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HomeMy WebLinkAbout4.05 Records Retention Schedule~~~ \ ~- ~ -~ 'r,\~V CITY CLERK File#^Q~o^^-2^0^ AGENDA STATEMENT CITY COUNCIL MEETING DATE: September 1, 2009 SUBJECT: ATTACHMENTS: RECOMMENDATION: f~/\ Cy FINANCIAL STATEMENT: DESCRIPTION: Resolution Adopting Records Retention Schedule Report Prepared by Caroline Soto, City Clerk 1. Resolution No. 41-05, without exhibits 2. Resolution Adopting a Records Retention Schedule, and Authorizing Destruction of Certain City Records in Accordance with the Provisions of the Records Retention Schedule, Authorizing Future Updates to the Records Retention Schedule with the Consent of the City Manager, City Clerk and City Attorney Without Further Action of the City Council, and Rescinding Prior Resolution No. 41-05, attached as Exhibit A Adopt Resolution Adopting a Records Retention Schedule, and Authorizing Destruction of Certain City Records in Accordance with the Provisions of the Records Retention Schedule, Authorizing Future Updates to the Records Retention Schedule with the Consent of the City Manager, City Clerk and City Attorney Without Further Action of the City Council, and Rescinding Prior Resolution No. 41 -OS The City is upgrading its records management program, including its records retention policies. The adoption of this retention schedule will result in efficiency gains and cost savings. In addition to clearly identifying which department is responsible for maintaining the original record (and conversely, which departments have copies or duplicate records), the records retention schedules set forth how long each record series is to be maintained. The resolution also authorizes employees to destroy records that have exceeded their retention period after the destruction has been requested by the Department Head, and approved by the City Attorney and City Clerk. In addition, future revisions to the records retention schedules are authorized to be made with the approval of the City Manager, City Attorney and City Clerk. COPY TO: Page 1 of 2 ITEM NO. ll ' The resolution also rescinds the Resolution No. 41-05, the previous records retention schedule adopted in 2005. BACKGROUND: In 2006, the City of Dublin contracted with Gladwell Government Services, Inc., an expert in local government records, to upgrade its records management program. An upgrade in the existing, more informal program was necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology and changes in law. DISCUSSION: The upgrade of the current systems are driven by many factor,, including: • Very limited space in City Hall, especially for records • Many departments are filing and storing copies of the same records • The City of Dublin produces and manages many permanent records • Escalating records storage expenses • Technology advancements • Changes in law. The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City Clerk's Office. The new retention schedules were written interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of the City of Dublin's records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, the City of Dublin will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies. The proposed resolution authorizes that future revisions to the records retention schedules can be made with the approval of the City Manager, City Attorney and City Clerk, which will allow the City to more efficiently keep up to date with changes in organizational structures and legal requirements. FISCAL IMPACT: The City of Dublin will realize significant savings both in labor and storage expenses; including the avoidance of future storage costs. RECOMMENDATION: Adopt Resolution Adopting a Records Retention Schedule, and Authorizing Destruction of Certain City Records in Accordance with the Provisions of the Records Retention Schedule, Authorizing Future Updates to the Records Retention Schedule with the Consent of the City Manager, City Clerk and City Attorney Without Further Action of the City Council, and Rescinding Prior Resolution No. 41-05. ~~~ 1 ~E la4 RESOLUTION NO, dl - 05 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ADOPTIl~iG THE LOCAL GOVERNMENT RECORDS 1VIANAGEIVIENT "CITY RECORDS RETENTION GUIDELINES" AS THE CITY'S RECORDS RETENTION SCHEDULE AND GRANTING Ai1THORITY FOR DESTRUCTION OF RECORDS IN CUMpi.IANCE WITA GOVERNMENT CURE SECTION 34490.5 WHEREAS, in January of 199b, the City Council adapted certain records retention schedules, designating certain City departments as the O~"icial Office of Record and authorizing the destruction of certain records; and WHEREAS, this schedule was developed to deal predominantly with City C1erklCity Council/Financial records and did not ga into a l.ot of depth with regard to those records maintained by other departments; and WHEREAS, in the last several years, it has become apparent that many duplicate and/or oversized records are being maintained by several City departments; and WHEREAS, since implementation of a document imaging program in 2000, many departmental records are now stored electronically; and WHEREAS, Government Cade Section 34494.5 authorizes destruction of paper documents which are retained on other recognized and accepted media forms which do not permit additions, deletions, or changes to the original document; and WHEREAS, in 1999, the City Clerks Association of California (CCAC) was successful in convincing the Legislature to add Section 12236 to the Government Cade, establishing guidelines far local government retention. NOW, TYYIEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby adopt the Local Government Records Management "City Records Retention Cnridelines", created under the authority provided by Government Code Section 12336, a copy of which is attached hereto as Exhi i and as those Guidelines may be amended from time to time, as the City of Dublin's official retention guidelines; and BE IT FURTHER RESOLVED that the City Council authorizes destruction of paper records, as appropriate, in accordance with Government Cade Section 34490.5, with authorization from the City Attorney's Office. BE IT FURTHER RESOLVED that where another public agency provides services under contract to the City that include the maintenance and retention of public records, that agency's awn records retention guidelines shall apply. ~~~~ `~•S ~~~ /~ ATTACHMENT 1 ~~ ~m~ PASSED, APPR~V~D AND ADUPTED this 15"' day of March, 2005 by the following vote: AYES: Cvuttcilmernbers ~iildenbrattd, McCormick, Oravetz and Mayer Lockhart NOES: None ABSENT: Cauncilmember 2ika ,~ ABSTAIN: None ATTEST: ~' City Cl k 1C2/G/3-15-05/reso 41-05 retention (Item 4.9) ~j Mayor ~. ~ °f ~0'~ RESOLUTION NO. - 09 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ADOPTING A RECORDS RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS IN ACCORDANCE WITH THE PROVISIONS OF THE RECORDS RETENTION SCHEDULE, AUTHORIZING FUTURE UPDATES TO THE RECORDS RETENTION SCHEDULE WITH THE CONSENT OF THE CITY MANAGER, CITY CLERK AND CITY ATTORNEY WITHOUT FURTHER ACTION OF THE CITY COUNCIL, AND RESCINDING PRIOR RESOLUTION N0.41-OS 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 Dublin; and WHEREAS, Sections 34090 et seq. of the Government Code of the State of California provide a procedure whereby any City record which has served its purpose and is no longer required to be maintained by statute may be destroyed; and WHEREAS, the State of California has adopted guidelines for retention periods for various government records; and WHEREAS, the City previously set forth a retention policy via Resolution No. 41-05. NOW, THEREFORE, the City Council of the City of Dublin does hereby RESOLVE as follows: 1. The Records Retention Schedule contained in Exhibit A, attached hereto and incorporated herein by this reference is hereby adopted. 