute of Limitations for public official misconduct is discovery of offense + 4 years State and Fed laws is until final disposition of formal complaint; State requires 2 years after action; EVC 1045, GC 12946. 34090; PC 801.5, 803(c), VC 2547 CITY OF BALDWIN PARK, CA 2003 Gladwell Governmental Services. Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^;Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, uniess the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; indicates the record should be electronically imported into the document imaging system; I" indi< M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk" CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations f§: Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United States Code US) B&P: Business & Professions Code CA) CCP; Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC; Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC. Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^<Û Ver.5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE ORIGINALS Page CW-0-5 Office of Record OFR) Classification OR File Number Records Description Retention / Disposition Active in office) Inactive Off-site, OD or Mfr) Totaf Retention Vital? Media Options Image: l=lmport M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Citations to the law are for reference onfy and not to be deemed binding on the City) flg^^^gg^^^ggg^e/^^ iOotonti/vic hanin whan tha ant ic r^nmnlafaH anri imn/i/ a full fila fnlHar /a n lacf /T//VI imanf Retentions begin when the act is completed, and imply a full file folder e.Q. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods /"=>^"^" ho^.r.*- aft^r oaw-amar^i reten/TonbeowTsa^te^effte^^ LeadDept CW-0-016 Complaints / Service Orders operational) 3 years 3 years Mag Ppr 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 Dept. that Authors Document CW-0-017 CW-0-018 LeadDept. CW-0-019 Contracts: See Agreements Correspondence ROUTINE e g. Administrative, Chronological, General Files, Letters, Memorandums, Miscellaneous Reports, Reading, Working Files, etc.) Correspondence TRANSITORY, not retained in the ordinary course of business e.g. e-mail, calendars, checklists, logs, computer sign- ups, mailing lists, supply inventories, transmittal letters. thank yous, meeting room registrations, requests from other cities, subpoenas, undeliverable envelopes, voice mails, etc.) 2 years When No Longer Required 2 years Mag. Ppr When No Longer ffe^uirect Mag, Ppr GC 34090 If not mentioned here, consult the City Attorney to determine if a record is considered transitory. GC 34090, GC 6252 Lead Dept. CW-0-020 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 CITY OF BALDWIN PARK, CA 2003 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^=Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwetl Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs. source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United $tates Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC: Vehicle Code/CA) CBC; California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^>Û Ver.5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE ORIGINALS Page CW-0-6 Office of Classification Record OR Records DescriptionFile Number Inactive(OFR) y®, Off-site, n office) OD or Mfr) RetentiorTotal Retention fi / Disposition Comments / ReferenceDestroyu^i» i i»«^ Paper Citations to the law are for *. Meoia i=impon Vital? after reference only and not to beOptions M-MTr deemed binding on the City) s=scan QC-d? flete^g^ggg^^^gg^^g^^^ Retentions begin when the act is completed, and imply a full file folder e.Q. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal mvesticjations suspend normal retention penods retention bea ns after settlement). After Grants SUCCESSFUL Reports. Fundingi j r^ * /^*/ r\ i other records required to pass a... Lead Dept. CW-0-021 e funding agency's audit, if 2years Audrt' required) Requlred; Minimum 5years After Funding Agency Audit, if required MNwmt>5 year?2yearsFinal Deposition f-5 /ws Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; CDBG is Annual Performance Report + 4 years; Uniform Admin. Requirements for Grants toMf n s / Yes: when Local Governments is 3 years Inactive from expenditure report or final payment of grantee or subgrantee; HUD requires 3 years; statewide guidelines propose 4 years; 21 CFR 1403.42; 24 CFR 85.42, 91.105(n),& 570.502(b); 29 CFR 97.42, GC 34090^ GC 34090City's Preference; All State and Federal laws require retention Yes: Before Mag, until final disposition of formal Disposition Ppr complaint; State requires 2 years after action is taken; GC 12946,34090 i /4 n * i non Grants UNSUCCESSFULLead Dept. CW-0-022 J,^ correspondence) 2 yearsLead Dept. CW-0-023 Grievances Resolved at Fl^• Department Level 5 years CITY OF BALDWIN PARK, CA 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^?Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Q: Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United tates Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code G'C: Government Code CA) LC; Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code CCR; California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^@Û Ver.5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE ORIGINALS Page CW-0-7 Office of Classification Records Description Record OR File Number Inactive(OFR) /-H^ W-^(in office) QDorMfr) RetentiorTotaF Retention n / Disposition Comments / Referenceimage: Destroy Media l=lmport papet Citations to the law are for Vital? after reference only and not to be Options M=MTr n,aed& deemed binding on the City) S=Scan Qp,^, RetentfonsjiDpl^othedepartment that is the Lead Department'1 or Staffing Department" Retentions begin when the act is completed, and imply a full file folder e. Q. last document + 2 years), since destruction is normally performed by file folder. Utigatjon^jajms^^^ retention beq ns after settlement). Insurance Certificates from. r^ * A, A outside entities that cannot be LeadDept. CW-0-024 2 years 9 years associated with an agreement or contract) 1t yearsWnenNo Longer RequiredWheiTNa Longer Required2 years1 year UponSeparation, Send to Personnel) If you cannot determine what is the lead deoartment. send to Risk Management. Longest,, Mag, Statute of Limitations is 10 Yes: Before Yes: After Completion Inactive Agreement Retention usually filed with agreement); statewide guidelines propose permanent; CCP 337 et seq.; GC 34090 rw 0 n?*. Minutes: See Commissions, Committees and Boards When No Lead Dept. CW-0-026 Newspaper Clippings Longer Required Non-records may be obtained Ppr from the newspaper company; GC 34090 When No CW-0-027 Non-records Longer Required^fflng CW-0-028 Notices: Public Hearing Notices 2 years Published documents, books and pamphlets, etc. printed by outside agencies that do not gf- materially impact the conduct ofMM, UU, i p the publics business, unused pr forms except ballots and as indicated in a retention schedule), etc.; GC 34090 Statute of Limitations on Mag, Municipal Government actions Ppr is 3 6 months; CCP§337 et seq; GC 34090 Personnel Files Supervisors 1 year UponLead Dept CW-0-029 File of notes' P01'3^ into Separation. Annual Performance Appraisals Send to(Except for Police Department) Personnel) Before Notes maintained in a separate Annual Mag, folder to be incorporated into Performanc Ppr performance evaluation; GC e Evaluation 34090 et seq. CITY OF BALDWIN PARK, CA 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^AÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of tiling and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the tile remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For tile folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; indicates the record should be electronically imported into the document imaging system; I" ii M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd==Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC; Uniform Building Code USC: United plates Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA; Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^BÛ Ver.5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE ORIGINALS Page CW-0-8 Office of Record OFR) Classification OR File Number Records Description Retention / Disposition Active in office) Inactive Off-site, 00 or Mfr) Totaf Retention Vital? Destroy Image: y Media l=lmport Options M=Mfr aner S=Scan Imaged & QC'd? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) Retentions apply to the department that is the Lead Department" or Staffing Department Retentions begin when the act is completed, and imply a full file folder e.Q. last document + 2 years), since destruction is normally performed by file folder. LitiQation, claims, complaints and/or federal investiQations suspend normal retention periods retention begins after settlement). Lead Dept. CW-0-030 CW-0-031 Lead Dept. Lead Dept. Lead Dept. CW-0-032 CW-0-033 CW-0-034 Personnel Work Schedules Except for Police Department) Reference Materials: Brochures, Manuals, Policies, Procedures & Reports: Produced by OUTSIDE ORGANIZATIONS League of Catifomia Cities, Chamber of commerce, etc.) Reference Materials: Brochures, Manuals. Policies, Procedures & Reports: Produced by YOUR Department Reference or Working Files: See Correspondence_ Reports and Studies Historically significant) Reports and Studies other than CW-0-035 Historically significant reports e.g. Annual Reports) 2 years When No Longer Required Minimum of 2 years 10 years 10 years Lead Dept. CW-0-036 specia} Eventpermits and Insurance Certificates Lead Dept. CW-0-037 Subpoenas 4 years 2 years P 2year$ When No Longer Reqairecf Minimum of 2 ar$ P 10 years 4 years 2 years Yes: Before Event Mag, Ppr Mag, Ppr Mag, Ppr Mag, Mfr. OD, Ppr Mag, Ppr Mag, Mfr, OD, Ppr PEL S/l Yes: After GC 34090 Non-Records Statewide guidelines propose superseded + 2 or 5 years; GC 34090 Administratively and Historically S significant, therefore retained 10 years permanently^GC 34090 Information is outdated after 10 years; statewide guidelines propose 2 years; If historically significant, retain permanently; GC 34090 Statute of Limitations any liability founded upon an instrument in writing11 or not specifically provided for is 4 years; GC 34090. CCP 337, 343 GC 34090 No CITY OF BALDWIN PARK, CA 2003 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^CÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business; Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged fie QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"), Legend for legal citations f^: Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC; Penal Code CA) UBC: Uniform Building Code USC: United States Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC: Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^DÛ Ver. 5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE ORIGINALS Page CW-0-9 Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) Classification OR File Number Office of Record Records Description Retention / Disposition Destroy Paper after Image: Inactive Off-site. OD or Mfr) Media l=lmport Options M=Mfr OFR) Active in office) Totaf Retention Vital? s•sc- s' Retentions apply_tq the department that is the Lead Department'1 or Staffing Department'1 Qe^en^orfsJ^eg^^e^ LitiQation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). \LitiQation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). Lead Dept. CW-0-038 CW-0-039 Surveys / Questionnaires that the City issues) Tapes: See Boards & Commissions 2 years $ years Mag, Ppr GC 34090 Lead Dept. CW-0-040 Telephone Messages When No Longer Required When No Longer Required Ppr Lead Dept. CW-0-041 Training Attendance Rosters, Outlines and Materials; includes safety training) 2 years 5 years 7 years Mag, Mfr, OD, Ppr S Yes: When Inactive Volunteer Applications & Lead Dept. CW-0-042 Agreements Unsuccessful Applicants 3 years 3 years Ppr As long as they 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 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; 8 CCR 3203, 29 CFR 1627.3(b)(ii),GC 12946, 34090 Courts treat volunteers as employees; 29 CFR 1602.31 & 1627.3(b)(ii),8 CCR 3204(d)(1)etseq.,GC 12946,34090 CITY OF BALDWIN PARK, CA 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^EÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; t" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Qua!ity Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB; Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United $tates Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^FÛ Ver.5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE ORIGINALS PageCW-O-10 Off ice of Record OFR) Classification OR File Number Records Description Retention / Disposition Inactive Off-site, OD or Mfr) Image: l=lmport M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) Active in office) Total Retention Vital? Media Options QG'd? to the department that is the Lead Department" or Staffing Department" gj^^^^^gtetec^/Tcfm^^ Retentfonsapply r'f)fnr\laintc anrl/r^r fariaral inuactinafinnc cucrwnH nnrma/ rafanfir^n rtori/v/c /rafantinn haninc affar cafflamanf} Lead Dept. Dept. Providing Service / Work Volunteer Applications & CW-0-043 ree^6 ncludes emergency contact information) Successful Applicants Work Orders / Service Requests Internal department providing CW-0-044 service retains originals; 3 years department requesting service is considered a copy) Inactive / Separation 3 years Mag, Mfr, OD, Ppr 3 years Mag Ppr Courts treat volunteers as employees; EEOC/FLSA/ADEA Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Yes: 1 year 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)etseq.,GC 12946, 34090; 29 USC^113 Consistent with operational complaints; CCP 338 et seq., 340 et seq., 342, GC 945.6, GC 34090 CITY OF BALDWIN PARK, CA 2003 Gladwell Governmental Services, Inc." all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^GÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United $tates Code US) VC: Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^HÛ Ver.2.1 RECORDS RETENTION SCHEDULE: CHIEF EXECUTIVE OFFICER Page CEO-1 Office of Classification x * x. * Records Description Retention / Disposition Comments / ReferencenCCOrO Un File Number Inactive(OFR) f^^ Off-site, n office) o^^fr) Total Retention Image: Destroy Media Mmport Paper after citat'ons tolthe^wareforrefmnw vltal? Options M=Mfr Imaged & S=Scan QC'd? ff the record is not listed here, refer to the Retention for City- Wide Standards ffetentong^ggwn^7g/7j^eacf^ a fullfife folder e.g. last document +^ears)^ince destruction fs normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). Chief Executive CEO-001 Baldwin Park NOW Newsletter) P Officer P Mag, Mfr, Department Preference Historical OD, Ppr Value); GC 34090 Chief Chief Executive Officer and City Department Preference to match Executive CEO-002 Council Correspondence Chron 4 years 4y©ar$ Mag, Ppr Council Member terms; GC Officer File) 34090 Chief Executive CEO-003 Dial-a-Ride Trip Sheets 2 years 2 years Mag, Ppr GC 34090 Officer ExeSL CEO-004 Legislation State & Federal positions Officer approved by Council) 2 years Mag, Ppr GC 34090 Minimum 2 MNmu^2 Chief Projects & Issues Issues and/or years, or years, or Yes: While Executive CEO-005 projects will vary over time e.g. until no until no Active Mag, Ppr GC 34090 Officer Library, etc.) longer longer Issues neooeo needed Chief" Executive CEO-006 Public Relations / Press Releases 2 years 2 years Mag, Ppr GC 34090 officer Statute of Limitations is 4 years Errors & Omissions does not apply); Statewide guidelines propose completion + 5 years for Chi^f non-capital improvement contracts cs^..*!.^ r-cr\ rim- Transit Contracts Dial-a-Ride, Fixed CompletionCXGGUTIVe \j C.\J~\J\) 1 Completion Yes: Before Mag, Mfr. Yes: After & completion + 4 years for Q^^ Transit, etc.) + 5 years + 5 years Completion OD, Ppr Inactive transportation and concessionaire agreements. Statute of Limitations is 4 years; 10 years for Errors & Omissions; CCP 337. 337.1 a), 337.15, 343; GC 34090 CITY OF BALDWIN PARK, CA 2003 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^IÛ RECORDS RETENTION SCHEDULE LEGEND 8004 Gladwell Governmental Services, Inc 909) 337-3516 all nghts reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the tile is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P; Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC; California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC. Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S; Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC; Uniform Fire Code UPC: Uniform Plumbing Code USC: United States Code US) VC; Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^JÛ Ver. 4.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive/ CD or Mfr Total Retention I Vital? Media Options Image: l=lmport M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) If the recordjsnot listed here, refer to the Retention for City-Wide Standards flete/T^^gg^^jg^^^^g^ Liticiation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). City Clerk CC-001 Agenda Packets after 2003 prior to 2003, packets were tiled by subject matter see Citywide schedule) Mag. Mfr, OD, Ppr S Department Preference; Agenda Packets after 2003 are imaged and retained permanently. Prior to) Yes: After 2 2003, the Agenda Packets were years filed by subject matter, and the Lead Department was responsible for maintaining it for its retention period; GC 34090 et seq. City Clerk CC-002 Agreements & Contracts Approved by Council: ALL LAND AND INFRASTRUCTURE: Architects, Buildings, bridges, covenants / CC&Rs, development DDAs). Owner Participation Completion OPAs). park improvements, + 2 years property restrictions, reservoirs. sewers, sidewalks, street & alley improvements, utilities, water. Exceptions: Demolitions, landscaping, street paving Yes: Before Completion Mag, Mfr. OD, Ppr All infrastructure, JPAs. & Mutual Aid contracts are permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years Yes: After for Errors & Omissions; land Inactive records are permanent by law; CCP 337. 337.1 a). 337.15, 343; GC 34090, Contractor has retention requirements in 48 CFR 4.703 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^KÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Sen/ices, Inc. 909) 337-3S16 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the tile is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P s Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations 5: Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United States Code US) B&P: Business & Professions Code CA) CCP; Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^LÛ Ver.4.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Comments / Reference Active in office) Inactive / CD or Mfr Total Retention Vital? Image: Destroy Media Mmoort Paner after Citations to the law are for reference Media i-imporr paper aner n^^n h.nH,nn r Options M=Mfr Imaged & S=Scan QC'd? only and not to be deemed binding on the City) If the /•iggQr]Q[jg_ngffetecfAe^^^^ the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e.Q. last document + 2 years), since destruction is normally performed by file folder. I i.-———^;-*—— JA.———A J—.'—J— A__J/___ f^. J^._——l A'———A;——— 1 A——A;—— *_ /-—A- A'——— 1- *—--— AA*_——— jl g^^^^^^g^^^^^ City Clerk CC-003 Agreements & Contracts Approved by Council- NON- INFRASTRUCTURE: Consultants, Franchises, Landscaping, Painting, Slurry Seals Paving), Tree Trimmtng. Leases, Personnel, Professional Services, Not Infrastructure projects) Completion + 2 years 8 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr Statewide guidelines propose completion + 5 years for non- capital improvement contracts & completion + 4 years for Yes: After transportation and concessionaire Inactive agreements. Statute of Limitations is 4 years; 10 years for Errors & Omissions; CCP 337. 337.1 a), 337.15, 343; GC 34090 City Clerk City Clerk City Clerk City Clerk Agreements & Contracts CC-004 Approved by Council: Joint Powers Agreements JPAs) CC-005 Annexations Superseded + 2 years r^ Audio Recordings of Council and cc-006 Redevelopment Meetings 1 year Lead Dept. CC-007 CC-008 City Clerk CC-009 Bids Council-approved: Unsuccessful Successful bids are filed with the appropriate agreement or contract^_ Boards, Commissions & Committees APPLICATIONS: APPOINTED Boards, Commissions & Committees APPLICATIONS: UNSUCCESSFUL 2 years Duration of Office + 4 years 2 years P P 1 year 2 years Duration of Off.fce+4 years 2 years Mag, Ppr Mag, Ppr Yes- Before Mag*Mfr) S Before p S Expiration_ Mag, Mfr, OD.Ppr b/ Mag Mag, Ppr No Yes Administrative &. legal value Emergency Preparedness). GC 34090 Land Records; GC 34090 Per existing Council Policy; only required for 30 days); GC 54953.5(b) GC 34090 Statute of Limitations: Public official misconduct is discovery of offense + 4 years, Statewide guidelines propose Appointment + 5 years; GC 34090; PC 801.5, 803c GC 34090 et seq. CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all nghts reserved Do not duplicate or distribute without pnor written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^MÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend tor legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United $tates Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney Genera! Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^NÛ Ver.4.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Classification Record OR File Number pp. Active Inactive / in office) CD or Mfr RetentioTotal Retention n / Disposition Comments / ReferenceImage: Destroy,..,., Media l=lmport Paperafter cltatlons to thelaware preference Vital? only and not to be deemed binding on Options M=Mfr Imaged & S=Scan QC'd? If the record is not fisted here, refer to the Retention for City-Wide Standards Qe^en^onsJ^egjn^er^e^^^ Utigatjor^a^^ retention beains after settlement). City History, Historical Records City Clerk CC-010 e.g. Incorporation, City Seal, P Redistncting, etc.)Personnel When No / Risk CC-011 Claims Longer Manag. RequiredCity Clerk CC-012 Council Oaths of Office Separation + 6 yearsEconomic Interest Filings FPPC 700 Series Forms Statement of *.. Economic Interests): City Clerk CC-013 DESIGNATED EMPLOYEES 7years(specified in the City's Conflict of Interest code) PWhen No Longer RequiredSeparation 4 6 years7 y^ars City Clerk determines historical significance; records can address., a variety of subjects and media. Mag. Mfr, / i 1-1 p S No Some media e.g. audio and video' tape) may be limited because of the media's life expectancy; GC 34090Yes: Until Mag, Mfr, Yes: After non 7 Settlement OD. Ppr s Settled Copies, GC 34090.7Statute of Limitations: Public official misconduct is discovery of offense + 4 years, retirement Mag, Mfr, Yes: When benefits is 6 years from last action; OD, Ppr Inactive statewide guidelines propose Termination + 6 years; GC 36507, 34090; PC 801.5, 803(c);29USC1113Mag, Mfr, After 2 City maintains original statements; OD, Ppr years GC 81009(e)(g) CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^OÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quaiity Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"), Legend for legal citations $: Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC; Uniform Building Code USC: United States Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code-(CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^PÛ Ver.4.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Comments / Reference Active in office) Inactive / CD or Mfr Total Retention Vital? Image: Destroy Media S^^^S^n Options M=Mfr Imaged & QCW M=Mfr S=Scan /^?ere^^^^j^g^^^^ Retentions begin when the act is completed, and imply a full file folder e.Q. last document + 2 years), since destruction is normally performed by file folder. gg^^g^^g^jg^^a^^^ City Clerk CC-014 Economic Interest Filings FPPC 700 Series Forms Statement of Economic Interests): PUBLIC OFFICIALS elected & not elected. Includes City Council Members, Planning Commission Members, City Manager, City reasurei^^jt^ttorney) 4 years 4yeay$ Mfr, OD. Ppr After 2 years City maintains copies only; origina statements are filed with FPPC; GC§81009(f)(g) ELBCTIONS City Clerk CC-015 Absentee Applications, Report of Absentee Applications 6 mo. 6 mo. City Clerk CC-016 Absentee Identification Envelopes City Clerk City Clerk" City Clerk City Clerk City Clerk City Clerk CC-017 CC-018 CC-019^ CC-020 CC-021 CC-022 Assessment District Ballots Prop. 218 proceedings e.g. Community Services Districts, Lighting Districts, Maintenance Districts, etc.) Ballots After Election Ballots After Recount 6mo. 6 mo. 6 mo. 6mo. Campaign Filings FPPC 400 Series Forms): UNSUCCESSFUL CANDIDATES Campaign Filings FPPC 400 Series Forms): OTHER COMMITTEES PACS not candidate-controlled)_ Campaign Filings FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK copies) 5 years 7 years 4 years 6mo. mo* 6mo. 6mo. 5 years 7years 4 years Ppr Ppr Ppr Ppr Ppr Ppr EC 17505 EC 17302 Treated as other ballots; Statewide guidelines propose permanent; EC 17302. 17306; CA Constitution Art. XIII Mfr, OD. Ppr Mfr, OD, Ppr S After 2 years After 2 years EC 117302 EC 17306 Paper must be retained for at least| 2years;GC§81009(b)(g) Paper must be retained for at least] 2years;GC§81009(c)(g) Paper must be retained for at least) 2years;GC§81009(b)(g) CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^QÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"), Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP; Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S; Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC; Uniform Plumbing Code USC.: United $tates Code US) VC* Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^RÛ Ver. 4.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Comments / Reference Active in office) Inactive/ CD or Mfr Total Retention Vital? Image: Destroy Media Mmport Paperafter Citations to the law are f^^^ only and not to be deemed binding on Options M=Mfr Imaged & S=Scan QC'd?____________________ If the record is not listed here, refer to the Retention for City-Wide Standards fleten^^gg^^g^^^^g^g^^^ Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). City Clerk City Clerk City Clerk City Clerk City Clerk City Clerk Campaign Filings FPPC 400 CC-023 Series Forms): SUCCESSFUL 2 years CANDIDATES Elected Officials) CC-024 Certificates of Election CC-025 Challenged & Assisted Voters List CC-026 CC-027 CC-028 Duration of Office + 4 years Elections GENERAL, WORKING or ADMINISTRATION Files Correspondence, Precinct Workers, County Election Elections HISTORICAL File Sample ballot, all Resolutions calling the election, canvass, etc., election summary) Inspector Receipts for Ballots 2 years 8 years 6mo. P 6mo. Duration of Office+4 years 6mo. 2:y^rs P 6mo. Mfr, OD, Ppr Mag. Mfr. OD, Ppr Ppr Mag, Ppr Mag, Mfr. OD, Ppr Ppr S After 2 years No S No Paper must be retained for at least) 2 years; CCP§583.320(a)(3); GC 81009(b)(gL Department Preference; No specific legal requirement; Statewide guidelines propose 4 years; GC 34090 If uncontested, EC 17304 Used for a model for the next election, GC 34090 Retained for Historical Value, GC 34090 EC 17302. 17306 City Clerk CC-029 Nomination Papers: SUCCESSFUL CANDIDATES Duration of Office + 4 years Duration of Offw+4 years Mag. Mfr, OD, 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 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distnbute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^SÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwetl Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples; Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United States Code US) B&P; Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^TÛ Ver.4.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Comments / Reference Active in office) Inactive / CD or Mfr Total Retention Vital? Image: Destroy Media l=lmport Paper after rQte^sto?etewarefor^efe^ence Options M=Mfr Imaged & only and not to y^ng on S=Scan QC'd? ///fte/^g^^g^te^g^jgfe^^ Retentions begin when the act is completed, and imply a full file folder e.Q. last document + 2 years), since destruction is normally performed by file folder. Lrf^^^^^g^^^^fe^ Fitv Clerk CC 030 Nomination Election + 4 City Clerk CC-030 UNSUCCESSFUL CANDIDATES years City Clerk CTy Clerk City Clerk City Clerk_ City Clerk City Clerk Nomination Papers: ISSUED, City Clerk CC-031 DID NOT QUALIFY AS A CANDIDATE e.g. not returned) City Clerk CC-032 Petitions Initiative Recall or Referendum) 2 years 8mo. CC-033 Precinct Maps 2 years CC-034 CC-035 CC-036 CC-037 CC-038 Precinct Officer Appointments Roster of Voters Tally Sheets^ Voter Index Copies used as the Voting Record at Polling Places VoteMndexOngjnal 6mo. 5 years 6 mo. 6mo. years Election + 4 years 2 years 8mo. 2 years 6im &year$ 6mo. 6mo. 5 years Mag, Ppr Mag. Ppr Ppr Mag, Ppr PPT Mag, Mfr, OD. Ppr Ppr 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 17100 GC 34090 Not accessible to the public: The 8 month retention applies after election results, or final examination if no election. Applies) unless a legal/FPPC proceeding. EC 17200.17400 No specific legal requirement; Statewide guidelines propose 2 years; County Clerk sends to Secretary of State; EC 17501, GC 34090 EC 17503 EC 17300 EC 17304 EC 17304 C 17001 End of Elections Section) CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^UÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs. source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United $tates Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicte Code fCA) CBC: California Building Code CCR: California Code of Regufations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^VÛ Ver.4.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Classification Record OR File Number OFR) Active Inactive / Records Description Retention / Disposition Comments / Reference Image: Destroy Media l=lmport Paper after citatlons tothe^farQ nce Total Options M=Mfr lmaged& Y^^^^^^^ in office) CD or Mfr Retention Vital? S=Scan QC'd? ffthe recordjsnoijisted here^refer to the Retention for City-Wide Standards Retentjons^egirjvvhen the actjs completed, and imply a full file folder e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention penods retention begins after settlement). City Clerk City Clerk City Clerk City Clerk City Clerk City Clerk City Clerk CC-039 CC-040 CC-041 CC-042 CC-043 CC-044 CC-045 Historical Rosters of Mayors. City Council, Boards and Commissions Legal Opinions / City Attorney Opinions Minutes: City Council, Redevelopment, Housing Finance Authority, all Citizens Advisory Boards, Commissions and Committees Municipal Code Administration, Distribution, etc. Municipal Code and History File always retain 1 supplement)^ Ordinances City Council. redevelopment Petitions submitted to Council on any subject e.g. stop sign requests. See Elections for Initiative, Recall or Referendum petitions) 2 years 10 years 10 years 2 years P P 1 year City Clerk CC-046 Proof of Publication City Clerk) 2 years City Clerk CC-047 Public Records Request Forms 2 years 2 years P P 1 year 2 years years Yes all) Yes all) Yes all) Mag, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag, Ppr Mag, Mfr, OD. Ppr Mag, Mfr. OD, Ppr Ppr Mag, Mfr, OD, Ppr Mag. Ppr No Historical Value; GC 34090 Administrative and Historical Value; GC 34090 No GC 34090 GC 34090 No GC 34090 No GC 34090 et. seq. Law requires 1 year for petitions; GC§50115 Statute of Limitations for mailings for annexations, special districts, bonds is 60 days; Municipal Government actions is 3 6 months; CCP 337 et seq. 349.4; GC 34090 GC 34090 CITY OF BALDWIN PARK, CA. 2Q03 Gladwell Governmental Services, Inc. alt rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^WÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc 909) 337-3516 all nghts reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number), Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC*d=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations $: Section) B&P; Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA; Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HDD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United States Code US) VC; Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^XÛ Ver. 4.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Classification Record OR Fife Number OFR) Records Description Retention / Disposition Comments / Reference Image: Destroy Media Mmport Paper after fote^sto^.awa^flfo^^^^^ Active Inactive/ Total in office) CD or Mfr Retention only and not to be deemed binding on Vital? Options M=Mfr Imaged & ity) S=Scan QC'd? /f//7efeco/irf^snoffeted^^ flere/T^^gg^^g^^^ Litigation, claims, complaints and/or federal investigations suspend normal retention penods retention begins after settlement). City Clerk CC-048 City Clerk City Clerk CC-049 CC-050 Recorded Documents: Deeds. Abandonments, Easements, Vacations, Deed Restrictions, Covenants^ etc. Records Destruction Lists Records Retention Schedules 2 years 2 years 10 years City Clerk CC-051 Resolutions City Council, Redevelopment, Housing Finance Authority 2 years P Yes alt) Mag, Mfr, OD, Ppr Mag, Ppr Mag, Mfr, OD. Ppr Mag, Mfr, OD, Ppr S/l No Yes: After Inactive No GC 34090 etseq. GC 34090 GC 34090 GC 34090 et. seq. CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services. Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^YÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business; Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualities as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; S" ii I" in M" indicates the record should be microfilmed indicates the record should be electronically imported into the document imaging system; Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC- United tates Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S; Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ZÛ Ver. 5.1 RECORDS RETENTION SCHEDULE COMMUNITY DEVELOPMENT Page CD-1 Office of Classification Record OR Records DescriptionFile Number,QCD\ Active Inactive / in office) OD or Mfr RetentioTotal Retention n / Disposition Comments / Reference, Destroy Image: Madia i imnnrt aPer Citations to the law are for reference Vital? M®alB POIT after only and not to be deemed binding on Options M.Mfr S=Scan Q^ If the recordjsnot listed here, refer to the Retention for City-Wide Standards ffetenjjg^^gg^^jg^^^^^ Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention beqins after settlement). BUH-DINO& SAFETY Comm. Develop. Building Permits and Drawings / Building L'-uul Street File") r & SafetyComm. wVhpn NQ Develop. Building Permits Correction / Building Notices, Plan Check Comments ger &Safety Comm. Develop, p- Certificates of Occupancy / Building Commercial and New Homes & Safety Comm. Develop. Home Occupation Permits filed in Termination Termlnatlon/ Building CD-004 the Street File) of Business of Buslness & Safety +2 years PWhen No. Longer RequiredPTermination of 6usin6$$ + 2 yeara2 years P Department Preference; Statewide guidelines propose permanent;v^o f^i\ ufr^n Q Yes: 1 laws requiring retention address Yes all) Mfn OD, S p,^ 3 pr 106.4.2, GC 34090. H&S 19850Yes: Until Transitory records not retained in Permit Mag, Ppr the ordinary course of business; Issued GC 34090 et seq.Mag, Department Preference; Statewide Yes all) Mfr, OD, S guidelines propose life of building; Ppr year GC 34090Yes: Until Mag, Termination Mfr, OD, S/l GC 34090 of Business Ppr year Comm. Develop. Month-end Reports copy of permits / Building uu-uuo and inspection lists) years & Safety Comm. Develop. Recorded Documents: Liens, Completion / Building Releases, Abatements, etc. + 90 days & Safety Mag, Ppr GC 34090 et seq.Mag, Yes all) Mfr, OD, S No GC 34090 Ppr CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^[Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwetl Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or Jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fjre Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S; Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty, Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) * UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC- United tates Code US) VC* Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^\Û Ver. 5.1 RECORDS RETENTION SCHEDULE COMMUNITY DEVELOPMENT Page CD-2 Off ice of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive / 00 or Mfr Total Retention Vital? Media Options Image: l=lmport M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) /^/Tere^^^^g^g^^ 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. ga^^^g^g^g^ff^^^ Comm. Develop. / Building & Safety Comm. Develop. / Building & Safety Comm. Develop. / Building & Safety Comm. Develop. / Building & Safety CD-007 CD-008 CD-009 CD-010 Street Files / Plans / Drawings COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION includes soils reports, energy calculations, commercial structural plans, commercial structural calculations) Street Files / Plans / Drawings EXPIRED PERMITS AND PLAN CHECKS other than site. grading and septic plans) Street Files / Plans / Drawings EXPIRED PERMITS AND PLAN CHECKS site, grading, PERC, and septic plans) Street Files / Plans / Drawings RESIDENTIAL other than site, selected floor, grading and septic plans. Includes soils reports, energy calculations, structural plans, structural calculations, truss calculation) Completion + 90 days 2 years Completion + 90 days Completion + 90 days 2year& Completion +90 days Mag, Yes all) Mfr, OD, S Ppr No Yes all) Mag, Ppr Yes all) Mag, Ppr Mag, Yes all) Mfr, OD, S Ppr Department Preference; Law requires for the life of the building for commercial only; Statewide guidelines propose 2 years for blueprints & specifications; UBC and UAC require 90 days from completion date for residential and appurtenances; UAC 303.2; UBC 106.4.2; H&S§19850, GC 34090 Department Preference; Permits expire if work is not commenced within 180 days, and may be extended if requested; UAC j303.4;^C 34090 Department Preference; Permits expire if work is not commenced within 180 days, and may be extended if requested; UAC 303.4; GC 34090 Department Preference; Law requires for the life of the building for commercial only; Statewide guidelines propose 2 years for Yes: After blueprints & specifications; UBC 1 year and UAC require 90 days from completion date for residential and appurtenances; UAC 303.2; UBC 106.4.2; H&S§19850,GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior wntten permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^]Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"), Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC; Penal Code CA) UBC: Uniform Building Code USC: United States Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC: Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^^Û Ver 5.1 RECORDS RETENTION SCHEDULE COMMUNITY DEVELOPMENT Page CD-3 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive / 00 or Mfr Total Retention Vital? Media Options Image: l=lmport M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) lfthe_ecor^J^o^^e^^ 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. oafw^^j^g^^^^^ Comm. Develop. / Building & Safety Project Files / Plans / Drawings CD-011 RESIDENTIAL selected floor, site, grading, PERC, and septic plans) Completion + 90 days P Yes all) Mag, Mfr, OD, Ppr S No Department Preference; Law requires for the life of the building for commercial only; Statewide guidelines propose 2 years for blueprints & specifications; UBC and UAC require 90 days from completion date for residential and appurtenances; UAC 303.2; UBC 106.4.2; H&S§19850, GC 34090 CODEENFORCEMEMT Comm. Develop. /Code Enforce. CD-012 Code Enforcement Case Files In street files) Resolution / Payment + 2 years 3 years ResolutiorW Payment + $ years Yes: Until Resolution Mag, Mfr, OD, Ppr Yes: 1 year Department Preference to cover those cases that are CDBG- related; Case is open until satisfactorily resolved some liens are not resolved); City Clerk maintains original staff reports and resolutions that are presented to Council; 21 CFR 1403.42; 224 CFR 85.42. 91.105(h),& 570.502(b); 29 CFR 97.42, GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^_Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services Inc 909)3373516 all nghts reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy" Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk Classification: The method of filing and retrieving records File Number) Most will be alphabetical, some will be numeric, geographic, or subject Records Description / Folder Subject: The record series a group of like records) Transitory Records not retained in the ordinary course of business Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value Examples Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc Retention/Disposition: Active How long the file remains in the immediate office area Inactive How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time P Permanent Indefinite No fixed or specified retention period, used for databases, because the data fields are interrelated Vital? Those records that are needed for basic operations in the event of a disaster Media Options The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc Mfr== Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not ailow changes Scan / Import: S" indicates the record should be scanned into the document imaging system, I" indicates the record should be electronically imported into the document imaging system, M" indicates the record should be microfilmed Destroy Paper after Imaged &. QC'd' QC'd==Quality Checked Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd") Legend for legal citations Section) B&P Business & Professions Code CA) CBC California Building Code CC Cm! Code CA) CCP Code of Civil Procedure CA) CCR California Code of Regulations CA) CFC California Fire Code CFR Code of Federal Regulations US) EC Elections Code CA) EVC Evidence Code CA) FA Food & Agriculture Code FC Family Code CA) FTB Franchise Tax Board CA) GC Government Code CA) H&S Health & Safety Code CA) HUD Housing & Urban Develop US) LC Labor Code CA) Ops Atty Gen Attorney General Opinions CA) PC Penal Code CA) R&T Revenue & Taxation Code CA) UAC Uniform Administrative Code UBC Uniform Building Code UFC Uniform Fire Code UPC Uniform Plumbing Code USC United States Code US) VC. Vehicle Code CA) W&l Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^`Û Ver.5.1 RECORDS RETENTION SCHEDULE COMMUNITY DEVELOPMENT Page CD-4 Office of Classification Records Description Record OR RetentioTotal Retention n / Disposition Comments / Reference File Number——p. Active Inactive / / in office) OD or Mfr Destroyn^^!« i i»,»^"+ Paper Citations to the faw are for reference M'^. in Media l=lmport Vital? after only and not to be deemed binding on Options M-Mfr s=scan 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. Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). PLANNING Comm. Develop. CD-013 Aerial Maps 2 years P / Planning P Mag, Yes all) Mfr, OD, S No GC 34090 Ppr Comm. When No r* r^ r^AA Alcoholic Beverage License Develop. CD-014 Longer Application Copies / Planning rr RequiredComm. Develop. CD-015 Annexation / Deannexation Files P / Planning When No Longer RequiredPWhen No Longer Required When No Longer RequiredPWtWiNO Longer RequiredP Ppr Non-records»« Department Preference; City Clerk wv^0' s No is OFR;GC 34090.7 When No CD-016 Assessor Parcel Information Longer Required When No CD-017 Census, Demographics Longer RequiredCity Clerk CD-018 Deed Restrictions / Covenants 2 years P Mag- County Assessor is OFR; GC u' 34090 etseq..,, ag'-. Census Bureau is OFR; GC Mf^D• 34090 etseq.„ Mag, Q Department Preference; City Clerk es all/ Mfr, OD, INO is OFR; GC 34090.7 Comm. Environmental Determinations: Develop. CD-019 E"vronmental Impac Reports/ Planning EIRS). e arations. etc. 9 Outside City boundaries Non-records those inside the Ppr City's boundaries are filed in the project or street file) cSp. CD-020 General Plan Elements and /Planning Amendments Department Preference; City Clerkv / m njHr^n c/i Yes: After Maintains originals of all Yes all) Mfr, OD, S/l x x-i p Amended documents that were presented topr Council; GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services. Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^aÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy," Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations f§: Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HDD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United States Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code/CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^bÛ Ver.5.1 RECORDS RETENTION SCHEDULE COMMUNITY DEVELOPMENT Page CD-5 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive / OD or Mfr Total Retention 1 Vital? Media Options Image: l=lmport M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) If the record is not listed here, refer to the Retention for City-Wide Standards fleten^^gg^^g^^^^^m^^ Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). Comm. Develop. / Planning CD-021 Master Plans e.g. Park, Downtown. Trees, etc.) P P Mag, Mfr, OD, Ppr Yes: After Inactive S GC 34090 Comm. Develop. / Planning Comm. Develop. / Planning Comm. Develop. / Planning Comm. Develop. Planningi CD-022 CD-023 CD-024 CD-025 Planning Commission Audio Recordings Planning Commission Minutes, Resolutions Planning Files Includes Associated CEQA Noticing. Environmental Determinations, Plans & Maps): Administrative Adjustments AA), Development Plans DR). Zone Changes Z), Conditional Use Permits CP), Amendment to the Zoning Code ZC), Amendment to the General Plan AGP). Parcel Maps PM), Specific Plans SP), Subdivision Maps, Tentative Tract Maps TM), etc. Real Estate Appraisal Reports: Property NOT purchased or sold 1 year 2 years P 2 years 1 year P P 2 years Mag Mag, Yes all) Mfr. OD, Ppr Yes: Until Completed Mag, Mfr, OD, Ppr Mag, Ppr Consistent with Citywide standards; only 30 days is required); GC 54953.5(b) Department Preference Copies); Yes: When City Clerk Maintains originals of all Inactive documents that were presented to Council; GC 34090 Projects have a 2 year vesting applicant must pull permit within 2 years) those applications in which the applicant does not follow) through with permit may be destroyed after the vesting period Yes: When has expired. Some permits must Inactive obtain Council approval, and therefore the City Clerk becomes office of record for material presented to Council; Department maintains complete files for administrative purposes; GC§§34090,34090.7 Not accessible to the public; Statewide Guidelines show 2 years; GC 34090, 6254(h) CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^cÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject, Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC*d=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC; Uniform Building Code USC,- United States Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC: Vehicte Code CA) CBC: California Building Code CCR; California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^dÛ Ver. 5.1 RECORDS RETENTION SCHEDULE COMMUNITY DEVELOPMENT Page CD-6 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active Inactive / in office) 00 or Mfr Retention Total Vital? Image: Media l=lmport Options M=Mfr S=Scan Comments / Reference Destroy Paper Citations to the law are for reference after only and not to be deemed binding on Imaged & the City) QC'd? /^Tereco^^^fete^^^ flete^^^gg^^g^^^^g^^^ Lrfroa^^^^^^gjjg^^^^ Sp. CD-026 RealEstate T'"^^ / Planning Purchased and Sold Property 2 years Regional Organizational Studies & When No CD-027 Programs where other Agencies are Longer the Lead e.g. Rail Studies, etc.) Required n> i /^r* ft^o Temporary Sales Permits / Events Develop. CD-028 /s.dewalk Sales etc} 4 years /Planning Sidewalk Sales, etc.) Comm. Develop. CD-029 Sign Permits Temporary / Planning Comm. Develop. CD-030 Sign Permits Permanent / Planning Comm. Develop. CD-031 Zoning Maps f Planning Expiration + 4 years 5 years 7 year& When No Longer Required 4 yea^s Expiration +, 4 years P Mag, Ppr Mag, Ppr Yes: Before Event Mag- ppr Yes: Before Event Mag, Ppr Mag, Yes all) Mfr, OD, Ppr Mag, Yes all) Mfr, OD. Ppr S S Yes: 1 year No Department Preference to establish tax increment and meet auditing standards; GC 34090 Non-records; GC 34090 et seq. Statute of Limitations any liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC 34090, CCP 337, 343 Statute of Limitations any liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC 34090, CCPJ|§337, 343 Infrastructure; GC 34090 GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^dÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Serv¡ÔuQô'Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior writq|¨brmission OFR Office of Record): The department that keeps the original or record copy."