2. The records of the City of Dublin are hereby authorized to be destroyed as permitted by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provisions of the Records Retention Schedule set forth in Exhibit A and upon the request of the Department Head of the Department having control over the record, and with the written consent of the City Clerk and City Attorney, without further action by the City Council of the City of Dublin. 3. Updates to the Records Retention Schedule are hereby authorized to be made with the consent of the City Manager, City Clerk and City Attorney, without further action by the City Council of the City of Dublin. 4. 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. 5. Resolution No. 41-OS is hereby rescinded. 6. This resolution shall become effective immediately upon its passage and adoption. ATTACHMENT 2 ~8 Bf r~~ PASSED, APPROVED AND ADOPTED this 1st day of September, 2009, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk Mayor ATTACHMENT 2 ~~f i~~ HOW TO USE RETENTION SCHEDULES ©1995-2009 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 8r 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 For questions, please contact the City Clerk. EXHIBIT A TO ATTgc AIM ~N T 2 RECORDS RETENTION SCHEDULE LEGEND ©1995 - 2009 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.) Records Description: 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. Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) 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 (guideline) -the form of the record: Mag =Computer Magnetic Media (hard drive, disks, tapes, etc.) Mfr =Microforms (aperture cards, microfilm, microfiche, orjackets) Ppr =Paper OD = Optical Disk, CD, DVD or other media which does not allow changes Scan /Import (guideline): "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 (guideline, if record is imaged): 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-R, WORM or DVD-R), and both the images and indexing 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&I: Welfare & Institutions Code (CA) ~n ODRAFT RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Ver. 8.0 Office of Record Record Series No. i i (OFR) Zetentions apply to fhe departure Zetentions beoin when the act is City Manager / Personnel Admin. Services / ~' Accounting II Lead Dept. Lead Dept. Records Description Active (in office) )T the Office of Record (OFRJ. !f y and imply a full file folder (e.g. last i records requests, and/or investiga Accident, Incident, Injury reports: MEMBERS OF THE Copies - PUBLIC or EMPLOYEES When No Includes associated MSDS Longer (Material Safety Data Sheet), if Required applicable ( Accounts Payable, Invoices, Copies - j Claimfor Payment, Petty Cash, When No ' etc. Longer Ij Includes all backup Required rtising (Legal) ~ 2 years Affidavits of Publications / 4 years Public Hearing Notices Retention /Disposition Inactive ' (Off-site, .Retention Vital? Opt o OD or Mfr) u are the OFR, refer to your department retentio, document + 2 years), since destruction is normall tions suspend normal reten tion periods (retention Gopies - ' When Nn> ,' Mag, Longer Ppr Required ' Copies- When No Yes: Before Mag, Longer Payment Ppr Required ' 2 years ' Mag' Ppr Mag, 4 years o Mfr, O Ppr Comments /Reference Image: Destroy 1=Import Paper s M=Mfr after Imaged & S=Scan a n resumes file folder. Copies retained for reference; GC §34090.7 All originals go to Finance (these are copies); GC §34090.7 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 preference; Brown Act challenges must be filed within 30 or 90 days of action; Statute D of Limitations on Municipal Government actions is 3 - 6 months; CCP §§337 et seq, 349.4; GC §§34090, 54960.1(c)(1) DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: _~-, Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy j I Active Inactive Tatal Media 1=Import Paper (OFR) j (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR). If you are the O FR, 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, audits, pending records requests, and/or investigations suspend normal reten tion periods retention resumes after settlement). Copies - Copies - Mag' All agreements, service City Clerk Agenda Packets /Agenda Staff When No When No Mfr, OD, agreements, and contracts are Reports (City Council) Longer Longer P r p sent to the City Clerk; GC Required Required §34090.7 Agreements & Contracts (ALL, ,' including DDAs (Development & Disposition ~ Agreements), OPAs (Owner Participation Agreements), MOUs (Memorandas of Understanding) and MOAs All agreements, service (Memorandas of Copies - Copies - Mag' agreements, and contracts are City Clerk Agreements) When No When No ' Yes: Before , OD, Mfr sent to the City Clerk; Change Longer Longer Completion P p Orders are maintained by the Agreement or Contract Required Required Lead Department; GC includes all contractual §34090.7 obligations (e.g. Scope of Work, Amendments, Notices of Completion) ~i Change Orders are maintained by the Lead Department. DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of I Record ~ Records Description Retention /Disposition Comments /Reference Re ord , Series No. c _ __ _ Image: Destroy (OFR) Active Inactive (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged 8~ S-Scan QC d? Retentions apply to the department that is NOT the Office of Record (OFR). 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, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Covers E&O Statute of Limitations (insurance ~ i Agreements & Contracts: certificates are filed with ADMINISTRATIVE FILES - agreement); Published Audit Standards=4-7 years; Statute NOT funded by a grant Mag, Yes: Upon of Limitations: Contracts & Lead Dept. Completion 10 years Completion + Yes: Before Mfr, OD, S/I Completio Spec's=4 years, Wrongful (Correspondence, Project 10 years. Completion Ppr n Death-comp. + 5 years, Administration, Project Developers=comp. + 10 years; Schedules, Certified Payrolls, Statewide guidelines propose Invoices, Logs, etc.) termination + 5 years; CCP §§336(a), 337 et. seq., GC ' §34090 DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: dQ Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record ' Records Description ' Retention /Disposition Comments /Reference ', Series No. ', Record _ Image: Destroy (OFR) Active Inactive (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan QC'd? Retentions appl y to the department that is NOT the Office of Record (OFR). If you are the O FR, 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, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). i Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Agreements & Contracts: 10 years or Completion' Contracts & Spec's=4 years, ADMINISTRATIVE FILES - After + 10 years or Wrongful Death=comp. + 5 WITH grant funding Funding Afiter Funding Mag, Yes: Upon years, Developers=comp. + 10 Lead Dept. Completion Agency Agency'Audit; Yes: Before Mfr, OD, S/I Completio years; Statewide guidelines (Correspondence, Project Audit, if if required; Completion Ppr n propose termination + 5 years; Administration, Project required, whichever is CCP §§336(x), 337 et. seq., 21 'Schedules, Certified Payrolls, whichever is longer CFR 1403.36 & 1403.42(b); 24 Invoices, Logs, etc.) ~ longer CFR 85.42, 91.105(h), 92.505, & 570.502(b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133GC §34090 Agreements & Contracts: UNSUCCESSFUL BIDS or The RFP / RFQ and the RESPONSES to RFPs a9' successful proposal becomes Lead Dept. (Request for Proposals) and/or 2 years 2 years P p part of the agreement or RFQs (Request for contract (City Clerk is OFR); Qualifications) that don't result GC §34090 ~ in a contract DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ....~ O ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan I QC d & Retentions apply to the department that is NOT the Office of Record (OFR). 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, audits, pending records requests, and/or investigations suspend normal reten tion periods (retention resumes after settlement). I Admin. Audits /Audit Reports / CAFR - Copies - When No Copies - When No Mag, Services / Comprehensive Annual Longer 'Longer` Ppr Copies; GC §34090.7 Accounting Financial Reports Required Required Bids: See Agreements & Contracts Brochures: See Reference Manuals ___ Copies - Copies - Mag, Final must be filed with County City Clerk Budgets -Finals When No When No Yes: Current Mfr, OD, Auditor; GC §34090.7, 40802, Longer Longer Fiscal Year Ppr 53901 i Required Required Cash Receipts Detail /Backup Department preference (not all Lead Dept. ~ ~ /Accounts Receivable Detail / 2 years 2 years PPS' detail is sent to Finance); GC Refund Detail §34090 Mag, Yes: After Department Preference; may ti l tt li t b fid Lead Dept. City Attorney Opinions P P Yes Mfr, OD, S 5 years (a orney-c en e con en a Ppr privilege); GC §34090 Copies - Copies - City Manager/ When No When No ' Mag, City Attorney is OFR for Central Claims & Litigation Longer Longer Yes: Before Mfr, OD, lawsuits; Risk Management i S Required Required Settlement P r administrates claim; GC erv ces (Upon (Upon p §§34090.7, 34090.6 Settlement) Settlement)'. DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive (Off-site Total Vital? Media 1=Import Paper after (in office) OD or Mfr) 'Retention Options M=Mfr Imaged & S=Scan QC d? Retentions apply to the department that is NOT the Office of Record (OFR). If you are fhe O FR, 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, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). i Commissions /Committees Internal -Attended by employees: All Records Lead Dept. (e.g. Customer Service, 5 years 5 years Pp~' GC §34090 Records Management Committee, Safety Committee, Traffic Advisory Committee, In- House Task Forces, etc.) 30 days, or 30 days, or Commissions /Committees: After Minutes After Minutes City preference; State law only Staffing Dept. ~ I AUDIO RECORDINGS of Approved Approved, (Mag) requires for 30 days; GC Meetings /Audio Tapes , Whichever is Whichever' is §54953.5(b) Longer Longer DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: v .~.- Ver. 8.o RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. _ Image: Destroy (OFR) Active Inactive (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan QC'd? Retentions appl y to the department that is NOT the Office of Record (OFR). 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 pertormed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Commissions /Committees: I, Citizens Advisory Bodies Formed by City COUNCIL (Ad Hoc or Continuing) AGENDAS, AGENDA PACKETS, NOTICES, When No When No Brown Act challenges must be ADVERTISING, etc. Longer Longer ' ' Mag, filed within 30 or 90 days of Staffing Dept. Required - Required - Ppr action; GC §§34090, (except Council and Planning Minimum 2 Minimum 2 54960.1(c)(1) Commission -see City Clerk's and years years Planning's schedule) Examples: Heritage & Cultural Arts, Senior Center Advisory Committees, Parks & Community Services Commission, etc. Commissions /Committees: Citizens Advisory Bodies Formed by City COUNCIL (Ad ~ Hoc or Continuing) Notes taken to facilitate the Mag, Yes: After writing of the minutes can be Staffing Dept.. ~ ~MINUTE$ & BYLAWS P P Yes Mfr, OD, S 10 ears y destroyed after minutes have ~ Ppr been adopted; GC §34090 et Examples: Heritage & Cultural II seq. 'Arts, Senior Center Advisory Committees, Parks & Community Services Commission, etc. DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: a Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive (Off-site, Total Vital? Media 1=Import Paper after ~ (in office) OD or Mfr) Retention Options M=Mfr Imaged 8~ S=Scan QC'd? Retentions appl y to the department that is NOT the Office of Record (OFR). 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, audits, pending records requests, and/or investigations suspend normal reten tion periods (retention resumes after settlement). Commissions /Committees: City Council Subcommittees - All recommendations are Staffing Dept. ~ All Records 2 years 2 years Mag' Ppr presented to the City Council; ~ GC §34090 et seq. (Composed solely of less than a quorum of the City Council) - Commissions /Committees: External Organizations When No When No f Longer Longer Mag' Ppr Non-records (e.g. County Boards, League o Required Required. ; California Cities, School District, etc.) -- ---- City preference to be consistent with correspondence; Statute of Lead Complaints /Concerns from Limitations for personal (Responding) Citizens /Service Orders 2 years 2 years Mag Ppr property, fraud, etc. is 3 years; Dept. (operational) Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342, GC §§945.6, Contracts: See Agreements GC §34090 _ Copies - Copies - Copies or duplicates of any When No When No Mag Ppr GC §34090.7 record Longer Longer,; Required Required' DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 f Adopted: y'i'p .~ Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. _ Image: Destroy ~ Active Inactive Taal Media 1=Import paper ~ (OFR) ! (in office) (Off-site, Retention ' Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR). !f 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, audits, pending records requests, and/or investigations suspend normal reten tion periods (retention resumes after settlement). Correspondence -ROUTINE Dept. that (e.g. Administrative, Authors Chronological, General Files, Letters, Memorandums, Document or ll rt P Mi R 2 years 2 yews Mag, P r GC §34090 ress sce aneous epo s, Receives the ~ i Releases, Public Records ' ' p City s Original ~ ;Requests, Reading File, ~ ', !Working Files, etc.) ~ ~ DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. ~ Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) ~, (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan I QC d?& Retentions apply to the department that is NOT the Office of Record (OFR). 