²IaW¹kly it is the department that originates the record, unless the item is for a City Council¶v{G¬nng then it is the City Clerk.) Classification: The method of filing and retrieving reco^ožnle Numbes). Most will be alphabetical; some will be numeric, geographic, or subject. RqÑzP¼t Description / Folder Subject: The record series a group of like records). Transitory Rq{P¼t not retained in the ordinary course of business: Preliminary drafts, notes, or inX·}C¿bncy or intra-agency memoranda and records having only transitory value. Examples: Telepho(Õ)O½tsages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retdntion/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically hmported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Ddvelop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United $tates Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicte Code/CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health &!Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&t: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^fÛ Ver.5.1 RECORDS RETENTION SCHEDULE COMMUNITY DEVELOPMENT Page CD-7 Office of Classification Records Description Record OR File Number. Active Inactive / / in office) OD or Mfr RetentioTotal Retention n / Disposition Comments / ReferenceDestroy»^ii^ i i»n^^« Paper Citations to the law are for reference u-,1 i/t Media l=lmport Vital? after only and not to be deemed binding on Options M-Mfr s=scan Q^, lftheecor^js^o^js^e^ Retentions begin when the act is completed, and imply a full file folder e. Q. last document + 2 years), since destruction is normally performed by file folder. gaton^faMTTs^off^^ REDEVELOPMENT When No Finance CD-032 Bond Issues Longer RequiredComm. Environmental Determinations When No Develop. CD-033 Environmental Impact Reports Longer / Redev. EIRs), Negative Declarations, etc.) Required When NoLonger RequkedWhen No Longer Required Mag, Mfr, OD, GC 34090.7 Pprv. Planning is OFR; Final EIRs are Yes: Until Mag, w J\ i- i i 11 1.1 r* * /1 Yes: 1 required to be kept a reasonabler Tr d P° vear P6"06 of time' 14 caf code S5 Completed Ppr 15095(0; GC 34090.7 When No City Clerk CD-034 Minutes Redevelopment Agency Longer RequiredComm. Develop. CD-035 Bequests tor Proposal Denied or/Redev Notlssued When No Longer Required^ yearsMinimum 2 years, or until no longer needed Minimum 2 years, or until RO longer neeclectP Yes: Before Mag. Purchase or Mfr, OD, S City Clerk is OFR; GC 34090.7 Sale Ppr lnactlveMag, Ppr GC 34090 Minimum 2 Comm. Potential Projects Issues and/or years, or Develop. CD-036 projects will vary over time e.g. until no / Redev. Proposed Hotels, etc.) longer needed Minimum 2Sp. CD-037 Hedeve.op.en.Pro.ect Flies: r/ Redev Denled'Not Awrmed'eto- longer needed Yes: While Active Mag, Ppr GC 34090 IssuesYes:untN M^OD, S Yes:whenGC§§34090 Completed p Inactive Comm Redevelopment Project Files: pDevelop. CD-038 mplemented/Imteted Projects completion P/ Redev. mgls or F me + 5 years Home Buyers documents) Department Preference; Housing is the OFR for First Time HomeYes: Before o Yes: Aner Buyers documents; City Clerk Mfr, OD, S Project Comp etion Maintains ongina s of a PP*" Completion documents that were presented toCouncil or RDA; GC 34090.7 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services. Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^gÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples; Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the tile remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd==Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations g: Section) CC: Civil Code CA) CFC; California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD; Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United States Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code CCFt; California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^hÛ Ver. 5.1 RECORDS RETENTION SCHEDULE COMMUNITY DEVELOPMENT Page CD-8 Office of Classification Records Description Record OR RetentiolTotal Retention n / Disposition Comments / Reference File Number.-. Active Inactive / in office) OD or Mfr Destroy Image: j»^:» i i.MKA-4- Paper Citations to the Saw are for reference * A Media l=lmport Vital? after only and not to be deemedbinding on Options M=Mfr /-»,..S-Scan lmasyi<i8t theclty) S-Scan Q^ If the regg/tfjs^Tg^/fgterf/Tgr^^ 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. oafw^^^^g^ retention beqins after settlement). Sp. CD-039 R^evelopment pro'ectFiles: 3 years Inactive, Withdrawn, Expired, etc. y / neaov.p Settlement SettlementDe^lOD CD-040 Relocations eci l(tinals" be of of retained with Project file) Relocation + Relocation +/ neOGV.1 year 4 years When No City Clerk CD-041 Resolutions Longer Required Statement of Indebtedness / Annual When No. CD-042 Report to State / State Controllers Longer Finance Report Required 3 yearsSettlement 5fRelocation + Syear^ When No Longer Required When No Logger Required When No Longer Required Projects have a 3 year approval timeframe applicant must pull permit within 3 years) those Yes: Until Yes: When'applications in which the applicant Completed r, Inactive does not follow through with permit may be destroyed after the approval period has expired; GC§§34090,34090.7., Mag, Consistent with Claims; CCP Yes: Unt, 3 Yes: After Settlement Inactive 34090.6; PC 832 5Yes: Before' Mag, Purchase or Mfr, OD, S City Clerk is OFR; GC 34090.7 Sale Ppr lnactlveMag' Yes- 1 Mfr,OD, S/l Copies; GC 34090.7 AC When No Rnanc CD-043 Tax Rebate Files Longer Required Mag' Yes- 1 Mfr,OD, S/l Copies; GC 34090.7Ppr year CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^iÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs. source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC^Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC; Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United tates Code US) VC; Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^jÛ Ver. 5.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Classification Record OR Records DescriptionFile NumberActive lnactive OFR) Ye Off-site,(inofflce) ODorMfr) RetentioTotat Retention n / Disposition Comments / ReferenceDestroy Image: Media 1-lmoort P®11 Citations to the law are for reference Vital? p after only and not to be deemed binding on Options M-Mfr ty)s=scan 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.Q. last document + 2 years), since destruction is normally performed by file fofder. Litiqation, claims, complaints and/or federal investiQations suspend normal retention periods retention begins after settlement). ACCOUNTING Finance / F|N-OOI 1099's Issued 2 years 3 years Accounting Accounts Payable / Vendor Files AN Records and Reports Includes Invoices, P.O.s, Travel Expense PIN-002 Reimbursements, Postage, 2 years 3 years lng Procurement Cards, Credit Card Transmittals, Redemption Records, etc.) & years5years Department Preference; IPS: 4 years after tax is due or paid longer for auditing & contractoroTp;' s/l yea^^^^^^^ OD-lpr 1 year Published articles showpermanent; IPS Reg 31.6001-1(e)(2)^^&T 19530, GC 34090Statewide guidelines propose audit Yes: Until Mag, Mfr, Yes: After + 4 years; Published articles show Paid OD, Ppr 1 year 3 7 years; other cities show 7 10 years; GC 34090 Accounts Receivable All Records and Reports, including Auction Fj Receipts & Records, Taxes, TOT,A™ *• FIN-003 Sales & Use Tax. Returned Checks, 2 years 3 years Accounting a Utility Users Tax Records &Exemptions. Franchise Fees, False Alarm Billings, etc.)• FIN-004 Armored Transportation Slips 2 years 5years2 years 5 years 2 years Statewide guidelines propose audit Yes: Until Mag, Mfr, Yes: After + 4 years; Published articles show Paid OD, Ppr 1 year 3-7 years; other cities show 7 10 years; GC 34090%;? s/- TyeT^34090 Finance / Audit Management Letters not Accounting FIN-005 CAFR) 5years Mag, Mfr, Yes- After Department Preference; GC OD,Ppr / 1year 34090^ s/l Tyer00^090 AcTo^ng FIN-006 Audit Work Papers 2 years AccSg FIN-007 et?(sales Tax) slng!e'special' 5 p P Mag, Mfr, Yes: After Department Preference; GC OD.Ppr / 1 year 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior wntten permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^kÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc 909) 337-3516 al! rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of tiling and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=:Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United States Code US) B&P. Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code OCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.. Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^lÛ Ver. 5.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Classification Record OR Records DescriptionFile NumberActive lnactive(OFR) /•H-L O^te. in office) oD^fr) RetentioTofa»Retentiorr n / Disposition Comments / ReferenceDestroy Image: Moriia l-lmiwrt raDer Citations to the law are for reference Vital? T after only and not to be deemed binding on Options M-Mfr ity)s=scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards flete/Tjro^^gwnWjgnlft^c^^wn^^ Liticfation^claims, complaints and/or federal investigations suspend normal retention periods retention beams after settlement). Bank Reconciliation & Statements, Finance/ Transaction Statements, Wire Accounting IN-UUO Transfers, Check Listing Audit Trail, years 3 years Deposits, Cancelled Checks 5 yearsWhen No Lortger Required5year& For auditing purposes; Published Mag, Mfr, Yes: After articles show 3 4 years; Other OD, Ppr 1 year cities show 7 10 years; GC 34090. 26 CFR 1.6001-1 p.,-. When No FIN-009 Bankruptcy Notices Longer ccoun' Required. lnance FIN-010 Bond statements 2 years 3 years Bankruptcy Court records City Mag, Mfr, Yes: After may not be a party, may or may OD, Ppr 1 year not chose not to file a claim; GC 34090 et seq,.,.,, Department Preference to be Mag, Mfr, Yes: After a S /1 consistent with bank statements;"f pr yea GC 34090. 26 CFR 1.6001-1 CancellaL, Finance / plN-011 Bonds Official Statement of Bonds Redemption, Accounting Issued or Maturity + 5 years Canceflat., Redernptiod or Maturity + 5 yearsWhen: No Longer Required5 yearsPTermination of Business +5 years. Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds Yes: Until issued by local governments are Maturity 10 years; There are specific requirements for disposal of unused bonds; CCP 336(a)(1) & 2). 337.5(2); GC 43900 et seq. p. / Budget Hearing and/or Review When NoAccounting FIN-012 Development Documents & Longer Preliminary Budget) RequiredASg S;^^'"' ears ears Drafts Department Preference; GC 34090 7Yes:, Mag, Mfr, Yes: After P3^"1 Preference; City Clerk Current p S /1 maintains originals; longer forFiscal Year pr year administrative value; GC 34090.7 A^Sg FIN-014 Budgets Mop^ 5 ars pp. Business License File: Application, i-inance / Renewal Form, Enforcement Termlnatlon 5 years Accounting of Business Yes: M Mf v Afto Department Preference; City Clerk Current lvlag' r) S /1 Tes' is OFR: Must be filed with County Fiscal Year p y Auditor; GC 34090.40802,53901Yes: Until Consistent with auditing standards; paid P1' GC 34090 et seq. CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^mÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the tile remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For tile folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or Jackets) Ppr Paper OD Optical Disk. CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC; Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC.: United States Code US} B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC* Vehicle. Code /CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^nÛ Ver.5.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, OD or Mfr) Tofaf Retention Vital? Image: Media l=lmport Options M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) If the record is not listed_here, refer to the Retention for City- Wide Standards g^gg^gg^j^g^g^^gg^g^^^ Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). Finance / Accounting Finance / Accounting FIN-016 Cash Receipts 2 years Finance/ Comprehensive Annual Financial Accounting lf'j-u10 Rgpon CAFR) 5 years FIN-019 Demand / Check / Warrant Registers 2 years 3 years Finance / Chart of Accounts Print out when Accounting FIN-017 Rollover is Done) 2 years p 3 years 5 years 5 years Yes: Until Mag, Mfr, Yes: After Paid OD.Ppr 1 year Mag, Mfr, /1 Yes: After les OD.Ppr b/l lyear Mag, Mfr, Yes: After OD, Ppr 1 year Mag, Mfr, OD, Ppr S/l Yes: After 1 year Statewide guidelines propose audit + 4 years; Published articles show 3 7 years; other cities show 7 0 years; GC 34090 Department Preference to research Year-end General Ledgers, which are retained permanently: GC 34090 Department Preference; City Clerk retains original permanently; statewide guidelines propose 7 years;; GC 34090.7 Statute of Limitations is 4 years; statewide guidelines propose Audit + 2 years; GC 34090, CCP 337 Finance / Accounting Finance / Accounting FIN fK>n os / Checks / Warrants Canceled Cashed) or Voided FIN-021 Depreciation Schedules Finance / Escheat Unclaimed money / Accounting uncashed checks) 2 years 3 years 5 years 2 years 2 years 3 years 5 years^ Mag, Mfr. OD.Ppr b/ Mag, Ppr S / Mag, Ppr y Statute of Limitations is 4 years; statewide guidelines propose Audit 1 year + 5 years; GC 34090. CCP 337 Yes; After Published articles show 7 years Inactive after disposal; GC 34090 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(4), 1519; GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^oÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number) Most will be alphabetical, some will be numeric, geographic, or subject Records Description / Folder Subject: The record series a group of like records) Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc Retention/Disposition: Active: How long the file remains in the immediate office area Inactive- How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated Vital? Those records that are needed for basic operations in the event of a disaster Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system, I" indicates the record should be electronically imported into the document imaging system, M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd- QC'd=Quality Checked Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC*d"). Legend for legal citations Section) CC Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD Housing & Urban Develop US) PC. Penal Code CA) UBC. Uniform Building Code USC- United States Code US) B&P: Business & Professions Code CA) CCP. Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA Food & Agriculture Code GC: Government Code CA) LC Labor Code CA) R&T Revenue & Taxation Code CA) UFC Uniform Fire Code VC; Vehicle Code CA) CBC California Building Code CCR California Code of Regulations CA) EC Elections Code CA) FC Family Code CA) H&S. Health & Safety Code CA) Ops Atty. Gen. Attorney General Opinions CA) UAC Uniform Administrative Code UPC. Uniform Plumbing Code W&l Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^pÛ Ver. 5.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, 00 or Mfr) Tofaf Retention Vital? Image: Media l=lmport Options M=Mfr S=Scan Destroy Paper after Imaged & Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) erggg^^gj^g^^g^g^Jg^^ g^^g^gggy^jg^^^^ggg^g^^^ Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). Finance / Fixed Assets Auction / Disposal / Accounting FIN-023 Sales / Surplused 2 years 3years Finance / Accounting Finance / Accounting FIN-024 Fixed Assets Inventory, Schedule of Infrastructure and Buildings FIN-025 General Ledger Final year-end 2 years Lead Dept. Grants Lead Department should FIN-026 send a copy of every grant application to Finance 2 years 3 years Finance / Accounting FIN-027 Indirect Cost Plans 2 years 3 years 5 years 5 years 5yean? Mag. Mfr, OD.Ppr b/ Mag. Mfr, OD, Ppr S/ Mag, Mfr, OD.Ppr s/l Yes: After 1 year Yes: After 1 year Yes: After 1 year Mag. Mfr, OD,Ppr Yes: When Inactive Mag, Mfr, OD.Ppr b/ Yes: After 1 year Consistent with Accounts Receivable; Statute of limitations is 3 years; statewide guidelines propose 2-4 years; published articles show 3 6 years; GC 34090. CCP§33L Includes permanent assets; GC 34090 Department Preference; Published articles show 3-10 years; Other Cities have adopted 2 years 20 years, GC 34090 Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; CDBG is 4 years; HUD requires 5 years for programs covered by a consolidated plan; statewide guidelines propose 4 years; 21 CFR 1403.42; 24 CFR 85.42 & 570.502(b), 29 CFR 97.42. GC 34090 Department Preference; IPS: 4 years after tax is due or paid longer for auditing & contractor delinquency); Ca. FTB: 3 years; Published articles show permanent; IRS Reg 31.6001- 1 e)(2). R&T 19530. GC 34090 CITY OF BALDWIN PARK. CA. 2003 Gladwell Governmental Services. Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^qÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical, some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system, t" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd. QC'd=Quality Checked Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd") Legend for legal citations Section) B&P Business & Professions Code CA) CBC. California Building Code CC: Civil Code CA) CCP Code of Civil Procedure CA) CCR California Code of Regulations CA) CFC. California Fire Code CFR: Code of Federal Regulations US) EC. Elections Code CA) EVC Evidence Code CA) FA. Food & Agriculture Code FC. Family Code CA) FTB Franchise Tax Board CA) GC: Government Code CA) H&S- Health & Safety Code CA) HUD. Housing & Urban Develop US) LC. Labor Code CA) Ops. Atty. Gen.. Attorney General Opinions CA) PC. Penal Code CA) R&T Revenue & Taxation Code CA) UAC Uniform Administrative Code UBC: Uniform Building Code UFC Uniform Fire Code UPC- Uniform Plumbing Code USC- United States Code US) VC. Vehicle Code CA) W&l Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^rÛ Ver. 5.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Classification Record^ OR Records DescriptionFile Number Active lnactive(OFR) rS^ OD or Mfr) RetentioTofaFRetention n / Disposition Comments / ReferenceDestroyMoriifl l imnnrt P®*" Citations to the law are for reference Vital? Meula mpon deemed binding on Options M-Mfr ty)s=scan QC*d? If the record isnot^ listedhere^refer to the Retention for City-Wide Standards fletentoj^gg^y^Tg^ea^^on^ /ftqatfQn^c^OTTg.c^n^affT^^ federal investigations suspend normal retention periods retention begins after settlement). Investment Files: Individual Transactions Broker confirmations, hinance piN-028 Certificates of Deposit, Wire 2 years 3 years Accounung Transfers, Arbitrage, Bid data. bank j'ates, etc.) Finance / Investment of Bond Funds See Accounting IM-u£a s^s & years5 years5 yearsP5 years 5 years Supporting documentation for p Investments of Operating Funds; ac^ r meets auditing standards; GC 34090 Acco^a FIN-030 Invoices: See Accounts Payable Acco^ig FIN-031 Joumal Entries 2 Years 3 yearsReports, Status Reports, Journals, Ledgers, Reconciliations, Registers, Transaction Histories, Balance Finance/ Sheets, Budget Adjustments Accounting FlN-032 MONTHLY OR PERIODIC) Does 2 years 3 years NOT include year-end General Ledger, June's Journal Entries, or Monthly Revenue & Expenditures Department Preference; Statute of Mag, Mfr, Yes: After Limitations is 4 years; Published OD, Ppr 1 year articles show 6-7 years; GC 34090^ CCP 337Department Preference; Mag, Mfr, p Yes: After Published articles show 3 6 OD, Ppr 1 year years; statewide guidelines propose 2 years; GC 34090 mance FIN-033 Reports: Year-end General Ledger 2 years P Acc^^na FIN-034 state Controller's Reports 2 years 3 years Mag, Mfr, Yes: After Department Preference; GC OD. Ppr^ 1 year 34090 Mag, Mfr, Yes: After Consistent with periodic report/ OD. Ppr 1 year journal retention; GC 34090 J"8"08 FIN-035 Street Reports 2 years 3 years Mag, Mfr, Yes: After Consistent with periodic report / OD, Ppr 1 year journal retention; GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^sÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the tile is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"), Legend for legal citations S: Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP; Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR; Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United $tates Code US) VC* Vehicle Code CA] W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^tÛ Ver. 5.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Classification Record OR Records DescriptionFile Number Inactive(OFR) finoffice) off•site' in office) QD^Mfr) RetentiorTotat Retention i / Disposition Comments / ReferenceDestroy Image: Media 1-lmnort paDer Citations to the law are for referenceVital? p after only and not to be deemed binding on Options M-Mfr s=scan QC-d? If the record is not listed here, refer to the Retention for City-Wide Standards Retentionsbegmjwhenthe actjs completed, and imply a full file folder e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims^ complaints and/or federal investigations suspend normal retention periods retention begins after settlement). Finance / Tax Returns Sales and Use, Fuel & Accounting FIN-036 User Use Fuel. etc.) 2 3 5 years IRS: 4 years after tax is due or paid longer for auditing &., contractor delinquency); Ca. FTB: Mag, Mfr. Yes: After nn pnr s /) 1 3 years; publlshed articles show p y permanent; IPS Reg 31.6001-1(e)(2), 26 CFR 1.6001-1, R&T 19530, GC 34090 CITY OF BALDWIN PARK, CA. 2003 GladweU Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^uÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy," Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the tile remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & OC*d: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HDD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen,: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United States Code US) VC; Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^vÛ Ver 5.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, OD or Mfr) Tofaf Retention Vital? Media Options Image: l=lmport M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) j^ggg^^g^gg^^j^ Retentions begin whentbe act is completed, and imply a full file folder e.g. last document + 2 years), since destruction is normally performed by file folder. Liticiation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). PAYROI Finance / Payroll Finance / payroll Finance / Payroll Finance / Payroll FIN-037 DE-6 & 941 Forms Quarterly Payroll Tax Returns FIN-038 Garnishments all records) FIN-039 Labor Distribution Reports FIN-040 Payroll Cancelled Checks 2 years 2 years 2 years 3 years 3 years 3 years &y0ars 5 years 5 years 2 years 3 years 5 years Finance/ Payroll Registers all. except Detail Payroll IIN u4' Year-End) years j years 5 years Finance / Payroll FIN-042 Payroll Registers Detail Year-end) 2 years 50 years 50 years S/l S/l Mag, Mfr, OD,Ppr Mag, Ppr Mag, Mfr, OD,Ppr Mag, Ppr Mag, OD, Mfr. Ppr Mag, OD, Mfr, Ppr b/l Yes: After 1 year IPS: 4 years after tax is due or paid longer for auditing & contractor delinquency); Ca. FTB: 3 years; Published articles show permanent; IPS Reg 31.6001- 1 e)(2), 26 CFR 1.6001-1, R&T 19530, GC 34090_ Retained to match other auditing periods; GC 34090 Yes: After Department Preference; consistent 1 year with Payroll Registers; GC 34090 Statewide guidelines propose audit + 4 years; Published articles show 3 7 years; other cities show 7 10 years; GC 34090 Consistent with periodic journals & reports; Published articles show 3 Yes: After 10 years; Other Cities have 1 year adopted 8 20 years; statewide guidelines propose Permanent; 29CFR516.5 516.6, GC 34090 For use in reconstructing hours for PERS service for employees; statewide guidelines propose Permanent; 29CFR 516.5 516.6, GC 34090 Yes: After 1 year CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services. Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^wÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations S: Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HDD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United $tates Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen,: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^xÛ Ver. 5.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Classification Record OR Records DescnptionFile NumberActive lnactiv® OFR) Off-site, in office) RetentioiTotaf Retention n / Disposition Comments / Referenceimage: Destroy Mpdia 1 Imnnrt P®1' Citations to the law are for referenceVital? er Q^and not to be kerned binding on Options M-Mfr s=scan OC9^ t^e.ecor^s^o^sfef^^ Retentions begin wnenthe act is completed, and imply a full file folder e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention becjins after settlement). a^i0 / FIN"043 Tirne sheets / Edits 2 y®^ 3 y®^Finance / Payroll FIN'044 W-2S 5years 5yeaf&5years Auditing standards audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Published articles show 4 g' pr 10 years; Other cities show 2 20 years; IRS Reg 31.6001-1(e)(2), R&T 19530; LC 1174(d); GC 34090 IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 Mag, Ppr years; IRS Reg 31.6001-1(e)(2), R&T 19530; 29CFR 516.5 516.6^ 29USC 436. GC 34090 PURC1 HASING Finance / Bidder / Vendor List Companies that Purchasing j"'u40 want to receive RFPs / RFQs) buperseaed Ql^r$6qod Transitory Record used to mail out g) p requests; GC 34090 et seq. p^108"09. FIN-046 Central Stores Requisitions 2 yearsFinance / Credit Cards, Procurement Cards, Authonzatlon Purchasing FIN-047 Membership Cards T^+pj Vehicle and Equipment Leases Expiration of Purchasina FIN-048 when the vehicle or equipment is not Lease +2 3 years subsequently purchased) years 2 yearsAuthorisation Expiration + 5 year?Expiration of te^so+ 5 years Mag, Ppr GC 34090Consistent with Accounts Payable; Mag, Ppr Statute of Limitations is 4 years; GC 34090, CCP 337 Consistent with agreements and.,. contracts; Statute of Limitations Mag. Mfr, Yes: After * 1 /^r*00 For s /' 1 vear for contracts ls 4 ears- ccp UD, Ppr 1 year gg^ 337.1(a). 337.15; GC§34090 et seq. CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^yÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs. source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active; How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The totai number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; T indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged 8c QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United States Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC; Uniform Fire Code VC: Vehicte Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC; Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^zÛ Ver.4.1 RECORDS RETENTION SCHEDULE HOUSING Page HS-1 I Office of Classification' p Records Description Retention / Disposition Comments / Reference File Number Destroy Active act^(OFR) C"^) rir^ OD or Mfr) Total Retention Image: M^flia 1 Imnnrt aPer Citations to the law are for referenceVital? after only and not to be deemed binding on Options M-Mfr S=Scan QCd? If the recordisnot listed here, refer to the Retention for City-Wide Standards flete^g^^gg^y^j^^^^g^ destruction is normally performed by file folder. Liticjation, claims, complaints and/or federal investiQations suspend normal retention periods retention be 7/ns after settlement). Applications for Loans: Rejected i,^ /„ First Time Home Buyers, Home Housing HS-001 Rental Rehabilitation. 2 years 2 years Mag, Ppr GC 34090 etc.) Housing HS-002 Consolidated Action Plan 5 years 5 years Required for 5 years; 24 CFR jviag.Hpr l.l05(h) nr^inn w nr^ Hous^ Developments / CIP rTnT^ P Housing HS-003 r* / n M iikj \ of Grant+5 P Projects e.g. McNeill Manor) years P Yes' Mag. Mfr, Department Preference; GC Before p b NoCompletion Uniform Admin. Requirements for After After Grants to Local Governments is 3 Funding Funding years from expenditure report; Agency Agency Yes: HUD requires 3 years from the Housing HS-004 Housing Programs: Grants 5 years Audit, if Audif, it 91 p When final expenditure report; statewide Required required Inactive guidelines propose 4 years; 24 Minimum 5 Minimum 5 CFR 85.42 & 91.105(h), years years 570.502(b); & 982.158, 29 CFR 97.42, GCJ34090 Uniform Admin. Requirements for Grants to Local Governments is 3 Housing Programs: Loans. Hous H<; nn^ Reconveyances, Deed Restrictions, Loan Pay-off 9 Covenants, etc. First Time Home + 5 years Buyers, Home Improvement, etc.) Loan Pay-of+ 5 years years from expenditure report;..,,, w HUD requires 3 years from the Mag, Mfr, Yes: 1 a p S /1 final expenditure report; statewide- pr year guidelines propose 4 years; 24 CFR 85.42 & 91.105(h),& 570.502(b); 29 CFR 97.42, GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services. Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^{Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Sen/ices, Inc 909) 337-351 G all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For fife folders containing documents with different retention timeframes, use the document with the longest retention time. p Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC- Civil Code CA) CFC: California Fire Code EVC Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop US) PC: Penal Code CA) UBC. Uniform Building Code USC- United States Code US} B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA. Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code CCR. California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^|Û Ver.4.1 RECORDS RETENTION SCHEDULE HOUSING Page HS-2 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active Inactive Off-site, in office) OD or Mfr) Total Retention Vital? Media Options Image: l=lmport M=Mfr S=Scan Comments / Reference Destroy Paper Citations to the law are for reference after only and not to be deemed binding on Imaged & J^/^fjJO fi^ the City) 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. Litigation, cisims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). Real Estate Appraisal Reports: Housing HS-006 Property NOT purchased. Loans NOT funded, etc. Hn.^inn H^ 007 Real Estate P1'31®31 Reports: Mousing Mb-uu/ purchased Property, Funded Loans 2 years Housing Housing HS-008 HS-009 Section 8 Applications for Program NOT placed or disqualified Section 8 Database 2 years 5 years 3 years Indefinite minimum 7 years) years 7 years 3 years Indefinite. minimum 7 years) Mag, Ppr Yes: B.^ y;. S Purchase Mag, Ppr Mag Yes: After Inactive Not accessible to the public; Statewide Guidelines show 2 years; GC 34090, 6254(h) Department preference long enough to establish the tax increment); Not accessible to the public until purchase has been completed; meets grant auditing requirements; 24 CFR 85.42 & 91.105(h). & 570.502(b); 29 CFR 97.42, GC 34090 24 CFR 982.158. GC 34090 Data is interrelated; GC 34090; HUD Notice PIH 98-48. 99-49 Housing HS-010 Section 8 Tenant Files WITH Unpaid Balances or Fraud 50 years 50 years Mag, Ppr Department Preference; HUD guidelines require funding. contract, and financial records for Section 8 records for 6 years and 3 months after the fiscal year; Required for 3-4 years from expenditure or performance report; 24 CFR 85.42, 570.502, 982.158; 29 CFR 97.42; HUD Notice PIH 98 48. 99-49 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^}Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services. Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD. DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC*d=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC; Uniform Administrative Code UBC; Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United $tates Code US) VC; Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^~Û Ver. 4.1 RECORDS RETENTION SCHEDULE HOUSING Page HS-3 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, OD or Mfr) Total Retention Vital? Comments / Reference Destroy Image: Mpriia 1-lmnnrt OP®1' Citations to the law are for reference after only and not to be deemed binding on Options M^ QC'd? S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards RetentionsJ^egin^/henthejsct is completed, and imply a full file folder e.Q. last document + 2 years), since destruction is normally performed by file folder. Litiaation. claims, comolaints and/or federal investiaations susnend normal retention nerinds /'retention henins after settlement]. g^^^^^gg^^g^^g^g^^^ Section 8 Tenant Files WITHOUT Close of File + 2 years Housing HS-011 Unpaid Balances or Fraud 5 years Housing HS-012 Section 8 Waiting List 3 years Close of Filei +7 years 3 years Mag, Ppr Mag. Ppr HUD guidelines require funding. contract, and financial records for Section 8 records for 6 years and 3 months after the fiscal year; 24 CFR 85.42. 570.502. 982.158; 29 CFR 97.42; HUD Notice PIH 98- 48.99-49 24 CFR 982.158, GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwelt Governmental Services Inc 909)3373516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy" Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk Classification: The method of filing and retrieving records File Number) Most will be alphabetical, some will be numeric, geographic, or subject Records Description / Folder Subject: The record series a group of like records) Transitory Records not retained in the ordinary course of business Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value Examples Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc Retention/Disposition: Active How long the file remains in the immediate office area Inactive How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time P Permanent Indefinite No fixed or specified retention period, used for databases, because the data fields are interrelated Vital? Those records that are needed for basic operations in the event of a disaster Media Options The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk. CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system, I" indicates the record should be electronically imported into the document imaging system, M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk" CD, WORM or DVD), and then each page Quality Checked QC'd") Legend for legal citations Section) CC Civil Code CA) CFC California Fire Code EVC Evidence Code CA) FTB Franchise Tax Board CA) HDD Housing & Urban Develop US) PC Penal Code CA) UBC Uniform Budding Code USC United States Code US) B&P Business & Professions Code CA) CCP Code of Civil Procedure CA) CFR Code of Federal Regulations US) FA Food & Agriculture Code GC Government Code CA) LC Labor Code CA) R&T Revenue & Taxation Code CA) UFC Uniform Fire Code VC* Vehicle Code CA) CBC California Building Code CCR California Code of Regulations CA) EC Elections Code CA) FC Family Code CA) H&S Health & Safety Code CA) Ops Atty Gen Attorney General Opinions CA) UAC Uniform Administrative Code UPC Uniform Plumbing Code W&l Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^€Û Ver.2.1 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site. OD or Mfr) Total Retention Vital? Destroy lmage: Paoer Media l=lmport per Options M=Mfr a S=Scan Imaged & QC'd? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) If the record]^ notjisted here, refer to the Retention for City-Wide Standards RetentionsJ)egin^hen_theact is completed, and imply a full file folder e.Q. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). IT IT-001 IT IT-002 Backup Data DAILY Network, All Files on Shared Drives Backup Data WEEKLY Network. All Files on Shared Drives 30 days 30 days IT IT IT-003 IT-004 Follows Databases / Applications other than retention for specifically identified applicable record series E-mail database 60 days 30 days 30 days Follows retention for applicable record senssi W days Yes Mag. Yes Mag Yes Yes Mag. Mag. Considered a copy and can be destroyed when no longer required; retention based on administrative value; GC 34090 etseq. Store off-site for disaster recovery; Considered a copy and can be destroyed when no longer required; retention based on administrative value; GC 34090 etseq. GC 34090 et seq., 6252 through 6257 Department Preference transitory records); GC 34090 et seq. CITY OF BALDWIN PARK. CA 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"), Legend for legal citations S: Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United $tates Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA; Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code/CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen,: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^‚Û Ver 6.0 RECORDS RETENTION SCHEDULE: PERSONNEL / RISK MANAGEMENT Page P-1 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, OD or Mfr) Total Reterrtiort Vital? Media Options Image: l=lmport M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) If the record is not fisted here, refer to the Retention for City-Wide Standards gg^^^gg^J^^^^^OQg^g^j^^^ IS&S^iS^SSfi^^ BCDCr\MklCI PERSONNEL Personnel P-001 Applications for Employment or Resumes. Unsolicited no open position), candidates not hired personnel P-002 Employee Leave Requests Personnel P-003 Interest Cards Personnel P-004 Personnel Personnel P-005 P-006 Classification / Compensation / Reorganization Studies for employee classifications and department structures) Department of Fair Employment & Housing DFEH or EEOC) Claims that are resolved administratively DMV Pull Notices When No Longer Required 2 years When No Longer Required Minimum 2 years, or until no longer needed Final Disposition + 2 years 2 years When No Longer required: 2 years When No Longer Rfiqwred Minimum 2 years, or until no longer needed Final Dteposition 2 years 2 years Mag, Ppr Mag, Ppr Mag, Ppr Mag, Ppr Mag, Ppr Mag, Ppr Department Preference; No positions open; therefore not deemed part of City recruitment practices mailed back to applicants); considered a transitory record, 2 CCR 7287 0(b)(1). GC 34090 GC 34090 Department Preference, No positions open; therefore not deemed part of City recruitment practices mailed back to applicants); considered a transitory j-ecprd; GC 34090 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 12946^34090 All State and Federal laws require retention until final disposition of i formal complaint; State requires 2 years after action is taken; GC 12946^34090 DMV audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ƒÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc, Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For tile folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"), Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code PC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD; Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.; Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC; Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United States Code US) VC; Vehicle Code CA) W&f: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^„Û Ver. 6.0 RECORDS RETENTION SCHEDULE: PERSONNEL / RISK MANAGEMENT Page P-2 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, 00 or Mfr) Total Retention Vital? Media Options Image: l=lmport M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) If the record is not listed here, refer to the Retention for City-Wide Standards fletento^gg^y^jg^j^^aco/ra^ J HSrif^t'l/^n /»/am"*e /tfMrt/a t"ntc* an/^/f\r' fa^iar'^f inl/^^i'/l'iti'rtnf ritir'njir^j'J nj-tfniiiJ rB^itfiAii tijitfj^^'Jf /pjif^nttj^n h^Mine* oAjif jijiMjimjqnfl gg^^^^gg^g^^^^^^^^ Personnel P-007 Drug and Alcohol Testing / D.O.T 3^ Personnel P-008 files Employee Status Changes: Address changes, Direct Deposit Forms, Vacation and Comp Time Sales, etc. 2 years 3 years 5 years Ppr Mag, Ppr D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC / FLSA / ADEA Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(v), GC 12946, 34090, 49 CFR 653.71 et seg^ Department Preference; consistent with Payroll Registers; GC 34090 Personnel P-009 Grievances escalated from Departments when not resolved by the department) Final Disposition + 5 years ftnal Disposition +| 5 years Personnel P-010 1-9's Employee Termination + 3 years EmpfoyB& Termination + 3 years Yes: Before Disposition Mag, Ppr Mag. Ppr S / Yes: After 1 year City's Preference; Lead Department is OFR for grievances resolved in their department; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC 12946,34090 Non-citizens must re-certify periodically; IRCA recommends 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; 29 CFR 1627.3(b)(i). GC 12946, 34090 CITY OF BALDWIN PARK. CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^…Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active; How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged 81 QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations f§: Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC-: United States Code US) B&P: Business & Professions Code CA) CCP; Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC; Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC* Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S; Health & Safety Code CA) Ops. Arty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^†Û Ver 60 RECORDS RETENTION SCHEDULE: PERSONNEL / RISK MANAGEMENT Page P-3 Office of Classification Record OR Records DescnpfonFile Number Inactive(OFR) /•ffi8^ Off-site, in office) oD^fr) RetentiorTotal Retentiort i / Disposition Comments / ReferenceDestroy,., Media Import paper C^onstothelaware^ Vital? after only and not to be deemed binding on Options M-Mfr ty)s=scan QC-d? If the record is not listed here, refer to the Retention for City-Wide Standards ffetenflg^^gg^j^g^ft^^^o/7^^ ggg^g^^^gj^g^^^^^^ beams after settlement) Minimum 2 Personnel P-011 Job Specifications years, When Superseded MirtHnum 2 years. When Superseded50 yearsWhen No Longer Required Department Preference, Bureau of Yes Before National Affairs recommends 2 Superseded a^' years for all supplementary Personnel records, GC 34090 Personnel P-012 LiveScan Fingerpnnt Clearance Log 50 years Department Preference to protect Mag. Ppr City in the event of past employee misconduct, GC 34090 et seq When No Personnel P-013 Master Test File for Recruitments Longer Required Department Preference, some tests are rented and can be p obtained from vendor non-gl records), tests actually used are maintained with the recruitment file, 34090 When No City Clerk P-014 Memorandas of Understanding Longer Required When No Longer RequiredSuperseded + K? r$Separation + 6 years Yes Until Mag, Mfr, Copies maintained for staff Superseded OD, Ppr convenience, GC 34090 7 Personnel P-015 Ne^ot•at•ons Employee Superseded Associations +10 years For use in interpreting intent of MOU provisions, EEOC / FLSA Mag, Mfr, requires 3 years for MOUs, State OD, Ppr requires 2 years, statewide guidelines propose permanent, 29 CFR 516 5, GC 12946, 34090 P i P niR Oaths of Office Commissioners and Separation + Employees 6 years Department Preference, Statute of Limitations Public official misconduct is discovery of offense Mag, Mfr, +4 years, retirement benefits is 6OD. Ppr years from last action, statewide Inactive guidelines propose Termination +6 years, GC 36507. 34090. PC 8015,803(c),29USC1113 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^‡Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualities as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For tile folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD). and then each page Quality Checked QC'd"). Legend for legal citations Q: Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC; Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United States Code US) VC; Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ˆÛ Ver. 6.0 RECORDS RETENTION SCHEDULE: PERSONNEL / RISK MANAGEMENT Page P-4 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Comments / Reference Active in office) Inactive Off-site, OD or Mfr) Totaf Retenticm Vital? Media Options Destroy Paper after Image: Paper Citations to the law are for reference r after only and not to be deemed binding on M=M" Imaged & City) QC'd? S=Scan ggg^^^g^g^g^g^^^^gggg^^ Retentions, beginwhen the act is completed, and imply a full file folder e.fj. last document + 2 years), since destruction is normally performed by fife folder. L/tfgafton^^Tg^ggmp/atfTteand/or federal investigations suspend normal retention periods retention begins after settlement). Personnel Police or Personnel Personnel P-017 PERS Reports Personnel Background Checks P-018 Selected Employees other than Peace Officers 2 years 3 years Separation + 6 years P m a Personnel Files Medical File all Separation + employees) 2 years years 5 years Separation + Bye^rs Separation 30 years Personnel P-020 Personnel Files Regular, Active, Permanent, Non-Regular, Separation + Temporary and Part-time 6 years Employees Personnel P-021 Personnel Rules & Regulations Personnel P-022 Recruitment File Advertisements, Flyers, Brochures, Applications, Tests, Letters, Questions, Equal Employment Opportunity Data 3 years Separation Syears 3 years Mag, Ppr Mag, Mfr. OD. Ppr b/ Yes: Until Mag. Mfr, Separation OD, Ppr Yes: After 1 year Yes: When Inactive Yes: Until Mag, Mfr, Separation OD, Ppr Yes: Until Superseded ppr Mag. Ppr PERS is OFR; retained to meet auditing standards; GC 34090 et seg^- Consistent with Personnel File; Statute of Limitations: Public official misconduct is discovery of offense + 4 years; GC 36507, 34090; PC 801.5, 803(c); 29 USC 1113 Files maintained separately; Claims can be made for 29 years for toxic substance exposure; 8 CCR 3204(d)(1) et seq., GC 12946^34090 Department Preference; EEOC/FLSA/ADEA Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 3 years; epara 10 g^g^ benefits is 6 years from n last action; 29 CFR 1602.31 & 1627.3(b)(ii),8 CCR 3204(d)(1) et seq., GC 12946, 34090; 29 USC 1113^ Department Preference; GC 34090 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 et seq., 8 CCR 11040.7(c). GC 12946. 34090 Yes: After CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^‰Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Arty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC; Uniform Fire Code UPC: Uniform Plumbing Code USC: United States Code US) VC; Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ŠÛ Ver. 6.0 RECORDS RETENTION SCHEDULE: PERSONNEL / RISK MANAGEMENT Page P-5 Office of Classification Record OR Records DescriptionFile Number Inactive(OFR) Acllve Off-site, m office) RetentiorTotat Retentiort i / Disposition Comments / Reference, Destroy Image: Mfkriia l-lmnnrt a^e^ Citations to the law are for reference Vital? leala l"lmpolI after only and not to be deemed binding on Options M-Mfr QC-d? I§i£^^L^IS^^^f^^!^&^^^^ Retentions begin when the act is completed, and imply a full file fofder e.g. last document + 2 years), sinced^estruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention beQins after settlement). When Personnel P-023 Recruitment Flyers and Brochures Superseded When Superseded2 years 30 years Brochures and Flyers are also Mag, Ppr maintained with recruitment file these are copies); GC 34090.7 Personnel P-024 Salary Surveys 2 years Mag, Ppr GC 34090 r> i D ftoe Workers Compensation Files Personnel P-025 5 years 25 years nc udes payment report J Claims can be made for 30 years Yes: for toxic substance exposure; 8 Mag, Mtr, g p 3204(d)(1) et seq., 8 CCR' pr Inactive 10102,14300-33.14300.44. 15400.2; GC 12946, 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^‹Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwefl Governmental Services, Inc. 909) 337-351 G all rights reserved Do not duplicate or distribute without prior written permission 4 QFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or Jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd==Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD). and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United tates Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ŒÛ Ver. 6.0 RECORDS RETENTION SCHEDULE: PERSONNEL / RISK MANAGEMENT Page P-6 Office of Classification r, Record OR Records DescriptionFile Number Inactive(OFR) /•^ Off-site, m office) or Mfr) RetentiorTotal Retention i / Disposition Comments / ReferenceDestroy Image: Marlia l-lmnnrt P®1' Citations to the law are for referenceVital? p after only and not to be deemed binding on Options M-Mfr S=Scan y If the record is not fisted here, refer to the Retention for City-Wide Standards g^g^^gg^^^^g^^g^g^^ Itftoa^^^ms^offmteffTte^ suspend normal retention periods retention begins after settlement). RISK MAf NAGEMENT Accident / Incident / Graffiti / Risk Vandalism / Injury Reports: PUBLIC Manag. ADULTS AND JUVENILES medical years and non-medical.)p. Accident / Incident Reports: P-027 EMPLOYEES and City Vehicles 2 years non-medical.)Risk P-028 Claims-Adults Resolution + Manag. 