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, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Correspondence - TRAN S ITORY ! PRELIMINARY DRAFTS, Interagency and Intraagency E-mails that have a material Memoranda not retained in the impact on business are saved i ordinary course of business by printing them out and Dept. that placing them in a file folder, or Authors i (e.g. calendars, checklists, e- When No When No saving them electronically; If Document or I i mail that does not have a Longer Longer Mag, not mentioned here, consult Receives the I material impact on the conduct Required Required Ppr the City Attorney to determine City's Original of business, computer sign- if a record is considered ups, logs, mailing lists, meeting transitory /preliminary drafts. room registrations, supply GC §§34090, 6252, 6254(a) inventories, transmittal letters, thank yous, requests from other cities, undeliverable envelopes, postcards, voice mails, etc.) -- -_------ -- Copies - Copies - City Clerk Deeds and Easements (All) When No Longer When No Longer Mag, Ppr GC §34090.7 Required f~egiai~ed DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 l~ Adopted: '~ Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Record Records Description ~ Retention /Disposition Comments /Reference Record Series No. Image: Destroy ~ Inactive Active ! Total Media 1=Import Paper (Off-site, (OFR) (in office) Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR). If you are the O FR, 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, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). As long as the drafts and notes are not retained in the "Regular Drafts & Notes: Drafts that are When No When No Mag, Course of Business". Consult Lead Dept. revised (retain final version) Longer Longer Ppr the City Attorney to determine Required »Required if a record is considered a ', ' draft. GC §§34090, 6252, 6254(a) The lead department is responsible for saving GIS (Geographic Information When No When No Mag, historical data, layers or output Lead Dept. System) Database and Layers - Longer Longer Ppr as they deem necessary; Citywide and Specialized Required Required (Preliminary drafts); GC §34090 et seq. Lead Dept. Grants (UNSUCCESSFUL 2 years 2 years Mag' GC §34090 Applications, Correspondence) Ppr DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ~' Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of ' Record " Records Description Retention /Disposition Comments /Reference Record I Series No. Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC d? Retentions apply to the department that is NOT the Office of Record (OFR). 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, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). I I Meets auditing standards; !; Grants covered by a Consolidated Action Plan are ~ required for 5 years; Uniforrn ~ Grants /Reimbursable Claims / Admin. Requirements for Subventions (SUCCESSFUL Grants to Local Governments Reports, other records required ' After Funding After F'tinding is 3 years from expenditure to ass the fundin a enc s P 9 9 Y Agency AgencyAudif, report or final payment of Lead Dept. audit, if re uired q ) 2 years Audit, if ` if required - Mag, grantee or subgrantee; Applications (successful), program Re uired - q Minimum 5 Ppr statewide guidelines propose 4 years; 7 CFR 3016.42; 21 CFR rules, regulations & procedures, Minimum 5 years 1403.36 & 1403.42(b); 24 CFR reports to grant funding agencies, years 85.42, 91.105(h), 92.505, & correspondence, audit records, 570.502(b), 28 CFR 66.42; 29 completion records CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133; GC §34090 -----I-------- -- ~ - j Send all grievances to Human Resources; All State and Copies - Copies - Federal laws require retention City Manager / Grievances and Informal When No When. Ne Yes: Before Mag, until final disposition of formal Personnel Complaints (Employees) Longer Longer Disposition Ppr complaint; State requires 2 Required Required " years after action is taken; GC §§12946, 34090 DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: .... O Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan QC d? Retentions appl y to the department that is NOT the Office of Record (OFR). 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, audits, pending records requests, and/or investigations suspend normal reten tion periods (retention resumes after sett ement . Copies - Copies - City Manager / ' ~ When No When No Mag, Copies retained for reference; Personnel Injury reports: EMPLOYEES Longer ~ .Longer Ppr GC §34090.7 Required Required J Insurance Certificates - Copies - Copies - ~ If a certificate cannot be City Clerk Miscellaneous that Cannot be When No When>No Mag, matched to a contract, send to Matched to a Contract or Longer Longer ppr City Clerk; GC §34090.7 Contractor Required Required ' Copies - 'Copies - City Manager / Lawsuits, Litigation, Pending When No Longer When'No Longer Yes: Before Mag, OD Mfr Risk Management administrates claim; GC Central Services Litigation Required Required Settlement , , Ppr §§34090.7, 34090.6 (Upon (Upon Settlement) 'Settlement),' MSDS may be destroyed as long as a record of the chemical /substance /agent, MSDS Masters (Material Safety where & when it was used is Data Sheets) /Chemical Use Mag, Yes: After maintained for 30 years; l lif d li t Lead Dept. Report Form (or records of the 30 years 30 years Mfr, OD, S 1 year oyers; o qua ie emp es App chemical /substance /agent, Ppr Claims can be made for 30 where & when it was used) years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), GC §34090 Minutes Copies - Copies - Mag, Originals maintained by City City Clerk ', City Council and When No Longer When No Longer Mfr, OD, Clerk Permanently; GC ~ !Dublin Information, Inc. (DII) Required Required Ppr §34090.7 DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 vQ Adopted: sac Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 office of Record Record Series No. Records Description Retention /Disposition Active Inactive Total (in office) (Off-site Retention Vital? OD or Mfr) ; rd (OFR). If you are the O FR, refer fo your department ~ lder (e.g. last document + 2 years), since destruction is d/or investigations suspend normal retention periods (r Copies - Copies - When No When' Na Yes: Current Longer Longer Original Required Required. When No Wherr No ` Longer Longer Required - Required Minimum 2 Minimum 2' years years 5 years 5 years Copies - Copies When No When No Longer Lohger Required Required Upon Upon Separation, Separation, Before Send to Send to ' Separation Personnel Personnel o n Image: Destroy Media 1=Import Paper after Options M=Mfr Imaged 8~ S=Scan (OFR) Retentions apply to the department that is NOT the Office of Reco Retentions begin when the act is completed, and imply a full file f ',Litigation, claims, complaints, audits, pending records requests, a City Clerk ~ Municipal Code (these are i ,copies) Lead Dept. Staffing Dept. City Clerk City Manager / City Manager/ Personnel Newspaper Clippings Notices: Public Hearing Notices and Proofs of Publications Ordinances -City Council Personnel Files Comments /Reference normally performed by file folder. etention resumes after settlement). Mag Return any whole unused , Mfr OD codes to the City Clerk; , , Ppr Originals maintained by City Clerk Permanently; GC §34090 S (those of Non-records -may be obtained Ppr signi~ican from the newspaper company; historical GC §34090 value) City preference; Statute of Mag Limitations on Municipal , Ppr Government actions is 3 - 6 months; CCP§337 et seq; GC §34090 Mag, Originals maintained by City Mfr, OD, Clerk Permanently; GC §34090 Ppr Ensure records kept in Department files comply with City policy; Originals are Mag, maintained by Personnel; Sty Ppr & Federal laws require 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(2), GC §§12946, 34090 DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted .-.- r Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC d? Retentions appl y to the department that is NOT the Office of Record (OFR). 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, audits, pending records requests, and/or investigations suspend normal reten tion periods (retention resumes after settlement). Notes maintained in a separate 1 year 1 year Before folder to be incorporated into Lead Dept. Personnel Files (Supervisor's (After Incorp. (After lncorp: Annual Mag, performance evaluation, or to Notes) In Evaluation) In Evaluation) Performance Ppr document progressive Evaluation discipline; GC §34090 et seq. Lead Dept. Personnel Work Schedules 2 years 2 years PPS' GC §34090 Petitions (submitted to Council on any subject. Examples: Parking, traffic signs, traffic ' Not related to elections; Law Lead Dept. ~ calming humps, etc.). 1 year 1 year Ppr requires 1 year for petitions; GC §50115 NOT Initiative, Recall or Referendum petitions -see City Clerk's schedule) Public Relations /Press When No When'No Releases Longer Longer ' Mag, Department preference; GC Lead Dept. Maintain only those with Required - Required - ' ' Mfr, OD, §34090 significant historical value Minimum 2 Minimum 2 Ppr longer than 2 years years years . Copies - Copies - GC §34090.7 Admin. When No When No Yes: Before Mag, Services / Purchase Orders /Requisitions Longer Longer Completion Ppr Purchasing ~ Required Required DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 ~Q Adopted: ~. Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of Record Records Description I Retention /Disposition Comments /Reference Record ~ Series No. Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, 'Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? Retentions appl y to the department that is NOT the Office of Record (OFR). 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, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept. Real Estate Appraisal Reports: a9' Not accessible to the public; (Who Ordered Property NOT purchased, 2 years 2 years P p Statewide Guidelines show 2 the Appraisal) Loans not funded, etc. years; GC §§34090, 6254(h) Not accessible to the public When No WheriCNo until purchase has been Lead Dept. Real Estate Appraisal Reports: Longer Longer Yes: Before Mag, Yes: After completed; meets grant (Who Ordered Purchased Property, Funded 2 years Required - Required - Purchase Mfr, OD, S Inactive auditing requirements; 24 CFR the Appraisal) Loans Minimum 3 Minimum 5 Ppr 85.42 & 91.105(h), & years years... 570.502(b); 29 CFR 97.42, GC §34090 Records Destruction Lists / Copies - When No Copies - When No Mag, City Clerk i Certificate of Records Longer Longer Ppr GC §34090.7 ~ Destruction Required Required When No When No Reference Materials: Policies, Longer Longer Statewide guidelines propose Lead Dept. Procedures, Brochures, Required - Required - Mag, superseded + 2 or 5 years; GC Manuals & Reports: Produced Minimum 2 'Minimum 2' Ppr §34090 by YOUR Department years years Reference Materials: Policies, Lead Dept. Procedures, Brochures, When When ' Mag, Co ies; GC 34090.7 p § Manuals, & Reports: Produced Superseded Superseded Ppr by OTHER Departments DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: t O Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan QC'd? Retentions appl y to the department that is NOT the Office of Record (OFR). 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, audits, pending records requests, and/or investigations suspend normal reten tion periods (retention resumes after settlement). Reference Materials: Policies, Procedures, Brochures, Manuals & Reports: Produced When No When No ' by OUTSIDE Longer Longer Ppr Non-Records ORGANIZATIONS (League of Required Required California Cities, Chamber of Commerce, etc.) Reference or Working Files: See Correspondence ____ Administratively and Reports and Studies Mag Yes: After Historically significant, Lead Dept. (Historically significant - e.g., 10 years P P Mfr, OD, S/I 10 years therefore retained Zonin Studies g ) Ppr permanently; GC §34090 Reports and Studies (other Information is outdated after 10 than Historically significant a years; statewide guidelines Lead Dept. reports - e.g., Department 10 years 10 years P 9' p propose 2 years; If historically Annual Reports, Manpower significant, retain permanently; Studies, etc.) GC §34090 City Clerk Resolutions -City Council Copies - When No Copies - When No Mag, Mfr, OD, Originals maintained by City Clerk Permanently; GC Longer Longer ' 34090 7 Required Required _ Ppr § . DUBLIN, C/4 ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: SLb .~- ver. 8.o RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-18 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged & ~ S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR). If you are the OFR, refer to your department retention schedule. nd imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Retentions begin when the act is completed, a _ Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Transitory records not retained When No When. No in the ordinary course of Lead Dept. Speaker Cards (submitted at Longer Longer Ppr business (used to accurately public meetings) Required f2equired produce minutes); GC §§34090 et seq., 6254(a) Lead Dept. Special Event Permits Expiration + 2 ears Expiration + 2 years Yes: During Class or Mag, . Ppr GC §34090 y Program Surveys (Questionnaires (that the City issues). If a summary of the data is Mag Lead Dept. compiled, the survey forms are 2 years 2 years , Ppr GC §34090 considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) Tapes: See Committees / Commissions Overtime slips and vacation i iTime Sheets /Time Cards Copies - Copies - requests are considered preliminary /transitory n. Adm Services / WITH employee signatures When No When No Mag, documents not retained in the Payroll Longer Longer Ppr ordinary course of business Required Required (the time card is the final document); GC §34090.7 DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: O Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-19 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive (Off-site Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan QC d? Retentions apply to the department that is NOT the Office of Record (OFR). If you are the O FR, refer fo 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, audits, pending records requests, and/or. investigations suspend normal retention periods (retention resumes after settlement). I I Department Preference; OSHA requires 5 years for safety records; Statewide guidelines propose 7 years; Calif. Labor - Division is required to keep their OSHA records 7 years; Ethics Training is 5 years; Training -All Course Records EEOC/FLSA/ADEA (Age) Lead Dept. (Attendance Rosters, Outlines 2 years 5 years 7 years Mfr OD, S Yes: When requires 3 years for promotion, and Materials; includes Ethics P r p Inactive demotion, transfer, selection, & Safety training) or discharge; State Law requires 2 -3 years; 8 CCR §3203 et seq., 8 CCR 14300.33(a); 29 CFR 1627.3(b)(2), 29 CFR 1904.33, 29 CFR 1904.44; LC §6429(c); GC §§12946, 34090, 53235.2(b) DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: .