5 years 23 years2 yearsResolution + 5 yearsResolution + 5 years Minimum Age of OrityP Department Preference to match longest period of time for a juvenile; juveniles are required until patient becomes 18 years old; Mag, Mfr, es 5 years is Recommended by State OD, Ppr Fire Marshall for adults; Statute of Limitations for Health Providers is 3 years; statewide guidelines propose 3 years; CCP 340.5, GC 34090Mag, Ppr GC 34090y Covers various statute of Yes: Until Mag, Mfr, es: limitations; CCP 337 et seq.; Settlement OD, Ppr ner GC§§ 911.2,945, 34090, betuea 34090.6; PC 832.5 Resolution +Risk 5 years' P-029 Claims Juveniles Minimum Manag. Age ofjyiajority Insurance Policies: City-owned,. P-030 General Liability and Workers PManag. Compensation) y Juveniles may have additional Yes: Until Mag, Mfr, es' legal recourses; CCP 337 et Settlement OD, Ppr seq.; GC§§ 911.2, 945. 34090, benleu 34090.6; PC 832.5.,-,.,,„ Department Preference to cover all Yes: Before Mag, Mfr, 3 Yes: After Expiration OD, Ppr 5 years geq, QC 34090 et seq. f=lisl< P m-\ Insurance Policies: City-owned Completion Manag. Property, Fire, Theft, etc.) + 5 years Completion +5y6^r$ Department Preference to cover^rrcs:,";- s^'s^8837-' CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services. Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services. Inc. 909) 337-3516 ail rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject, Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD. WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC; Uniform Plumbing Code USC.:,United tates Code US) VC; Vehicle Code CA) W&l: Welfare & Institutions Code fCA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ŽÛ Ver. 6.0 RECORDS RETENTION SCHEDULE: PERSONNEL / RISK MANAGEMENT Page P-7 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, OD or Mfr) Total Retention Destroy Image: p Media Islmport aper Vital? after Options M-Mfr s=scan QC-d? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) If the record is not listed here, refer to the Retention for City-Wide Standards g^^gg^j^g^^^^ggg^gg^g^^^ g^g^g^^g3g^[^gg^^gg^^g^g^^ Risk Manag. Risk Manag. Risk" Manag. OSHA Insurance Certificates, P-032 Inspections & Citations, Log 200 and 7 years Log 300 P rm Performance Bonds / Subdivision Completion Bonds + 5 years P-034 Potential Claim Files 2 years 7 years Coropletiort + 5 years 2 years Ppr Yes- Mag, Mfr, OD.Ppr when Inactive 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), 8 CCR 14300.33, 14300.44, GC 34090.7; LC 6429c Department Preference to cover statute of limitations for contracts original may be returned to issuer and a copy maintained); CCP 337| et seq.;^ 34090 et seq. GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all nghts reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For tile folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import; S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd==Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"), Legend for legal citations 5: Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC; Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United $tates Code US) VC; Vehicle Code /CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û Ver. 3.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Classification Record OR Records DescriptionFile NumberActive a^® OFR) /innffi^ Off-site, in office) orMfr) RetentioTotal Retention n / Disposition Comments / Reference, Destroy Image: u^i« i i™ Paper Citations to the law are for reference * in Media l=lmport * 11.- Vital? after only and not to be deemed binding on Options M-Mfr s=scan QC-d? /^Terecorrf^^fetec//^^ ga^^g^^g^g^^^^^^ fleten^^gg^^^e^^com^ When No PD-001 Alcohol Beverage LicenseAPP"catlons Required When No Longer Required 2 years When No Longer Required Ppr Non-records; GC 34090 Police PD-002 Auction Records 2 yearsFinance PD-003 Booking Log Used to charge the School District and Irwindale) a Required Mag, PprGC 34090 Mag, Ppr GC 34090.7 TerminationPolice PD-004 Business Operators massage, / Change of taxi, etc.) Ownership +2 years Termination/Ctw^of Ownership 4 2 years MinKnum 3 years, or unttfno longer needed10 years Mag.Mfr. g^ GC 34090 uu, rpr Minimum 2 years, or Police PD-005 Chiefs Subject Files until nolonger neededPolice PD-006 Crime Statistics/Uniform Crime Reports Summaries Department Preference; GC Maappr 34090 etseq.Mag, Pp7 JKo"6"1 preference; Gc Police PD-007 DMV Pull Notices 2 years 2 yearsSuperseded + 2 years2 years DMV audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC 34090 Police PD-008 Emergency Plans Superseded +2 years Ye<s- Aftpr Mag.Mfr, Department Preference; GCOD, Ppr s/l supereede 34090 Police PD-009 Guns: Dealers Record of Sale 2 years Mag, Ppr GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^‘Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs. source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition; Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes. use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFFt: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC; Government Code CA) H&S: Health & Safety Code CA) HUD; Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC; Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code U8C: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC-:,United $tates Code US) VC; Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^’Û Ver.3.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, OD or Mfr) Total Retention Vital? Media Options Image: l=lmport M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) /^eregg^^g^j^^g^^^ Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). gn^g^bgg^^^gj^^g^^g^ Police PD-010 Police PD-011 Police Police Police PD-013 PD-014 Internal Affairs Investigations Internal Complaints Final Disposition + 6 years Internal Affairs Investigations Citizen's Complaints PD-012 LiveScan Requests Neighborhood Watch Operation Directives / General Orders Department Policies and Procedures) Final Disposition + 6 years When No Longer Required 2 years Minimum 2 years Final Disposition 6 years Finaf Disposition &years When No Longer Required 2 years MinHTHJm2 years Mag. Ppr Mag, Ppr Ppr Mag, Ppr Mag, Ppr Not as a result of a citizen's complaint; 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; IA and Statewide guidelines recommend 25 years for officer-involved shootings; EVC 1045. GC 12946. 34090. PC 801.5, 803(c); VC 2547 State requires for at least 5 years; 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; IA and Statewide guidelines recommend 25 years for officer-involved shootings; EVC 1045. GC 12946, 34090. PC 801.5,803(c), 832.5, VC 2547 Transitory records not retained in the ordinary course of business; 34090 et seq. GC 34090 et seq. Department Preference; GC 34090 et seq. CITY OF BALDWIN PARK, CA. 2003 Gtadwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^“Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwefl Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active; How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; indicates the record should be electronically imported into the document imaging system; I" ii M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD). and then each page Quality Checked QC'd"). Legend for legal citations $: Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HDD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC:,United States Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR; Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^”Û Ver.3.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, OD or Mfr) Total Retention Vital? Media Options Image: Mm port M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) If the record is not listed here, refer to the Retention for City-Wide Standards Ga^^^jg^ggjg^^nc^^ Retentions begin when the act is completed, and imply a full file folder Q.Q. fast document + 2 years), since destruction is normally performed by file folder. Personnel Background Checks Minimum p PD-015 Selected Employees other than Separation + rersonnei /"^rr' j r\ Peace Officers 10 years Police Police p- Personnel Background Packet Minimum 10 unsuccessful not hired) years_ Personnel Department Training PD-017 File Onc.udes POST Data, Files n;^ and Printouts for Training Courses) 10 years Police Police Police PD-018 Personnel Files Police Department Employees Minimum includes Background Checks, Separation + Polygraphs and/or Voice Stress 10 years Analyzer tests) Reports and Studies regarding PD-019 Police operations not historical manpower, etc.) PD-020 Work Assignments Schedules) Minimum 2 years Minimum 5 years Minimum Separation 4| 10 years Mmimum 101 years Mirrinwm Separation \ to years MirKFTWm Separation 1:0 years MirvfTHim 2 years Minimum 5 years Yes: Current Schedule only Mag. Mfr, OD. Ppr Mag, Mfr. OD, Ppr Mag, Mfr. OD,Ppr Mag, Mfr, OD, Ppr Mag, Ppr Mag, Mfr, OD, Ppr S/ S/ S/ S/l S/ Yes: After 1 year Department Preference; Consistent with Personnel File; Statute of Limitations: Public official misconduct is discovery of offense + 4 years; GC 36507, 34090; PC 801.5, 803(c); 29 USC 11^3^ Yes: After Department Preference; GC 1 year 34090 Department Preference; Consistent with Personnel File; Yes: After State & Federal laws require 2 3 1 year years; 29 CFR 1602.31 & 1627.3(b)(ii),8 CCR 3204(d)(1) et seq., GC 12946, 34090 Department Preference; Exception to Citywide standards; Statute of Yes: After Limitations: Public official 1 year misconduct is discovery of offense + 4 years; GC 36507, 34090; PC 801.5, 803(c); 29 USC 1113^ Department Preference; GC 34090 et seq. Yes: After Department Preference; GC 1 year 34090.7 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^•Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business; Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For fife folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Q: Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FIB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC; Uniform Building Code USC: United $tates Code ruS) B&P: Business & Professions Code CA) CCP; Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code rCA) CBC; California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^–Û Ver. 3.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active Inactive Off-site, inoffice) ODorMfr) Retention Total Vital? Media Image: l=lmport Options M=Mfr S=Scan Comments / Reference Destroy Paper Citations to the law are for reference after only and not to be deemed binding on Imaged & QC*d? the City) If the record is not listed here, refer to the Retention for City- Wide Standards Uticjation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). ffete/T^ns^eow^Ten^ KIIBfflr^SiSIZE: Audio Recordings or Tapes CAD/RMS) Recordings of Police PD-021 Telephone & Radio Communications Dispatch Tapes CAD) Police___PD-022 Video Recordings or Tapes 1 year 1 year 1 years 1 y^ars Mag Mag Department Preference; Statewide guidelines propose 180 days legally mandated for 100 days); may be discoverable or made public in some circumstances), GC| i§34090. 34090.6 GC 34090.6 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^—Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the tile is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged &. QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United tates Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC: Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC; Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^˜Û Ver. 3.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Classification Record OR Records DescnptionFile Number Inactive OFR) y®, Off-site, C"0^ ODorMfr) RetentioTotal Retention n / Disposition Comments / ReferenceDestroyMedia l-lmnort P®1' Citations to the law are for referenceVital? after only and not to be deemed binding on Options M-Mfr s-scan Q^.^ Ifthe^e^or^s^o^s^^^ Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). ffetentfons^eownijften^^ RECORDS Police PD-023 Arson Registrations: Adults 10 years P PAge 25 or Seatog Date +5 years Department preference; Pursuant to PC 457.1 et seq.; required to register for life; If released from lvlag'lpr CYA. records are destroyed after age 25 or sealing pursuant to W&l 781 GC 34090.7 Arson Registrations: Juveniles Age 25 or Police PD-024 released from California Youth Sealing Date Authority + 5 years Pursuant to PC 457.1 et seq.; If released from CYA. records are Mag, Ppr destroyed after age 25 or sealing pursuant to W&l 781; GC 34090.7 Police PD-025 Bail Receipts 2 years yw$ Mag, Ppr GC 34090 et seq. Citations all misdemeanors): Court Police PD-026 Marijuana Citations or Reports Disposition + less than 28.5 grams) 2 yearsCrime Reports: Felonies and Misdemeanors ALL except 7 years or Police PD-027 those otherwise specifically upon DOJ mentioned in this retention Notification schedule Court Disposjtfon 4 2 years7 years or upon DOJ Notation Ppr GC 34090, H&S 11361.5Department Preference; Provided there are no outstanding warrants, unrecovered weapons, criminal deaths, they are not historically./ significant, and it is not classified Yes: Before Mag. Mfr, Disposition OD. Ppr Stat. of Limit, is 2 yrs;Destroy juvenile marijuana after age18; H&S 11361.5. GC 34090. PC 802, PC 187, 800 et seq. CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without pnor written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^™Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United $tates Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicte Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC; Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^šÛ Ver. 3.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, OD or Mfr) Total Retention Vital? Media Options Image: l=lmport M=Mfr S=Scan Destroy Paper after Imaged & Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) /ff/?ejggQ;tf^_nQ^stecf/7ere^^fe^ tojhe Retention for City-Wide Standards Utwtion, ciaims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). Dj**nnff^nr> Jifl.^lf luham IA /I/it in iinmnJn^ouJ f%wf4 rwnJu n f. 11 A'JA fnffjf**- /A n 1^.^* JM.—IMAM* i 0 ijj^mvl M^A J^nf» ij*«:j*— m flete^^^gg^^g^^a^^gmg^^ iMj* n~n.A^.A. ll-.——I—'J-^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^T^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ Crime Reports: Homicide, Falsification of Public Records, Kidnapping, Unsolved Child or Elder Abuse. Sexual Assault & Neglect, Rape, Misuse of Public Funds, Train-wrecking. Treason, Stolen Guns with Serial Numbers, Suicide, Fatalities Crimes Subject to Death Penalty or without statute of Limitations) Police PD-028 P Yes: Before Mag, Mfr, Disposition OD, Ppr S/ Department Preference; Most have no limitations on commencement of action; PC year 261. 286, 288, 288a, 288.5. 289, 289.5, and 799 Police PD-029 Crime Reports / Arrest Reports: Detention Only" Retainable Arrests Disorderly Conduct without priors, etc.) 2 years 2 years Mag. Mfr, OD, Ppr S/ Provided there are no outstanding warrants, deaths, and it is not class, 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 187, 647(f), 800. 802^849 et seq. No Police Police Police PD-030 PD-031 PD-032 Crime Reports: Marijuana less than 28.5 grams Crime Reports: Missing Persons Crime Reports: Sealed Cases Factual Innocence") 2 years or subject 18 years old Until Found 3 years from Date of Arrest 2 years or subject 18 year^ojd yntil Found 3 years fromj Date of Arrest Ppr Mag. Mfr. OD^Ppr Mag, Mfr, OD. Ppr GC 34090, H&S 11361.5 Department Preference; GC 34090 Individual petitions District Attorney; PD concurs that person is factually innocent, then seals record; GC 34090; PC 851-8(a) CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^›Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gtadwell Governmental Services, Inc. 909) 337-3516 alt rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualities as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive; How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD). and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR; California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC; Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC; Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC; Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC; Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC-: United tates Code US) VC; Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^œÛ Ver. 3.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Classification Record OR Records DescriptionFile Number Inactive OFR) /. e. Off-site, onofflce) ODorMfr) RetentioTotal Retention n / Disposition Comments / ReferenceImage: Destroy n^;« i i»,^^ Paper Citations to the law are for reference r-x 14 Media l=lmport i.- Vital? after only and not to be deemed binding on Options M-Mfr s=scan QC-d? If the record is not listed here, refer to the Retention for City-Wide Standards Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). Retent!onsbegm when the act is completed, and imply a full file folder e.Q. last document + 2 years), since destruction is normally performed by file folder. Per Court OrderPolice PD-033 crime Re^ons'• sealed cases Subject 26 e.g. Juveniles) years old /Sealing date + 5 years)Police PD-034 Drug / Narcotic Registrants 5 yearsEvidence. Property. Photographs P'^10" or Police PD-035 & Film and MAY evidence p^xsegments: Crime Scenes eno or Crime Per Court Order Subject 26 years old / Sealing Date + 5 years)5 years0<ptratlonof Appeat$ Period tor Crime 2 years50 years2 yearsLite o< the Order2 years Statute of Limitations runs up to age of majority + 8 years; Sealing Mag. Mfr, for Juveniles and Wards of the OD, Ppr Court retained for 5 years; CCP 340.1, GC 34090; GC 68152(g)(1),W&l§781(d)Department Preference; Registration is required for 5 g' pr years; GC 34090, H&S 11590 el seq,, H&S§11594(a) See appropriate Crime Report; Mag, Mfr, Yes: After Statute of Limitations is 1 year for OD, Ppr 1 year property seized by officers; CCP 340(4); GC 34090 Police PD-036 Field Interview Cards 2 years Ppr GC 34090 et seq. Police PD-037 LiveScan Logs Response) 50 years Mag. Mfr, Yes: After Department Preference; 34090 OD, Ppr 1 year et seq. Miscellaneous Non-criminal Police PD-038 Reports impounded vehicles, 2 years etc.)Police PD-039 order after Heann^ restraining Life of the order) Order Ppr GC 34090 Mag Court records; GC 34090 et seq. Police PD-040 Pawn Slips 2 years Department Preference to provide information to other agencies; Non-records used for investigations; Ppr Originals entered into the State Automated Property System; most agencies retain for 2 years; GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distnbute without phor written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD. DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC; Uniform Plumbing Code USC:,United $tates Code US) VC; Vehicle Code^CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^žÛ Ver. 3.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Classification Record OR Records Description RetentioTotal Retention n / Disposition Comments / Reference File NumberActive lnactive OFR) Off-site, On off ce) \ OD or Mfr) Destroy Image: u«.^i« i i»»»^ Paper Citations to the taw are for reference MtM. A Media l=lmport Vital? after only and not to be deemed binding on Options M-Mfr s=scan QC-d? If the record is not listed here, refer to the Retention for City-Wide Standards Litigation, claims, complaints and/or federal investifjations suspend normal retention periods retention beoins after settlement). g^^^gg^j^g^^^^g^g^ +2 years), since destruction is normally performed by file folder. FollowsPolice PD-041 Photos. Mug Shots Retention of CrimeReport RegistrantP l PD fu? sex offender Registrations: Moves Out Adults of City + 5 yearsSex Offender Registrations: Age 25 or Police PD-043 Juveniles released from Sealing Date California Youth Authority + 5 years follows Retention of Crime Report Registrant Moves Out of City + 5 yearsAge 25 or Seating Date +&ye^r$ Mag, Mfr, Yes: After Department Preference; GC OD, Ppr /' 1 year 34090.. Department Preference; Pursuant Maappr toPC§290etseq.Pursuant to PC 290 et seq.; If p released from CYA, records are ag> pr destroyed after age 25 or sealing pursuant to W&l 781; Police PD 044 Traffic Accident Reports Except Minimum 2 Fatal years Mirumum2 yearsP Department Preference; GC pvf 34090 et seq. Police PD-045 Traffic Accident Reports Fatal P Department Preference; GC Ma9lppr 34090 et seq. CITY OF BALDWIN PARK, CA. 2003 Gladwetl Governmental Services. Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ŸÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the tile is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United States Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC; Uniform Fire Code VC; Vehicle Code fCA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC; Family Code CA) H&S; Health & Safety Code CA) Ops. Atty. Gen,; Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ Û Ver. 4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS Page PW-1 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Comments / Reference Active in office) Inactive Off-site. OD or Mfr) Tola! Retention Vital? Image: Destroy Media Import r^^^^^^ Options M=Mfr Imaged & S=Scan QC'd? If the recordjsnot Iisted_here^refer to the Retention for City-Wide Standards it me recorgjsnoi usieqnerejrerer to me netenvon for Ulty-wiae standards fleten^^gg^^^^^^g^^^ Litigation, claims, complaints and/or federal investiaations suspend normal retention periods retention beams after settlement).____^ ADMINISTRATION / AU, W folder. Public Works Public Works PW-001 PW-002 Work Order Database / Work History______ Work Orders / Service Requests ALL information from the work order is entered into the Work Order Database Indefinite When No Longer Required Indefinite When: No Longer Required Yes Mag Mag. Ppr GC 34090 et seq. Drafts / Source records Database becomes original record; GC 34090 Dept. Providing Service / Work PW-003 Work Orders / Service Requests PARTIAL OR NO information from the work order is entered into the Work Order Database 3 years $ years Mag, Ppr Department Providing work is the| Office of Record department Requesting work is considered a copy consistent with City-wide standards); CCP 338 et seq., 340 et seq., 342. GC 945.6, GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^¡Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs. source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code PC: Family Code CA) FTB; Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD; Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC-: United States Code US) VC: Vehicle Code /CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^¢Û Ver.4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS Page PW-2 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site. OD or Mfr) Total Retention Vital? Media Options Comments / Reference Image: Destroy i i»«»^ D«».«^»ft» Citations to the law are for references Mmport Paperafter /yand^tobedee^to^ I 1=Mfr Imaged & on the City) S=Scan QC'd? ere^^^g^^^g^^^ 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. \t i^mn^mft f^l'lltWf */^rv*r^lf*!n4f* f9Hi-1/f\f f'f^f4f^vt-il ri i JA r^4m n f»i ji f* m im-iArij-J immmf n^A ri 4i'A f> rifiiAj-J.^ /••A fn i jmi t*nm'Mj« j«Aj*f AAWf^MAArt^ wa/wn^fa/ms^omp/a^ CAPITAL IMPROVEMENT PROJECTS CIP) Public Works/CIP PW-004 City Infrastructure, Facilities & Transportation Projects Plans, Specifications, Bids/RFPs, Successful Proposal, Materials Testing Reports, Grading Permits, Soils Reports, etc.) Upon Completion Yes: Until Completed Mag. Mfr, OD, Ppr Consistent with City-wide standards for RFPs; retained for disaster preparedness purposes City Clerk does not maintain S Yes: 1 year Specifications, RFPs, Plans, Materials Testing Reports, etc.) Statewide guidelines propose Permanent for Infrastructure plans; GC 34090 Public Works/CIP PW-005 City Infrastructure, Facilities & Transportation Projects Project Administration, Certified Payrolls, Invoices, etc.) Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion +1&y&ars or After Funrfng Agency Audit. If required, whichever is fonger Yes: Until Completed Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; Covers auditing requirements and statute of limitations; Complies with DOT'S Construction Manual Section 5-104C; Statewide guidelines propose termination + 5 years; 21 CFR 1403.42; 24 CFR 85.42, 91.105(h), & 570.502(b), 29 CFR 97.42, GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^£Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc 909) 337-3516 alt rights reserved Do not duplicate or distribute without prior written permission QFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC*d: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC; California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United States Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC; California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Any. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^¤Û Ver.4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS Page PW-3 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Comments / Reference Active in office) Inactive Off-site, OD or Mfr) Total Retention Vital? Image: Destroy Media l=lmport Paper after Citrons to the aw are only and not to be deemed binding Options M=Mfr Imaged & S=Scan 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. tast document + 2 years), since destruction is normally performed by I t:^.^*:^^ j*J,*;__,« *-»« Jn<'.-.4.A jJ/A-J«.«J—__-I 4————J:^—_ I 1 A——A;—— *— /———A——A;—— I-——:—- A-.. Ul^——^—Al Lrt/oaj/on^tewTs^omp^ COURT REFERRAL / GENERAL RELIEF / WORKFARE file folder. Public Works/ Court Referral PW-006 Public Works / Court Referral PW-007 Public Works/ Court Referral Court Referral Applications & Agreements Unsuccessful Applicants 3 years Court Referral Applications & Agreements includes emergency contact information) Successful Applicants Completion + 10 years Court Referral Binders PW-008 Documentation of Names, hours. timesheets 10 years 3 years Completion +1&year$ 10 years Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD. Ppr Consistent with employee personnel files Courts treat volunteers as employees); 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR 3204(d)(1) et seq.. GC 12946.34090 Department Preference; Courts treat volunteers as employees; EEOC/FLSA/ADEA Age) requires 3 years for promotion, demotion, transfer, selection, or S Yes: 1 year 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)etseq.,GC 12946. 34090^29 USC1113 Department Preference; Courts treat volunteers as employees; EEOC/FLSA/ADEA Age) requires 3 years for promotion, demotion, transfer, selection, or S Yes: 1 year 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)etseq.,GC 12946,34090;29 USC 1113 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all nghte reserved Do not duplicate or distribute without pnor written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^¥Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 alt rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of tike records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs. source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC; Government Code CA) H&S; Health & Safety Code CA) HDD: Housings Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United tates Code US} VC; Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^¦Û Ver.4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS Page PW-4 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site. OD or Mfr) Tolai Retention Vital? Media Options Comments / Reference Image: Destroy i ir^»^ D..... ft., Citations to the aw are for reference! fclmport Paperafter tobedeem^b/^g I M=Mfr S=Scan Imaged & QC'd? on the City) 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 fulf file folder e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). fal————^———^^M^^^^^^———^^^^^^__^^^___^^^^^^^^^^^B^————^^_^^^^___^^^^^^^^^^^^^fa Public Works/ Court Referral Public Works/ Court Referral Department Preference; GC 34090 PW-009 Court Referral Program Quarterly Reports 10 years 10year$ Mag, Ppr Consistent with employee personnel files Courts treat volunteers as employees); 29 CFR 1602.31 & 1627.3(b)(ii). 8 CCR 3204(d)(1) et seq., GC 12946.34090 General Relief / Workfare PW-010 Applications & Agreements Unsuccessful 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 Yes: 1 year 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)etseq.,GC 12946. 34090; 29 USC1113 Public Works/ Court Referral General Relief / Workfare Applications & Agreements PW-011 includes emergency contact information) Successful Applicants Completion + 10 years Completion +10 years Mag, Mfr, OD, Ppr CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^§Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification; The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or Jackets) ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd==Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United States Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC* Vehicte Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^¨Û Ver. 4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS Page PW-5 Office of Classification Record_ OR File Number OFR) Records Description Retention / Disposition Comments / Reference Active in office) Inactive Off-site, OD or Mfr) Tofal Retention Vital? Image: Destroy Me^ y^^^^^^^^^^^^^^^^ Options M=Mfr Imaged & y on the City) S=Scan QC'd? If the record is not fisted here, refer to the Retention for City-Wide Standards ff^^W^gg^^^gj^^^^gff^ Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). Public Works / Court Referral Public Works/ Court Referral General Relief / Workfare PW-012 Documentation of Names, hours, timesheets 10 years 10 years Mag, Mfr, OD, Ppr PW-013 General Relief / Workfare Quarterly Reports 10 years 1Gyo^r$ Mag, Ppr Department Preference; Courts treat volunteers as employees; EEOC/FLSA/ADEA Age) requires 3 years for promotion, demotion, transfer, selection, or S Yes: 1 year 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)etseq..GC 12946, 34090;29 USC1113 Department Preference; GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all nghts reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^©Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc, 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations S: Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty, Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United $tates Code US) VC* Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ªÛ Ver. 4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS Page PW-6 Office of Classification /„-p QR Records Description Retention / Disposition Comments / ReferenceFile Number *. 1 1 Image: Destroy(OFR) Active s; j01? oT3 T'^rr^^^^^^^^(in office) QDorMfrtI Relentlon Options M=Mfr imaged & on the City)^k—^^^^—^———^—^^^-^^^^^^^^—^^^^B^^>^^i^^^»^-L—^^^^^^——i.^^^^^^£^^^^£.^2—^^^^—-^—i—^^ tf the record jsnoUisted here, refer to the Retention for City-Wide Standards fleten^^gg^^g^^^^g^^ Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). ENGINEERING When No City Clerk PW-014 Abandonments Longer Required When No Longer RequiredPTerminatiQ^ of District + 10-yoar$IndefinitePPWhen NO Longer required When No Longer Required Yes: Until Mag- c* w Ensure the City Clerk has all Completed Df 3 Yes: 1 year originals; GC 34090 Public Assessment / Maintenance District Works / PW-015 Projects Drawings e.g. roads, P Engineer, sewer, etc.)- Assessment/Maintenance DistrictwSrks/ PW-016 projects P^3^18- Termination F Improvement Plans e.g. roads, of Distnct y sewer, etc.) Department Preference; Statute Y 11 * i Mag, of Limitations is 4 10 years forn^ i * i Mfr. OD* s Yes: 1 ear Errors & Omissions); CCP uompieted 337.1(a), 337.15, 343;GC 34090.7Department Preference; Statute Mag, of Limitations is 4 10 years for^ i 4 1 Mfr- OD- s Yes: 1 y®31' Errors & Omissions); CCP Completed p^ g^ 337.1 a). 337.15. 343;GC 34090.7 p Asset History Pavement... r,iA/n<-» Management. Traffic Signals, Works/ PW-017 a hdefinite Lights, Sidewalk, Streetscapes, Engineer. Public Works / PW-018 Covenants and Restrictions 2 years P Engineer. Public Works / PW-019 Deed Restrictions 2 years P Engineer. Database; GC 34090, CCP Mag 337etseq.Ma^ o /1 M« Housing sends theirs to the City Mf^OD, S/l No clerk; GC 34090.., ag- Housing sends theirs to the City Mf^OD, S/l No clerk; GC 34090 When No City Clerk PW-020 Deeds Longer Required Yes: Until Mag- c / Ensure the City Clerk has allCompleted Mfr;OD- s Yes: 1 year originals; GC 34090 rpr When No City Clerk PW-021 Easements Longer I Required Yes: Until Mag'- Ensure the City Clerk has allCompleted Mf^-OD) s Yes: 1 year originals; GC 34090 P1' CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^«Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Sen/ices, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations f^: Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR; Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HDD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United $tates Code US) VC; Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^¬Û Ver.4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS Page PW-7 Office of Classification Record OR Records DescriptionFile Number Active active(OFR) nnnf^L off-site• in office) oo^fr) RetentioiTotal Retention n / Disposition Comments / ReferenceImage: Destroy Media Mmport Paper after C^onsto the faw are for Vital? only and notto be deemedbinding Options M=Mfr Imaged & S=Scan QC'd? iL!£!^«^£L^M!2ti!^£^^^ Retentions begin when the act is completed, and imply a full file folder e.Q. last document + 2 years), since destruction is normally performed by file folder. y^oaffon^afms^omoj^^ retention beo ins after settlement). S/ PW-022 Encroachment permits- p Permanent Sewers. Streets, etc.)Encroachment Permits: Public Temporary Street Closures, Works / PW-023 Transportation / Wide Load Expiration +Engineer. Permits, Detours, Street Cuts, years Paving, etc.) PExpiration +-4years3 yearsExpiration + 4 yearsMinimum 2 years, ar until na tonger neededP Department Preference; Yes: Until x^ c Yes: After Statewide guidelines propose Revocation r- Inactive Permanent; CCP 337 et. Seq.; pr GC§ 34090 Covers statute of limitations for I*-! contracts 4 years); Statewide Mag, Ppr guidelines propose Permanent; P^0" CCP§337etSeq,GC§ 34090 Public Works / PW-024 NPDES Monitoring Records 3 years Engineer.Public Works/ PW-025 NPDES Permit Expiration +Engineer. 4yearsMinimum 2^oT/ PW-026 Prelimina^ Studies/Project Engineer. Assessments Not Acquired) neededp Public Facilities / Infrastructure /Works0/ PW-027 CIP Project Files PubHc p F Improvement Plans and Drawings, ngneer- Notice of Completion) Monitoring records required for 3 g) pr years; 40 CFR 122.21, 122.41 Covers various statute ofY ij i limitations; Monitoring records ves: until pp^, required for 3 years; 40 CFRtxpiration 122.21, 122.41; CCP 337 et seq.»» r. Yes: After Department Preference; GC M^001 s Inactive 34090VOQ' 1 Intil y' YOQ* Aft^r^ Ji Mfr, OD, S Infrastructure; GC 34090 Completed p Superseded CITY OF BALDWIN PARK. CA. 2003 Gtadwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without phor written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business; Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the tile is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC.: United States Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code /CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code /CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^®Û Ver. 4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS Page PW-8 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Comments / Reference Active in office) Inactive Off-site. OD or Mfr) Totat Retention Image: Destroy i Media import Paper after citationsto thefawareforwfer^^^ vltal? Options M=Mfr Imaged & I S=Scan QC'd?_____________ ////Te/egg^^^^g^^^ 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. /_.,_..._... enrronbeg^saft^ Q^^^^^Jg^^^^ Public Works / Engineer. Public Works / Engineer. Public Works/ Engineer. Public Works/ Engineer. Recorded Maps Final Maps, Parcel PW-028 Maps, Record of Survey, Tract Maps, etc.) PW-029 Right of Ways PW-030 sch001 lnformation Traffic sa^ 10 years Issues, etc.) PW-031 studies P^^1 management, etc.) y P Yes all) 10 years 3 years Mag, Mfr. OD, Ppr Mag, Mfr, OD, Ppr Mag, Ppr Mag. Ppr S S Yes: 1 year Yes: When Inactive 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 Land Records; GC 34090 Department Preference; GC 34090 Department Preference; Historically significant studies may be retained permanently; GC 34090____ Public Works/ Engineer. Public Works/ Engineer. Public Works/ Engineer. PW-032 PW-033 PW-034 Subdivision Bonds and Certificate of Deposits Traffic Calming / Control Requests Speed Humps, Stop signs, red curbs, etc.) Traffic Signals and Lights: Master File for Installation, Maintenance & Timing Released after the Notice of Completion is Issued 10 years 10 years Released after the Notice of Completion is issued 1^ years 10 years Mag, Mfr. OD, Ppr Mag, Ppr Mag, Ppr S Yes: When Inactive Securities Performance Bonds, 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 Department Preference; GC 34090 Controller cards are kept at the signal; Covers all Statute of Limitations; Department Preference; GC 34090, CCP 337 et seq. CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior wntten permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^¯Û RECORDS RETENTION SCHEDULE LEGEND 2004 GladweH Governmental Services, Inc. 909) 337-3516 ali rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of tiling and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP; Code of Civil Procedure CA) CCR: California Code of Regulations CA) CPC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC; Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC; Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United $tates Code US) VC; Vehicte Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^°Û Ver.4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS Page PW-9 Office of Classification Record^ OR Pile Number OFR) Records Description Retention / Disposition Comments / Reference Active in office) Inactive Off-site, OD or Mfr) Tolai Retention Vital? Image: Destroy Media l=lmport Paper after onsto the laware for reference^ only and not to be deemed binding Options M=Mfr Imaged & S=Scan QC'd? If the record is nptjistedhere^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. gg^^^g^g^jg^^^^^^ Public Works / PW-035 Traffic Summaries, Reports 10 years Engineer. Public Works / PW-036 Traffic Timing maintained at signal) P Engineer. 10 years P Mag. Ppr Mag. Ppr Department Preference; GC 34090 Department Preference; GC 34090, CCP 337 et seq. CITY OF BALDWIN PARK. CA. 2003 Gladwell Governmental Sen/ices, Inc. all nghls reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^±Û RECORDS RETENTION SCHEDULE LEGEND 2004 GladweH Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk. CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T; Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United States Code US) VC; Vehicle Code CA) W&I: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^²Û Ver. 4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS PagePW-10 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Comments / Reference Active in office) Inactive Off-site, OD or Mfr) Total Retention Image: Destroy oT3 Options M=Mfr Imaged & city) Imaged & QC'd? 1/r the record is not listed here, refer to the Retention for City-Wide Standards fleten^^gg^^g^^^^g^ Litigation^ claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). Public Works / Facilities Public Works/ Facilities Public Works/ Facilities Public Works/ Facilities PW-037 Backflow Certifications City-owned facilities, irrigation 2 years PW-038 Capital Project Files Budget Request, Bid, etc.) Completion 5 years PW-039 Daily Logs PW-040 Equipment and Vehicle Maintenance History 2 years Life of Equipment or Vehicle + 4 years 2 years Mag, Ppr Completion +5 years Yes: Mag, Before Mfr, OD, Completion Ppr S/l 2 years Life of Equipment r Vehicle + 4yw$ Mag, Ppr Mag, Ppr UFC 2-5.7, GC 34090 Covers Statute of Limitations for Contracts errors and omissions does not apply); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Yes: Upon Spec's=4 years, Wrongful Completion Death=comp. + 5 years. Statewide guidelines propose termination + 5 years; Complies with DOT'S Construction Manual Section 5-104C; CCP 336(a), 337 et. seq.. GC 34090 GC 34090 Covers all statute of limitations; CHP requires life of vehicle; OSHA requires 1 year; 8 Ca. Code Reg. 3203(b)(1); CCP 337 et. Seq.. GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services. Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^³Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some wilt be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes. use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USO: United States Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code-(CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^´Û Ver. 4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS Page PW-11 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, OD or Mfr) Total Retention Vital? Media Options Comments / Reference Image: Destroy i im»»rt Dor^r ofta- Citations to the law are for reference l=lmport only and not to be deemed binding M=Mfr S=Scan QC'd? on the City) If the rej:ordjsj]atjlstedhere, refer to the Retention for City-Wide Standards fleten^^gg^^g^^^^o^ Liticjation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). Public Works/ Facilities Public Works/ Facilities PW-041 PW-042 Facilities Maintenance Contract ADMINISTRATION FILES Fire Alarm, Janitorial, Security, Striping, Terminex contract pest control), etc.) Completion 5 years Completion + 5 years Yes: Mag, Before Mfr, OD, Completion Ppr HVAC Records Operations. Sub equipment maintenance Completion 5 years Completion +5 years Yes: Mag, Before Mfr, OD, Completion Ppr S/l S/l Covers Statute of Limitations for Contracts errors and omissions does not apply); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & C^pIeK?^4^^^^^1 Death==comp. + 5 years, Statewide guidelines propose termination + 5 years; CCP 336(a),337et.seq.,GC 34090 Covers Statute of Limitations for Contracts errors and omissions does not apply); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Yes: Upon Specs=4 years, Wrongful Completion a Death=comp. + 5 years, Statewide guidelines propose termination + 5 years; CCP 336(a), 337 et. seq.. GC 134090 Public Works/ Facilities Public Works / Facilities PW-043 Maintenance Annual or Regularly Scheduled Maintenance 5 years PW-044 Pool Chemicals and Use Records 30 years 5 years SOyeEars Yes: Mag, Before Mfr, OD, Completion Ppr Mag, Mfr, OD, Ppr S/l S/ Yes: Upon Completion j^ Department Preference; CCP 336(a). 337 et. seq.. GC Department Preference; Public Works Claims can be made for Yes: 1 year 29 years for toxic substance exposure; 8 CCR 3204(d)(1) et seq.. GC 12946, 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^µÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HDD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United States Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC; Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; VehicteCode<CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^¶Û Ver. 4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS Page PW-12 Office of Classification record OR File Number OFR) Records Description Retention / Disposition Comments / Reference Active in office) Inactive Off-site, OD or Mfr) Total Retention Vital? Media Options Image: Destroy i ir^r^-* D-^^, w^- Cftations to the law are for reference! l=lmport Paperafter y nd not to be deemed binding \ M=Mfr Imaged & on the City) I Imaged & QC'd? \lf the record is not listed here, refer to the Retention for City-Wide Standards Retentions beQin 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. \Liticiation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). Public Works/ Facilities Public Works Public Works Dept. Providing Service / Work PW-045 PW-046 PW-047 PW-048 Safety Certifications Elevators, Chairlifts, Fire systems, etc.) Work Order Database / Work History Work Orders / Service Requests ALL information from the work order is entered into the Work Order Database Work Orders / Service Requests PARTIAL OR NO information from the work order is entered into the Work Order Database Minimum 2 years, When Superseded Indefinite When No Longer Required 3 years M^imum 2 ar^ When| Superseded Indefinite When No Longer Required 3 years Mag, Ppr Yes Mag Mag, Ppr Mag, Ppr Certificates provided by the State, who may not perform inspections every year; GC 34090 GC 34090 et seq. Drafts / Source records Database becomes original record; GC 34090 Department Providing work is the| Office of Record department Requesting work is considered a copy consistent with City-wide standards); CCP 338 et seq., 340 et seq., 342, GC 945.6, GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without pnor written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^·Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwefl Governmental Services. Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd==Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC*d"). Legend for legal citations f§: Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HDD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United tates Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC: Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^¸Û Ver.4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS PagePW-13 Office of Classification Record OR Records DescriptionFile Number Inactive(OFR) r we. Off-site, in off ice) OD or Mfr) Retention / Disposition Comments / Reference[Image: Destroy Tola! Media Mmport Paper after Citations to the law a^ Vital? only and not to be deemed binding Retention Options M=Mfr Imaged & S=Scan QC'd? /^e^g22^^^2Si£2S2^i^ Retentionsbegjrjwhen the act is completed, and imply a full file folder e.g. last document + 2 years), since destruction is normally performed by file folder. Ltf/gaton^ctetfns^gmgtetfTte^n^ investigations suspend normal retention periods retention begins after settlement). \ FLEET SERVICES oT/ PW-049 chp \°^ vehicle 2 years Fieet inspections) yPublic Life ofWorks / PW-050 Equipment andvehicle EquiPment Maintenance History or Vehicle + Fleet 4 years.... Estimates Vehicles andpiS purchases) eare 2 yearsme ofEquipment or Vehicle + 4 years2 years No specific retention period Ppr provided, therefore the 2 year minimum applies; GC 34090 Covers all statute of limitations; CHP requires life of vehicle; Mag, Ppr OSHA requires 1 year; 8 Ca. Code Reg. 3203(b)(1); CCP 337 et. Seq., GC 34090Mag, Ppr GC 34090 Public When No Works/ PW-052 Fuel Access RequestFleet Authorizations p^ When NO Longer RequiredIndefinitePIndefiniteWhen No Longer Required Source records transitory); GC 34090 WoSs0/ PW-053 agement System rieet Data is interrelated; GC 34090 Mag etseq. Public IAI i / nmi r^c-A Underground Storage Tanks Works / PW-054 10 years P Replacement, Upgrades aa r.n Yes: When Department Preference; GC Yes Mfr, OD, S/l 0^^^^ Inactive 34090 wTs pw-055 orderDatabase/work indefinite Yes Mag GC 34090 et seq. Work Orders / Service Requests uVhfln MnPublic ALL information from the work w Works vv-uoo LongerOrder Database Hequired Drafts / Source records Mag, Ppr Database becomes original record; GC 34090 CITY OF BALDWIN PARK. CA. 2003 Gladwell Governmental Services. Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^¹Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gtadwell Governmental Services, Inc 909) 337 3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical, some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc Retention/Disposition: Active' How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system, 1" indicates the record should be electronically imported into the document imaging system; t" ii M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB Franchise Tax Board CA) HUD. Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC- United States Code US) B&P Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T Revenue & Taxation Code CA) UFC. Uniform Fire Code VC* Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC Family Code CA) H&S. Health & Safety Code CA) Ops. Arty. Gen Attorney General Opinions CA) UAC. Uniform Administrative Code UPC. Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ºÛ Ver. 4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS Page PW-14 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, OD or Mfr) Tola! Retention Vital? Media Options Comments / Reference Image: Destroy bimport Paper after(cltations.to the laware for^T^l i p. on^ and not to be deemed binding M=Mfr S=Scan QC'd? on the City) If the recoirlismllistedfierej'efer to the Retention for City-Wide Standards fletento^g^y^jg^^^ Litioation, claims, complaints and/or federal investiQati'ons suspend normal retention periods retention begins after settlement). Dept. Providing Service / Work PW-057 Work Orders / Service Requests PARTIAL OR NO information from the work order is entered into the Work Order Database 3 years Oye^rs Mag. Ppr Department Providing work is the) Office of Record department Requesting work is considered a copy consistent with City-wide standards); CCP 338 et seq., 340 et seq., 342, GC 945.6, GC 34090 QRAFFm REMOVAL AND BEAUTIFICATION GRAB) Public Abatement Reports / Daily Work Works / PW-058 and Abatement Reports some Graffiti have CDBG Funding) Graffiti 2 years 3 years Public Works/ PW-059 Graffiti Removal Service Requests 2 years Graffiti Public Works/ PW-060 Hold Harmless Agreements for A K'S+AfMAft+f 4pflrfl Dnin-itQ D*-<"n-l/l»4i / Abatements from Private Property 5 years 2 years 4 years Mag, Ppr S Yes: 1 year Mag. Ppr Mag, Ppr Department Preference to cover those cases that are CDBG- related CDBG is Annual Performance Report + 4 years); Case is open until satisfactorily resolved some liens are not resolved); City Clerk maintains original staff reports and resolutions that are presented to Council; statewide guidelines propose 4 years; 21 CFR 1403.42; 24 CFR 85.42, 91.105(h), & 570.502(b). 29 CFR 97.42. GC 34090 GC 34090 Statute of Limitations any liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC 34090, CCP 337, 343 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services. Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^»Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc 909) 337-3516 alt rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the tile remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd==Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations ffi: Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United States Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC; Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC* Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC; Elections Code CA) FC: Family Code CA) H&S; Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^¼Û Ver. 4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS PagePW-15 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Comments / Reference Active in office) Inactive Off-site, OD or Mfr) Total Retention Vital? Image: Destroy Media l=lmport Paper after citationsto the laware forreferencel r only and not to be deemed binding Options M=Mfr Imaged & QC'd? M=Mfr S=Scan tf the record jsjigUistedhere^fer to the Retention for City-Wide Standards ffetento^gfi^^g^^^^CT^ Litigation, clajms^cpmplaints and/or federal investioations suspend normal retention periods retention begins after settlement) Public Works Public Works Dept. Providing Service / Work PW-061 PW-062 PW-063 Work Order Database / Work History Work Orders / Service Requests ALL information from the work order is entered into the Work Order Database^ Work Orders / Service Requests PARTIAL OR NO information from the work order is entered into the Work Order Database Indefinite When No Longer Required 3 years iroNintte When No Longer Required 3 years Yes Mag Mag, Ppr Mag, Ppr GC 34090 et seq. Drafts / Source records Database becomes original record; GC 34090 Department Providing work is the| Office of Record department Requesting work is considered a copy consistent with City-wide standards); CCP 338 et seq., 340 et seq., 342, GC 945.6, GC 34090 IRRIGATION Public Works/ Irrigation Public Works PW-064 Irrigation Maintenance Public Works Dept. Providing Service / Work PW-065 PW-066 PW-067 Work Order Database / Work History Work Orders / Service Requests ALL information from the work order is entered into the Work Order Database Work Orders / Service Requests PARTIAL OR NO information from the work order is entered into the Work Order Database 3 years Indefinite When No Longer Required 3 years 3 years Indetinrte When No Longer Required 3 years Mag Ppr Yes Mag Mag, Ppr Mag. Ppr Consistent with City-wide standards for work orders; CCP 338 et seq., 340 et seq., 342, GC 945.6, GC 34090 GC 34090 et seq. Drafts / Source records Database becomes original record; GC 34090 Department Providing work is the Office of Record department Requesting work is considered a copy consistent with City-wide standards); CCP 338 et seq.. 340 et seq.. 342, GC 945.6, GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwetl Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^½Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmenlal Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD. DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; S" indi< I" indie- M" indicates the record should be microfilmed I" indicates the record should be electronically imported into the document imaging system; Destroy Paper after Imaged &. QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD. WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC- United tates Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S; Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^¾Û Ver. 4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS Page PW-16 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Comments / Reference Active in office) Inactive Off-site, OD or Mfr) Tola) Retention Vital? Image: Destroy Media Import Paper after itationsto the laware forreferencel only and not to be deemed binding Options M=Mfr Imaged & ity) QC'd? M=Mfr S=Scan If the record is noUsstedhere, refer to the Retention for City-Wide Standards ffeten^^gg^yj^g^^^^g^^^ gatoT^ams^om^ LANDSCAPE Public Works/ Landscape PW-068 Daily Journals / Playground Equipment Inspections 2 years 2 years Yes: Mag, Before Mfr, OD, Completion Ppr S/t Yes: Upon Completion GC 34090 Public Works/ Landscape Public Works/ Landscape Public Works/ Landscape PW-069 Facilities Maintenance Contract ADMINISTRATION FILES Landscape Maintenance, Tree Trimming, etc.) Completion 5 years PW-070 Landscape Maintenance in-house) 3 years Pesticide and Herbicide Records, including training and written PW-071 recommendations usage records are filed with the County Agriculture Department) 2 years 28 years Completion +5 years 3 years 30 years Yes: Mag, Before Mfr, OD, Completion Ppr Mag Ppr Mag. Mfr, OD. Ppr S/l S/l Covers Statute of Limitations for Contracts errors and omissions does not apply); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Yes: Upon Spec's=4 years. Wrongful Completion Death=comp. + 5 years, Statewide guidelines propose termination + 5 years; Complies with DOT'S Construction Manual Section 5-104C; CCP 336(a), 337 et. seq., GC 34090 Consistent with City-wide standards for work orders; CCP 338 et seq., 340 et seq., 342, GC 945.6, GC 34090 Department Preference for toxic substance exposure statute of limitations; Registered fumigation Yes: When / pesticide companies are Inactive required to retain logs and other records for 3 years; 8 CCR 3204(d)(1)etseq., 16 CCR 1970; GC 34090, CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^¿Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some wit! be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated, Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United States Code US) VC; Vehicte Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÀÛ Ver. 4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS Page PW-17 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, OD or Mfr) Totaf Retention Vital? Media Options Comments / Reference Image: Destroy ii * n & Citations to the law are for reference! l=lmport Paper after I r only and not to be deemed binding Imaged & M=Mfr S=Scan QC'd? on the City) If the record is not fisted here, refer to the Retention for City-Wide Standards Retentions'-beginwhen the act is completed, and imply a full file folder e.g. last document + 2 years), since destruction is normally performed by file file folder. I i^i'jqn^l'jttt 1'yirvnf /I/Iff* *"1 Joints /ll-1/^/rt*' ff>^^\ff>l mifAAtmntiAnr* f%i IiiftArt^ rIAfrw^J rA^irl^iArt rIArfA^j-i /pn^An^i'An f-mmj-m jij^^f- f*j«MJnmnnM Liticiation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement, Public Works Public Works Public Works Dept. Providing Service / Work PW-072 PW-073 PW-074 Work Order / Service Request Log PW-075 Work Order Database / Work History Work Orders / Service Requests ALL information from the work order is entered into the Work Order Database Work Orders / Service Requests PARTIAL OR NO information from the work order is entered into the Work Order Database 8 years Indefinite When No Longer Required 3 years Q years Indefinite When No Longer Required 3 years Mag, Ppr Yes Mag Mag, Ppr Mag, Ppr Department Preference; GC 34090 etseq. GC 34090 et seq. Drafts / Source records Database becomes original record; GC 34090 Department Providing work is the| Office of Record department Requesting work is considered a copy consistent with City-wide standards); CCP 338 et seq., 340 et seq., 342, GC 945.6. GC 34090 CITY OF BALDWIN PARK. CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÁÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk. CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations f§: Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC; Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Any. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC; Uniform Fire Code UPC: Uniform Plumbing Code USC: United tates Code US) VC; Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÂÛ Ver. 4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS PagePW-18 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, OD or Mfr) Total Retention Vital? Media Options Comments / Reference Image: Destroy l=lmport Paper after citationsto the laware for reference^ only and not to be deemed binding M=Mfr Imaged & on the City) S=Scan QC'd? ////Terecorrf^g^^^^ ffeten^^gg^^g^g^g^^^^ Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). STREETS Public Works/ Streets Public Works/ Streets Public Works/ Streets Public Works/ Streets Public Works PW 07fi Daily Journals for Street Maintenance PW-080 2 years HazMat Incident Responses, Clean- PW-077 ups and Exposure Records Diesel, 30 years Oil. etc.) PW-078 pavement Maintenance rubble, fill. release for debris) Street Maintenance Contract / ADMINISTRATION FILES Parking pw-079 Lot Sweeping. Street Legend completlon Painting, etc.) Work Order Database / Work History Indefinite 2 years 30 years 5 years Completion + 5 years Indefinite Mag, Ppr Mag, Mfr, OD, S/l Ppr Mag. Ppr Yes: Mag, Before Mfr, OD, Completion Ppr Yes Mag S/l GC 34090 Consistent with statute of limitations for employee No exposure to hazardous materials; 8 Cal. Code Reg. 3204(d)(1)(A) Department Preference; Statute of Limitations any liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC 34090, CCP 337, 343 Exception to City-wide standard because Statute of Limitations for Errors & Omissions does not apply to this contract; Statute of Limitations: Contracts & Yes: Upon Spec's=4 years, Published Audit Completion Standards=4-7 years; Statewide guidelines propose termination + 5 years; Complies with DOT'S Construction Manual Section 5- 104C; CCP 336(a). 337 et. seq.,GC 34090 GC 34090 et seq. CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all n'ghts reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÃÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwelt Governmental Services. Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive; How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations f5: Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United $tates Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÄÛ Ver.4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS PagePW-19 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, OD or Mfr) Total Retention Vital? Media Options Comments / Reference Image: Destroy l=lmport Paper after cltations to thelawar6 forreference\ only and not to be deemed binding Imaged & M=Mfr S=Scan QC'd? on the City) If the fecgre^^TQ^tedhere^g^^ City-Wide Standards it tiiv lo^mu w nw naicu nww, icivi w iiiu nciviiinjii mi ny-vviuv \3icinudiusy__________^_________^^^^_^^^^ ffeten^^gg^^jg^^^^g^g^ Litigation, claims, complaints and/or federal investigations suspend normal retention penods retention beams after settlement). Public Works Dept. Providing Service / Work PW-081 PW-082 Work Orders / Service Requests ALL information from the work order is entered into the Work Order Database Work Orders / Service Requests PARTIAL OR NO information from the work order is entered into the Work Order Database When No Longer Required 3 years Whert No Logger Required 3 years Mag, Ppr Mag. Ppr Drafts / Source records Database becomes original record; GC 34090 Department Providing work is the| Office of Record department Requesting work is considered a copy consistent with City-wide standards); CCP 338 et seq., 340 et seq., 342, GC 945.6. GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services. Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÅÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the tile is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations f§: Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board GA) HUD; Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United tates Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code CCR; California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÆÛ Ver. 4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS Page PW-20 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Comments / Reference Active In office) Inactive Off-site, OD or Mfr) Total Retention Vital? Image: Destroy Media l=lmport Paper after f0^ lawan3 only and not to be deemed binding Options M=Mfr Imaged & ity) S=Scan 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.Q. last document + 2 years), since destruction is normally performed by fife folder. oafton^tems^onw/a^ RJIAlUTFMAKJnC AMn FMVIDnMMFMTAI CCDVir^KQ Public Works/ Maint. Lead Dept. Public Works/ Maint. Public Works^ Public Works PW-083 PW-084 PW-085 PW-086 PW-087 AB 939 Compliance Franchise Waste Hauler) Disposal Receipts and Manifests HAZARDOUS WASTE vehicle waste, oil, etc.) 10 years 30 years Grants 5 years Work Order Database / Work History Work Orders / Service Requests ALL information from the work order is entered into the Work Order Database Indefinite When No Longer Required 10 years 30 years 5 years Indefinite When No Longer Required Mag, Mfr, OD, Ppr Mag, Ppr Mag. Mfr, OD, Ppr Yes Mag Mag, Ppr S/ S/ Yes: When Department Preference; GC Inactive 34090 Consistent with statute of limitations for employee exposure to hazardous materials; 8 Cal. Code Reg. 3204(d)(1)(AL__ Meets auditing standards; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of Yes: When grantee or subgrantee; CDBG is Inactive Annual Performance Report + 4 years; statewide guidelines propose 4 years; 21 CFR 1403.42; 24 CFR 85.42. 91.105(h), & 570.502(b). 29 CFR 97.42, GC 34090 GC 34090 et seq. Drafts / Source records Database becomes original record; GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÇÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the tile remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged &. QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC; Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop, US) PC: Penal Code CA) UBC: Uniform Building Code UQC: United States Code US) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA; Food & Agriculture Code GC: Government Code CA) LC; Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; VehicteCode^CA) CBC: California Building Code CCR; California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops, Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÈÛ Ver.4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS Page PW-21 Office of Classification record OR File Number OFR) Records Description Retention / Disposition Comments / Reference Active in office) Inactive Off-site, OD or Mfr) Totat Retention Vital? Media Options Image: Destroy l=lmport Paper after cltationslto the laware forreferen^\ only and not to be deemed binding M=Mfr Imaged & on the City) S=Scan QC'd?__________________ tf the record is not listed here, refer to the Retention for City-Wide Standards flg^^^gg^^^^^^^ L/'ftqatfon, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). folder. Dept. Providing Service / Work PW-088 Work Orders / Service Requests PARTIAL OR NO information from the work order is entered into the Work Order Database 3 years 3 years Mag, Ppr Department Providing work is the) Office of Record department Requesting work is considered a copy consistent with City-wide standards); CCP 338 et seq., 340 et seq., 342, GC 945.6, GC 34090 TRAFFIC CONTROL Public Works/ Traffic Public Works Public Works Dept. Providing Service / Work PW-089 PW-090 PW-091 PW-092 Traffic Daily Journal and Detail Logs: Maintenance, Installation, Removals, etc. Work Order Database/Work History Work Orders / Service Requests ALL information from the work order is entered into the Work Order Database Work Orders / Service Requests PARTIAL OR NO information from the work order is entered into the Work Order Database 5 years Indefinite When No Longer Required 3 years 6 years Indefinite When No Longer Required 3 years Mag, Ppr Yes Mag Mag. Ppr Mag, Ppr Covers Statute of Limitations; Department Preference; GC 34090. CCP 337 et seq. GC 34090 et seq. Drafts / Source records Database becomes original record; GC 34090 Department Providing work is the Office of Record department Requesting work is considered a copy consistent with City-wide standards); CCP 338 et seq., 340 et seq., 342. GC 945.6, GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÉÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 alf rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active; How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For fife folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC*d"). Legend for legal citations 5: Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC: United $tates Code ruS) B&P: Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR; Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC: Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC; Elections Code CA) FC: Family Code CA) H&S; Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÊÛ Ver. 4 1 RECORDS RETENTION SCHEDULE PUBLIC WORKS Page PW-22 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Comments / Reference Active in office) Inactive Off-site, OD or Mfr) Tola! Retention Vital? Media Options Image: Destroy l=lmport Paper after Cltatlonsto the re for^nce on^ and not to e deemed binding M=Mfr Imaged & on the City) If the record is noUisted here, refer to the Retention for City-Wide Standards ffeteqgg/7g_bggmjjj?ggjrte^c^^^c^^ and imply a full file folder e.g. last document h 2 years), since destruction is normally performed by file folder. I rfi/^a^l/m /'/flimc ffMm^lsmfe Qnrf/r\r farlaral /ni/AO/*/i^^t/^r>o o**c**^^*n/^ n/irrwa/ ratan4i^n nrtw^w^tf* /fA^Anfi^ii ha^imf ftfvr f^^J^mAnJ'l l/fcaton^fa;/ns^o/Twtetf^^ TRANSIT MAINTENANCE Public Works/ Trans. Maint. Public Works/ Trans. Maint. PW-093 Bus Routes and Scheduling 3 years Bus Shelter / Bus Stop PW-094 Maintenance some funding from Proposition A) 5 years Public Works / PW-095 Traffic Log of Calls Summary) 10 years Maint. Public Works/ Trans. Maint. PW-096 Traffic Reports 2 years 3 years 5 years 10 year 2 years Mag Ppr Mag, Mfr, OD. S / Ppr Mag Ppr Mag Ppr Consistent with Operational Complaints and Work Orders; CCP 338 et seq., 340 et seq., 342, GC 945.6. GC 34090 Meets auditing standards; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of Yes: When grantee or subgrantee; CDBG is Inactive Annual Performance Report + 4 years, statewide guidelines propose 4 years; 21 CFR 1403.42; 24 CFR 85.42, 91.105(h), & 570.502(b), 29 CFR 97.42, GC 34090 Department Preference; GC 34090 GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ËÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC*d"). Legend for legal citations Section) CC: Civil Code CA) CFC: California Fire Code EVC: Evidence Code CA) FTB: Franchise Tax Board CA) HUD: Housing & Urban Develop. US) PC: Penal Code CA) UBC: Uniform Building Code USC-: United tates Code US) B&P; Business & Professions Code CA) CCP: Code of Civil Procedure CA) CFR: Code of Federal Regulations US) FA: Food & Agriculture Code GC: Government Code CA) LC; Labor Code CA) R&T: Revenue & Taxation Code CA) UFC: Uniform Fire Code VC; Vehicle Code CA) CBC: California Building Code CCR: California Code of Regulations CA) EC: Elections Code CA) FC: Family Code CA) H&S: Health & Safety Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÌÛ Ver.4.1 RECORDS RETENTION SCHEDULE PUBLIC WORKS Page PW-23 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, OD or Mfr) Total Retention Comments / Reference Vital? Media Options Image: Destroy i i.w^.4 D«^^ #»«- Citations to the law are for reference 1-lmport Paperafter y to be deemed binding M=Mfr Imaged & on the City) If the re(X)rdJsjToUistedJier^^ 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, Litiaation, claims, complaints and/or federal investiaations suspend normal retention oeriods retention beains after settlement). LitiQation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement) Public Works / Trans. Maint. Public Works Public Works Dept. Providing Service / Work PW-097 PW-098 PW-099 PW-100 Traffic Signal and Maintenance Contract Administration) Completion 10 years Completion +10years Yes: Mag, Before Mfr, OD, Completion Ppr S/l Yes: Upon Completion Work Order Database / Work History Work Orders / Service Requests ALL information from the work order is entered into the Work Order Database Work Orders / Service Requests PARTIAL OR NO information from the work order is entered into the Work Order Database Indefinite When No Longer Required 3 years Indefinite When No Longer Required 3 years Yes Mag Mag, Ppr Mag, Ppr Contractor maintains records at their business; 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; Complies with DOT'S Construction Manual Section 5-104C; CCP 336(a), 337 et. seq.. GC 34090 GC 34090 et seq. Drafts / Source records Database becomes original record; GC 34090 Department Providing work is the Office of Record department Requesting work is considered a copy consistent with City-wide standards); CCP 338 et seq., 340 et seq., 342, GC 945.6, GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwelt Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÍÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active; How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC; California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC; Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HDD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC; Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC; Uniform Building Code UFC: Uniform Fire Code UPC; Uniform Plumbing Code USC: United States Code US) VC* Vehicte Code fCA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÎÛ Ver. 2.1 RECORDS RETENTION SCHEDULE: RECREATION and COMMUNITY SERVICES Page RCS-1 Office of Classification Record OR Records Descr.pt.on R<File NumberActive lnactive OFR) Off-site, OD(lnofflce) orMfr) etention / DisfTotal Retention Dosition Comments / ReferenceDestroy Image: u^i« i i-*^rf Paper Citations to the law are for reference i»A i«t Media l=lmport Vital? after only and not to be deemed binding on Options M-Mfr c.ty)s=scan 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. Q. last document + 2 years), since destruction is normally performed by file folder. ga^fo^^^^^g^^^^g^^^ ADMINISTRATION Recreation ornmun. RCS-001 D•al-a-R•de 2 years 3 years Services 5 years 5 years2 yearsWhen Superseded4 years 4 years Meets auditing standards; GC mag' pr 34090 Recreation & Commun. RCS-002 Cash Journals, Register Tapes 1 year 4 years Services Retained for auditing purposes; Mag Finance is Office of Record; GC 34090.7 rSu0?. RCS-003 Evaluations/Surveys of Services Programs) Department Preference Transitory Mag>ppr record); GC 34090 C3 f\f> rf^j^ti f^r^a r^r^rr» Dr-c f\f\A cility Key / Access Card When & Commun. RCS-004 Serv'ceq Inventory Superseded Mag, Ppr Transitory Record; GC 34090 Recreation Facility Use and Equipment & Commun. RCS-005 Applications, Books, Alcoholic 4 years Services Beverage Applications Statute of Limitations any Yes: liability founded upon an Before Mag, Ppr instrument in writing" or not Event specifically provided for is 4 years; GC 34090. CCP 337, 343 Recreation & Commun. RCS-006 Insurance Certificates forServices Facility Rentals, etc) Statute of Limitations for contractsBp^re Por is 4 yearst P^0"31 Property 3 cerore h-pr p bvent 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all nghts reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÏÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwed Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For tile folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged &. QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC; Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA; Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD; Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United $tates Code US) VC; Venicte Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÐÛ Ver. 2.1 RECORDS RETENTION SCHEDULE: RECREATION and COMMUNITY SERVICES Page RCS-2 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, OD[ or Mfr) Total Retention Vital? Media Options Image: l=lmport M=Mtr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) If the record is not listed here, referto the Retention for City-Wide Standards Refen^ns^egjn^^^ Litigation^la^Sf^m^ntsjsnd/orfederal investigations suspend normal retention periods retention begins after settlement). Personnel RCS-007 personnel Files part-time/ Separation + Temporary Employees 6 years Recreation & Commun. Services Recreation & Commun. Services Recreation & Commun. Services Recreation & Commun. Services RCS-008 Pool Chemical Reading Logs 30 years Recreation Cash Journals from RCS-009 Database, Receipts, Register 1 year Tapes 4 years RCS-010 Recreation Database Indefinite pp. Strategic Plan / Master Plan for Department Services Separation + 6years 30 years 5 years Incfeftfiite P Yes: Until Mag, Mfr. Separation OD. Ppr Separation Mag, Mfr, OD, Ppr b/ Mag Mag Mag, Mfr, OD, Ppr Exception to Citywide standards; Department Preference; EEOC/FLSA/ADEA Age) requires 3 years for promotion, demotion. v Aft transfer, selection, or discharge; er 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, 34090; 29 uscms Department Preference; Public Works Claims can be made for 29 years for toxic substance exposure; 8 CCR 3204(d)(1) et seq.. GC§§ 12946. 34090 Retained for auditing purposes; Finance is Office of Record; GC 34090.7 Data is interrelated; GC 34090 et seq. Yes: 1 Department Preference; GC year 34090 Yes:1 year CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services. Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÑÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or infra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The totai number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P; Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC; Elections Code CA) EVC: Evidence Code CA) FA; Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC; Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United States Code US) VC; Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÒÛ Ver.2.1 RECORDS RETENTION SCHEDULE: RECREATION and COMMUNITY SERVICES Page RCS-3 Office of Classification Record^ OR File Number OFR) Records Description Retention / Disposition Comments / Reference Active in office) Inactive Off-site, 0[)( or Mfr) Total Retention Vital? Destroy Paper Citations to the law are for reference after only and not to be deemed binding on Image: Media l=lmport Options M-Mfr s=scan 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 fife folder. Liticjation^ claims^ complaints and/or federal investigations suspend normaf retention periods retention begins after settlement). CHILDREN SERVICES Recreation & Commun. Services Recreation & Commun. Services Family File for Childcare ore nio Programs includes registration nL'o-U1& forms and hold harmless, liability^ waiver agreements) Permissions: Field Trip, RCS-013 Authorization to give Medicine, etc. Finance RCS-014 Receipts, Refunds Recreation & Commun. RCS-015 Program / Special Event Files Services Recreation & Commun. RCS-016 Sign-in / Sign-out sheets Services 5 years 2 years 1 year 2 years 2 years Until State Audit if applicable), minimum 3 years 5. years 2 years Until State Audit if applicable). minimum 4 years 2 years 2 years Yes: During Class or 9-^ Program Yes: During Class or Program Ppr Mag, Ppr Mag, Ppr Mag Statute of Limitations for personal property is 3 5 years; CCP 337, 338etseq., GC 34090 GC 34090 Retained for auditing purposes; Finance is Office of Record; GC 34090.7 GC 34090 GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all nghts reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÓÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services Inc 909)3373516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy" Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk Classification: The method of filing and retrieving records File Number) Most will be alphabetical, some will be numeric, geographic, or subject Records Description / Folder Subject: The record series a group of like records) Transitory Records not retained in the ordinary course of business Preliminary drafts, notes or interagency or intra-agency memoranda and records having only transitory value Examples Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc Retention/Disposition: Active How long the file remains in the immediate office area Inactive How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time P Permanent Indefinite No fixed or specified retention period, used for databases, because the data fields are interrelated Vital? Those records that are needed for basic operations in the event of a disaster Media Options The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc Mfr Microforms aperture cards microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system, I" indicates the record should be electronically imported into the document imaging system, M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd. QC'd=Quality Checked Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD. WORM or DVD), and then each page Quality Checked QC'd") Legend for legal citations 5 Section) B&P Business & Professions Code CA) CBC California Building Code CC Civil Code CA) CCP Code of Civil Procedure CA) CCR California Code of Regulations CA) CFC California Fire Code CFR Code of Federal Regulations US) EC Elections Code CA) EVC Evidence Code CA) FA Food & Agriculture Code FC Family Code CA) FTB Franchise Tax Board CA) GC Government Code CA) H&S Health & Safety Code CA) HDD Housing & Urban Develop US) LC Labor Code CA) Ops Atty Gen Attorney General Opinions CA) PC Penal Code CA) R&T Revenue & Taxation Code CA) UAC Uniform Administrative Code UBC Uniform Building Code UFC Uniform Fire Code UPC Uniform Plumbing Code USC United States Code rUS) VC. Vehicle Code CA) W&l Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÔÛ Ver.2.1 RECORDS RETENTION SCHEDULE: RECREATION and COMMUNITY SERVICES Page RCS-4 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, OD( orMfr) Total Retention Vital? Image: Media l=lmport Options M=Mfr S=Scan Comments / Reference Destroy Paper Citations to the law are for reference after only and not to be deemed binding on Imaged & tne City) QC'd? e,g^rc/^^^0C^g^ ff^en^^gg^^g^^^^ggg^g^^ L^ga^n^teOTis^o/TrofaAfTteanc^^ FAMfLY SERVICE CENTER___________ Recreation & Commun. Services RCS-017 Counseling / Assessment / Referrals by contractors) Completion 10 years or After Fundingj Agency Audit, if required, whichever is longer Completion.-J j 10 years or After FundingI Agency Audit, if required, Whichever is longer Yes: Before Completion Mag, Mfr. OD,Ppr S/l Yes: Upon Completio n 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; 21 CFR 1403.42; 24 CFR 85.42, 91.105(h), & 570.502(0), 29 CFR 97.42, GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÕÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr Microforms aperture cards, microfilm, microfiche, or Jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) CCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA; Food & Agriculture Code FC: Family Code CA) FTB: Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD; Housing & Urban Develop, US) LC; Labor Code CA) Ops. Atty. Gen.: Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United States Code US) VC; Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÖÛ Ver. 2.1 RECORDS RETENTION SCHEDULE: RECREATION and COMMUNITY SERVICES Page RCS-5 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, ODJ or Mfr) Total Retention Vital? Media Options Image: l=lmport M==Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) 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.Q. last document + 2 years), since destruction is normaHy performed by file folder. I U.*——~J:J*M Afj*;W*A *» J»;»JA M^^/^.- fJf-.Af 4:A_» f f *___A;——_. *- /———A———A;——-. L____.'——_ &•• AJf————*_Al I I ga^n^tetfns^onTOte^Tteanc^/^^ RECREATION Recreation Agreements for Contractors: & Commun. RCS-018 Class Instructors, Sports Services Leagues, etc. Recreation Class Registration Forms City & Commun. RCS-019 Sponsored Activities includes Services sports programs) Completion + 2 years 3 years Completion+| 5 years Recreation & Commun. Services^ Recreation & Commun. Services RCS-020 Recreation Class Database RCS-021 Recreation Program Files aquatics, etc.) Recreation & Commun. RCS-022 Release of L,ab,hty Forms for Services Excursions, Field Trips, etc. 2 years Indefinite 2 years 2 years 2 years 2 years 4 years Indefinite 2 years 4 y^ars Yes: Until Mag, Mfr. Completion OD, Ppr Yes: After Inactive Mag, Ppr Mag Mag, Ppr Mag, Ppr 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. seg, GC 34090 Statute of Limitations any liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC 34090, CCP 337, 343 Department Preference; GC 34090 et seq., CCP 337, 343 GC 34090 Statute of Limitations any liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC 34090, CCP 337. 343 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^×Û RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute wilhout prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk.) Classification: The method of filing and retrieving records File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? Those records that are needed for basic operations in the event of a disaster, Media Options: The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd"). Legend for legal citations Section) B&P: Business & Professions Code CA) CBC: California Building Code CC: Civil Code CA) CCP: Code of Civil Procedure CA) OCR: California Code of Regulations CA) CFC: California Fire Code CFR: Code of Federal Regulations US) EC: Elections Code CA) EVC: Evidence Code CA) FA: Food & Agriculture Code FC: Family Code CA) FTB; Franchise Tax Board CA) GC: Government Code CA) H&S: Health & Safety Code CA) HUD: Housing & Urban Develop. US) LC: Labor Code CA) Ops. Atty. Gen.; Attorney General Opinions CA) PC: Penal Code CA) R&T: Revenue & Taxation Code CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC; Uniform Fire Code UPC: Uniform Plumbing Code USC- United States Code US} VC; Vehicle Code CA) W&l: Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ØÛ Ver.2.1 RECORDS RETENTION SCHEDULE: RECREATION and COMMUNITY SERVICES Page RCS-6 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active In office) Inactive j Off-site, ODJ or Mfr) Total Retention Vital? Media Options Image: l=lmport M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) /^ereco^^j^fete^^ gteff^^gg^^g^^^^g^ Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). SEMfOR CITIZEN CENTER Recreation & Commun. Services RCS-023 Recreation Agreements for Contractors: Completion + Class Instructors etc. 2 years 3 years Completion 5 years Recreation Class Registration Forms City & Commun. RCS-024 Sponsored Activities includes 2 years Services aerobics programs) Facility Renewal Requests and o r. r^c. fto«- Use Permits Senior Banquet & Commun. RCS-025 2 years Servnpq Reservations, Club y House Rentals, etc.) 2 years 2 years Recreation o r> r>^(? noo Liability Waivers for Field Trips, & Commun. RCS-026 2 years 2 years Services e 4yea^$ 4 years 4 years Yes: Until Mag. Mfr, Completion OD, Ppr S Yes: After Inactive Mag, Ppr Mag, Mfr, OD, Ppr Mag, Ppr S Yes:1 year Consistent with City-wide standards; Statewide guidelines propose completion + 5 years for non-capital improvement contracts & completion + 4 years for transportation and concessionaire agreements. Statute of Limitations any liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC 34090, CCP 337, 343 Statute of Limitations any liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC 34090. CCP§§337, 343 Statute of Limitations any liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC 34090, CCP 337, 343 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÙÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwell Governmental Services Inc 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk Classification: The method of filing and retrieving records Fife Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description / Folder Subject: The record series a group of like records) Transitory Records not retained in the ordinary course of business Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a trusted system", etc Retention/Disposition: Active How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention- The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time P Permanent Indefinite No fixed or specified retention period; used for databases, because the data fields are interrelated Vital? Those records that are needed for basic operations in the event of a disaster Media Options The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc.) Mfr= Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system, I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd") Legend for legal citations 5: Section) B&P. Business & Professions Code CA) CBC California Building Code CC Civil Code CA) CCP Code of Civil Procedure CA) CCR California Code of Regulations CA) CFC California Fire Code CFR. Code of Federal Regulations US) EC Elections Code CA) EVC Evidence Code CA) FA Food & Agriculture Code FC. Family Code CA) FTB- Franchise Tax Board CA) GC Government Code CA) H&S Health & Safety Code CA) HDD: Housing & Urban Develop. US) LC Labor Code CA) Ops Atty Gen Attorney General Opinions CA) PC. Penal Code CA) R&T. Revenue & Taxation Code CA) UAC Uniform Administrative Code UBC Uniform Building Code UFC: Uniform Fire Code UPC Uniform Plumbing Code USC United $tates Code CUS^ VC. Vehicle Code CA} W&l Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÚÛ Ver. 2.1 RECORDS RETENTION SCHEDULE: RECREATION and COMMUNITY SERVICES Page RCS-7 Office of Classification Record OR File Number OFR) Records Description Retention / Disposition Active in office) Inactive Off-site, OD[ or Mfr) Total Retention Vital? Image: Media l=lmport Options M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Citations to the law are for reference only and not to be deemed binding on the City) If the record is not listed here, refer to the Retention for City-Wide Standards gte^^^gg^^g^^^^g^^^ Litigation, claims, complaints and/or federal investigations suspend normal retention periods retention begins after settlement). r^08!10" RFC^ 0?7 senior Food / Lunch S^ A rc & L»ornmun. nL'b-LL'7 //„,., 4 years Dn<-<ioti-atn-\rif /r-/M->tn-loM*iQl\ / Services Recreation & Commun. RCS-028 Services Registrations Confidential) Seniors' Emergency Contact Inactive/ Forms Separation 4 years Inactive/ Separation Mag. Ppr Yes: While volunteer is Mag, Ppr active City administers program for the County; meets Uniform Grant Requirements; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; statewide guidelines propose 4 years; 24 CFR 85.42 & 570.502(b), 29 CFR 97.42, GC 34090 Transitory record; GC 34090 CITY OF BALDWIN PARK, CA. 2003 Gladwell Governmental Services, Inc. all nghts reserved Do not duplicate or distribute without prior written permission from GGS 909) 337-3516 Adopted: 09/01/2004 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 2004 027 CC RESO ¬Ù € ^ÛÛ RECORDS RETENTION SCHEDULE LEGEND 2004 Gladwetl Governmental Services Inc 909)3373516 all rights reserved Do not duplicate or distribute without prior written permission OFR Office of Record): The department that keeps the original or record copy' Usually it is the department that originates the record, unless the item is for a City Council meeting then it is the City Clerk Classification: The method of filing and retrieving records File Number) Most will be alphabetical, some will be numeric, geographic, or subject Records Description / Folder Subject: The record series a group of like records) Transitory Records not retained in the ordinary course of business Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value Examples Telephone messages, meeting room reservation schedules, logs source records entered into a computer system that qualifies as a trusted system", etc Retention/Disposition: Active How long the fife remains in the immediate office area Inactive How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention The total number of years the record will be retained For tile folders containing documents with different retention timeframes, use the document with the longest retention time P Permanent Indefinite No fixed or specified retention period, used for databases, because the data fields are interrelated Vital? Those records that are needed for basic operations in the event of a disaster Media Options The form of the record Mag Computer Magnetic Media hard drive, disks, tapes, etc Mfr Microforms aperture cards, microfilm, microfiche, or jackets) Ppr Paper OD Optical Disk CD, DVD or other media which does not allow changes Scan / Import: S" indicates the record should be scanned into the document imaging system, I" indicates the record should be electronically imported into the document imaging system, M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd' QC'd=Quality Checked Yes" indicates the paper version may be destroyed if the document has been imaged microfilmed, scanned or imported onto Optical Disk CD, WORM or DVD), and then each page Quality Checked QC'd") Legend for legal citations Section) B&P Business & Professions Code CA) CBC California Building Code CC Civil Code CA) CCP Code of Civil Procedure CA) CCR California Code of Regulations CA) CFC California Fire Code CFR Code of Federal Regulations US) EC Elections Code CA) EVC Evidence Code CA) FA Food & Agriculture Code FC Family Code CA) FTB Franchise Tax Board CA) GC Government Code CA) H&S Health & Safety Code CA) HUD Housing & Urban Develop US) LC Labor Code CA) Ops Atty Gen Attorney General Opinions CA) PC Penal Code CA) R&T Revenue & Taxation Code CA) UAC Uniform Administrative Code UBC Uniform Building Code UFC Uniform Fire Code UPC Uniform Plumbing Code USC United States Code US^ VC. Vehicle Code CA) W&! Welfare & Institutions Code CA) BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04 Û Citizen Advisory Board Minutes CC-7 Citizen Advisory Boards. Commissions & Committees.................................................................................................................CW-C-1 Citizen Advisory Minutes & Bylaws...............................................................................................................................................CW-C-1 City Attorney Legal Opinions.........................................................................................................................................................CW-C-2 City Attorney Opinions CC-7 City Council Agenda Staff Reports............................................................................................................................................... CW-0-1 City Council Correspondence CEO-1 City Council Ordinances.................................................................................................................................................................... CC-7 City History........................................................................................................................................................................................ CC-3 City Infrastructure, Facilities & Transportation Projects Administration.............................................................................................PW-2 City Infrastructure, Facilities & Transportation Projects Certified Payrolls PW-2 City Infrastructure, Facilities & Transportation Projects Invoices.....................................................................................................PW-2 City Infrastructure, Facilities & Transportation Projects PW-2 City Insurance P-6 City Issued Surveys/Questionnaires............................................................................................................................................ CW-0-9 City Owned Facilities Backflow Certificates.................................................................................................................................... PW-10 City Seal............................................................................................................................................................................................ CC-3 City sponsored activities class registration forms RCS-5 City sponsored activities class registration forms RCS-6 Claims-Adults.................................................................................................................................................................................... P-6 Claims-Juveniles............................................................................................................................................................................... P-6 Claims............................................................................................................................................................................................... CC-3 Claims...........................................................................................................................................................................................CW-C-2 Claims. DFEH or EEOC, Resolved Administratively............................................................................................................................ P-1 Class Instructor Agreements, Recreation RCS-5 Class Instructor Agreements. Senior Center................................................................................................................................... RCS-6 Class Registrations Form City sponsored.................................................................................................................................... RCS-5 Class Registrations Form-City sponsored.................................................................................................................................... RCS-6 Classification, Compensation, Reorganization Studies........................................................................................................................ P-1 Clean-up Records, HazMat............................................................................................................................................................. PW-18 Club House Rentals, Senior Center................................................................................................................................................ RCS-6 Code Municipal........................................................................................................................................................................... CW-C-3 Code Enforcement Case Files CD-3 Retention Schedule Index Baldwin Park, CA 2004 Gladwell Governmental Services, Inc. 909) 337-3516 all rights reserved Do not duplicate or distribute without prior written consent 8 BIB] 38308-U01 2004-U02 027-U02 CC-U02 RESO-U02 LI3-U03 FO8417-U03 FO35399-U03 DO54777-U03 C6-U03 RESO-U03 10/5/2004-U04 ROBIN-U04