~.. >~' Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES CD DRI~~~'~ Office of Record Series Record No. Records Description Retention / DisposRion Comments /Reference ' Image: Destroy (OFR) Active Inactive (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged 8~ S=Scan QC'd? If the record is not listed here, refer to the Retention for City-ode 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, audits, pending records requests, and/or investi ations sus end normal retention periods (retention resumes after settlement). ACCOU NTING Department preference; Meets Muniapal Government Auditing Standards; IRS: 4 Admin. years after tax is due or paid Services / 1099's Issued 2 years 3 years 5 years'. Mag, Ppr (longer for auditing & Accounting contractor delinquency); Ca. _ FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090 Accounts Payable /Invoices and Department Preference; Meets Backup /Claim for Payment (All municipal government auditing Admin. Records and Reports -Includes -Yes: Until Mag, Yes: After standards; Published articles Services / Invoices, P.O.s, Travel Expense 2 years 3 years '5 years' Paid Mfr, OD, S 2 years show 3 - 7 years; Statewide Accounting Reimbursements, Petty Cash, Ppr guidelines propose audit + 4 Postage, PERS reports, check years; Published articles show requests, backups, etc.) 3 - 7 years; GC §34090 Admin. Appropriations Limit Department Preference; Meets Services / (Working Papers) 5 years 5 years Yes Mag, Ppr municipal government auditing Accountin 9 standards; GC §34090 Admin. Services / Audit Backup / Workpapers 2 years 3 years 5 years' Mag Ppr Department Preference; GC Accounting (CAFR) , §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: -,._. Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-2 Office of Record Series Records Description Retention / DisposRion Comments /Reference Record No. Image: Destroy Active Inactive (Off-site ' ' Total Vttall Media 1=Import Paper after (OFR) (in office) , OD or Mfr) Retention Options M=Mfr Imaged 8~ S=Scan QC'd1 refer to the Retention for City-ode Standards If fhe record is not listed here , 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, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Audit Reports / CAFR - Mag, Department Preference (these City Clerk Comprehensive Annual Financial P P Mfr, OD, S / I are copies; City Clerk retains Reports Ppr originals); GC §34090. Bank and Trustee Statements, Bank Reconciliations, For auditing purposes; Admin. Outstanding Check Lists, Daily Published articles show 3 - 4 Services / Cash Summaries, Bank 2 years 3 years 5 years Mag, Ppr years; GC §34090, 26 CFR Accounting Deposits, Bank Transmittal 31.6001-1 Advice, Cashier's Reports, Trustee Reports Admin. Services / Budget Amendments / 2 years 3 years 5 years Mag, Ppr Meets auditing standards; GC §34090 Accounting Adjustments Admin. Budget Hearings and/or Review When No When No Services / (Proposed Budget /Preliminary Longer ' Longer Mag, Ppr Drafts; GC §34090.7 Accounting Budget) Required 12e wired Department Preference Yes: Mag, (copies); Must be filed with City Clerk Budgets -Adopted /Final P ' Current Mfr, OD, S / I County Auditor; GC §34090.7, Fiscal Year Ppr 40802, 53901 Department Preference for grant auditing /claims Admin. Services / Checks /Warrants -Canceled or 2 years 3 years 5 years Mag, Mfr, OD, S / I Yes: After reimbursement purposes; Statute of Limitations is 4 Accounting voided Ppr 2 years years; statewide guidelines propose Audit + 5 years; GC §34090, CCP §337 DUBLIN, C/4. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: s. Q ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-3 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Image: Destroy Active Inactive (Off-site ~ota~ Vital? Media 1=Import after (OFR) (in office) , OD or Mfr) 'Retention ' Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-ode 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, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Department Preference; Negative credit information remains on credit reports for 7 10 years; Meets auditing Admin. standards; City does not Lien Services / Collection Agency Assignments 7 years 7 years Mag, Ppr property (Liens are good for Accounting 10 years from recording date, and may be extended by re- recording lien); WC 36729; GC §34090 Department Preference; Admin. Services / Development Fee Credits /Right Credit Eliminated + 3 ears y Credit ~limin~ted + Ma P r g' P meets municipal government auditing standards; GC Accounting to Reimbursement (Working File) 2 years 5 years §34090, CCP §337 Admin Department Preference; data . Services / Development Fee Database Indefinite ' Inde~riite Mag fields are interrelated; GC Accounting §34090 Department Preference (current fee guideline states Admin. Develo ment Im act Fee P P Mag Yes: After that these are retained 10 Services / Payment Records /Use of 2 years 8 years ' 10 years Mfr, OD, S / I 2 years years); meets municipal Accounting Credits Ppr government auditing standards; GC §34090 (~ "'~-~ DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ~ Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-4 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Image: Destroy (OFR) Active Inactive (Off-site, Total' Vital? Media 1=Import Paper after (in office) OD or Mfr) Retentton 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. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records re uests, and/or investi ations sus end normal retention eriods (re tention resumes after settlement). Department Preference; Admin. Services / Development Trust Accounts Close + 2 ears 3 years Close ~ 5 ears Mag' Mfr, OD, S / I Yes: After 2 years meets municipal government auditing standards; GC Accounting y y Ppr §34090, CCP §337 Admin. Fee Studies /Fee Adjustment Yes: Until Mag, Yes: After Department Preference; Meets Services / Memos /Fee Calculations & 2 years 3 years 5 years Paid Mfr, OD, S / I 2 years municipal government auditing Accounting Backup /Impact Fees Ppr standards; GC §34090 Admin. Services / Finanaal Services Database Indefinite Indefinite Yes Mag Data Fields /Records are (current system) interrelated; GC 34090 § Accounting Admin. Services / Fixed Assets -Annual Listing 2 years 3 years ' 5 years Mag, Ppr Department preference; GC (Source Documents) 34090 § Accounting Admin. ' ' Yes: Until Department Preference to Services / General Refunds and Credits 2 years 3 years 5 years Paid Mag, Ppr meet auditing standards; GC Accounting 34090 § Department Preference (meets municipal government Admin. Journal Entries /Journal Mag, Yes: After auditing standards); Statute of i i i 4 Services / Vouchers 2 years 3 years 5 years Mfr, OD, S / I 2 years ons s years; L mitat Accounting Ppr statewide guidelines propose Audit + 5 years; GC §34090, CCP §337 Admin. Maintenance Assessment Yes: Until Department Preference to Services / District Billing /Assessment 2 years 3 years 5 years Paid Mag, Ppr meet auditing standards; GC Accounting Rolls (Working Papers) §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 ff~ --tea Adopted: ._._ Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-5 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Image: Destroy (OFR) Active Inactive (Off-site, Tatal Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged 8~ 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, audits, pending records requests, and/or investigations sus end normal retention periods (retention resumes after settlement). Copies - 'Copies - City Clerk Mid-Year Update When No Longer '.When No `, Longer Mag, Ppr Copies; GC §34090.7 Required Required When No When No Non-records (the County County Property Tax (Hdl Report) Longer 'Longer Mag, Ppr maintains originals); GC Assessor Required `Required §34090 et seq. Admin. Reports -State Controller's Department Preference; Meets Services / Report, Gas Tax, Prop A, Prop 2 years 3 years 5 years Mag, Ppr auditing standards; GC Accounting C, Pension, Regulatory Reports §34090 Reports, Subsidiary Ledgers, Transitory records not retained Reconciliations, Registers, in the ordinary course of Admin. Transaction Histories, Balance Proof & Merge Reports Sheets When No When No '' business Financial system qualifies as a trusted system Services / Accounting , , etc. (MONTHLY OR PERIOgC) Longer Required Longer Required Mag, Ppr and can re-create reports accurately; statewide Does NOT include year-end guidelines propose 2 years; General Ledger. GC §34090 Reports: Year-end General P p Mfr OD I Yes: After Department preference; GC Serv ces / Ledger , , P 2 years §34090 et seq. Accounting pr Admin. Payment 'Payment Yes: Until Department Preference; Meets Services / SB 90 Claims Received + 5 Received + 5 Paid Mag, Ppr municipal government auditing Accounting years years standards; GC §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-6 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Image; Destroy Active Inactive ' Total Media 1=Import Paper (OFR) (in office) (Off-site, ' Retention ! Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged 8 QC d? If the record is not listed here, refer to the Retention for City-Wde Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally pertormed by file folder. Litigation, claims, com taints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Admin. Treasurer's Reports /Monthly Department Preference; Meets Services / Financial Statements (to Council) 2 years 3 years 5 years Mag, Ppr auditing standards; GC Accounting §34090 Department preference; All tangible property held by government agencies may be 4 years, or claimed by the City after After Notice required notice; Statute of Admin. Services / Unclaimed Money / Uncashed has been 2 years After 2 .years After: ' Mag, Ppr Limitations is 1 year for seized Checks Issued, Notice Notice property; Unclaimed property Accounting Whichever is may be escheated after 3 Longer years; Meets auditing requirements; CCP §§340(4), 1519; GC §§34090, 50050 et seq. DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Q Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-7 Office of Record Series Record No. Records Description Retention /Disposition Comments /Reference Image: Destroy (OFR) Active Inactive (Off-site, Total Vaal? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged 8~ 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, audits, pending records requests, and/or investigations sus end normal retention periods (retention resumes after settlement). DEBT S ERVICE Department Preference; Statute of Limitations for bonds, mortgages, trust Bond Transcri is /Certificates of P Gancellat. deeds, notes or debentures is Admin. Participations (COPs) - In Cancellat., , Redemption Yes: Until 6 years; Bonds issued by local Services / debenture Statements Redemption 10 years or Maturity +' Maturity Mag, Ppr governments are 10 years; Debt Service or Maturity 10 years ' There are specific requirements for disposal of unused bonds; CCP §§336(a)(1) & (2), 337.5(2); GC §43900 et seq. Admin. Bond Transcripts /Certificates of Meets auditing standards Services / Participations (COPs) -Trustee 2 years 3 years '5 years Mag, Ppr (consistent with Bank Debt Service Statements Statements); GC §43900 et seq. Department Preference; Meets auditing standards; Published articles show disposal + 7 Admin. Maturity + 2 Maturity +, 5 Yes: Until years for security brokerage Services / Investment Files -Trade Tickets ears 3 years ears P id Mag, Ppr slips; statewide guidelines Debt Service y y a propose permanent; FTC Reg's rely on "self- enforcement"; GC§§ 34090, 43900 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ~~ Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-8 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Image: Destroy Active Inactive (Off-site Total ' Vital? Media 1=Import after (OFR) (in office) , OD or Mfr) .Retention 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. Last document + 2 years), since destruction is normally performed by file folder. Liti ation, claims, com taints, audits, pending records requests, and/or investigations suspend normal retention eriods (retention resumes after settlement). Department Preference; Meets Investment Files -Receipts / Mag auditing standards; statewide Admin. Services / Advisor Reports and Statements 2 years 3 years S years Yes: Until Paid ' Mfr, OD, S / Yes: After 2 years guidelines propose permanent; FTC Reg's rely on Debt Service / LAIF (Local Agency Investment p P r "self-enforcement"; Fund) GC§§ 34090, 43900 DUBLIN, Ctfl-. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: .-- Ver. 7.0 Page AS-9 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Image: Destroy Active Inactive 'Total Media 1=Import Paper (OFR) (Off-site, (in office) Retention Vrta11 Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-lade Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally pertormed by file folder. RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES ~end~ng records requests, and/or ~nvest~gat~ons suspend Admin. Services / Information Technology Admin. Services Information Technology Admin. Services / Information Technology Aerial Maps /Photographs - Digital Backup Tapes - DAILY (Includes a-mail) Backup Tapes - WEEKLY (excludes a-mail) P 1 week 4 weeks normal retention penods (retention resumes TECHNOLOGY P Yes: Until Mfr, OD, S/I Completed Ppr 1 week` Yes Mag. 4 weeks Yes Mag. Yes: 2 Department Preference; GC years §34090 Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; tapes are in autochangers and are overwritten; GC §34090 et seq. Used for Disaster Recovery Purposes Only, Store off-site in commercial storage for disaster recovery; Considered a copy and can be destroyed when no longer required; retention based on administrative value; recycle tapes; GC §34090 et seq. DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Q~ „'r"~ ~..- ~'~' Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-10 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Inactive Image: Destroy Paper (OFR) Active (Off-site, Total Vital? Media 1=Import after (in office) OD or Mfr) Retention Options M=Mfr Ima ed 8~ S=Scan (lC'd? If the record is not listed here, refer to the Refention for City-Wide Standards Retentions begin when the act is complefed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally pertormed by file folder. Litigation, claims, complaints, audits, pendin records requests, and/or investigations suspend normal retention eriods (re tention resumes after settlement). the Lead Department should print out historical documents Admin. (or save source data) prior to Services / I f GIS Database /Data /Layers When When Yes Mag replacing the data, if they n ormation (both City-wide and Specialized) Superseded Superseded require the data or output; Technology Department Preference (Preliminary documents); GC §60200, 60201 et seq. Admin. Services / Until Until Mag May be obtained from the Information Software Licenses Superseded Superseded " Ppr vendor on line; GC 34090 et § Technology or Ex fired p ;qr P Xpired seq. DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-11 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy OFR ( ) Active Inactive (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged 8~ 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 pertormed by file folder. Litigation, claims, com taints, audits, ending records requests, and/or investigations sus end normal retention periods (retention resumes after settlement). PAYR OLL Admin. Services / Annual Report of Earning and Hours Worked (Distribution 2 years P P Mag, Mfr, OD, S / I Yes: After Department Preference for PERS Buy-back purposes; GC Payroll Report Ppr Inactive §34090 Department Preference; IRS: Compensation -Deferred 4 yrs after tax is due or paid; Admin. Compensation, ICMA Retirement Mag, Ca. FTB: 3 years; Articles Services / Reports and Registers, 2 years 3 years 5 years Mfr, OD, S / I Yes: After show 7 years; IRS Reg Payroll Retirement Collection, Earnings, Ppr Inactive §31.6001-1(e)(2), R&T Direct Deposit, Check Registers §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Department Preference; IRS: 4 yrs after tax is due or paid; Admin. Services / DE-6 & 941, DE-166 Forms - Mag, Yes: After Ca. FTB: 3 years; Articles Payroll Quarterly Payroll Tax Returns 2 years 3 years 5 years'. Mfr, OD, S / I Inactive show 7 years; IRS Reg P r p §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: s Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-12 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Image: Destroy (OFR) Active Inactive (Off-site, ' Ytttal, Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention ' Options M=Mfr Imaged 8~ S=Scan QC'd? If the record is not listed here, refer to the Retention for City-wde 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, audits, pending records re uests, and/or investigations sus end normal retention eriods (retention resumes after settlement). Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Admin Ca. requires 2 yr min.; FTB . Services ! Payroll Batch: Time Sheets / 2 years 3 years ' S years Mag, Ppr keeps 3 years; Published y Pa roll Time Cards articles show 4 -10 years; IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090 Department Preference; Transitory records not retained in the ordinary course of Admin. business Financial system Services / Payroll Registers 2 years 3 years 5 years Mag, Ppr qualifies as a trusted system Payroll and can re-create reports accurately; statewide guidelines propose 2 years; GC §34090 Department Preference; IRS: 4 yrs after tax is due or paid; Admin. Mag, Yes: After Ca. FTB: 3 years; Articles Services / W-2's 2 years 3 years ' 5 years ' Mfr, OD, S / I Inactive show 7 years; IRS Reg Payroll Ppr §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-13 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Image: Destroy (OFR) Active Inactive (Off-site, 'Total Vital? Media 1=Import Paper (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-1Nde 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, audits, pending records requests, and/or investigations sus end normal retention eriods (retention resumes after settlement). PURCHASING Department pre erence or grant audits (errors & omissions does not apply); Statewide guidelines propose completion + 5 years for non- Purchase Orders, Purchase capital improvement contracts Admin. Requisitions, Procurement & Contracting Records (e.g. Yes: Before P M & completion + 4 years for d Services / , records that would result in a 5 years 5 years. Completion pr ag, transportation an concessionaire agreements. Purchasing "contractual obligation" with the Statute of Limitations is 4 City) years; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Admin. Sale or ;Sale or' Services / Vehicle Registrations Disposal + 2 Disposal ~ 2` Ppr GC §34090 Purchasing years '' years'' Admin. " " Sale or Sale orl Ppr Provided to the new owner; Services / Pink Slips ) Vehicle Titles ( Disposal ..Disposal GC §34090 et seq. Purchasing DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted -.~. Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-14 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Image: Destroy (OFR) Active Inactive (Off-site, *o~l Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged 8~ 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. fast document + 2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). REVE NUE Department Preference; Negative credit information remains on credit reports for 7 10 years; Meets auditing Admin. Services / Collection Agency Assignments / 7 years '7 years'. Mag, Ppr standards; City does not Lien property (Liens are good for Revenue Unpaid Accounts 10 years from recording date, and may be extended by re- recording lien); WC 36729; GC §34090 Department Preference (meets auditing standards); Admin. Services / Receipts /Accounts Receivable / 2 years 3 years 5 years Yes: Until Paid Mag' Mfr, OD, S ! Yes: After 2 years Statewide guidelines propose audit + 4 years; Published Revenue Invoices Sent by the City Ppr articles show 3 - 7 years; GC §34090 When No When No Department Preference; Admin. Longer :Longer'.. Statewide guidelines propose Services / Reconciliations & Registers Required - 1 year Required - Mag, Ppr audit + 4 years; Published Revenue Minimum 2 Minimum 3' articles show 3 - 7 years; GC years ears §34090 Admin. ' Meets auditing standards; GC Services / Returned Checks 2 years 3 years 5 years ' Mag, Ppr §34090 et seq. Revenue DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 0A Adopted: ..~. Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-15 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy Active Inactive Total Media 1=Import Paper OFR ( ) (in office) (Off-site, 'Retention Vital? Options M=Mfr after OD or Mfr) S=Scan imaged 8~ 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. Liti ation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Admin. Services / Revenue Reports, Sales Tax 2 years 3 years 5 years Mag, Ppr Meets auditing standards; GC Revenue Reports, and Property Tax §34090 et seq. Department Preference Admin (meets auditing standards); . Services / Transient Occupancy Tax (TOT) 2 years 3 years 5 years Yes: Until Mag, Ppr Statewide guidelines propose Revenue Reports Paid audit + 4 years; Published articles show 3 - 7 years; GC §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: f Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK ~~~~~ Page CC-1 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy Active Inactive / Total Vital? Media 1=Import Paper after (OFR) (in office) CD or Mfr -Retention Options M=Mfr Imaged ~ S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authority) Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally pertormed by iile folder. Litigation, claims, com taints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Department Preference; City Clerk Agenda Assignment Sheet Log 2 years ' 2 years Mag, Ppr transitory record /preliminary drafts. GC §§34090, 6252, 6254(a) When All '' When All Department Preference; City Clerk Agenda Assignment Sheets Assignments Assignments are Mag, Ppr transitory record /preliminary GC §§34090 6252 drafts are , , . Completed Completed 6254(a) Agendas and Agenda Packets / Citizens Packet /Agenda Statements in Packet City Clerk Includes Final Budget, CAFR 5 years P P Yes: Before Mag, Mfr, S Yes: After 5 Department Preference; GC (Consolidated Annual Financial Meeting OD, Ppr years §34090 et seq. Report), etc. City Council and Dublin Information, Inc. (DII) Agendas, Agenda Packets and City Clerk Minutes 4 years 4 years Mag, Ppr Department Preference; GC §34090 et seq. Liaisons Committee (other City) DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: .r Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy Active Inactive / Total Vital? Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Options M=Mfr Imaged 8~ S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authority) 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, com hints, audits, pending records requests, and/or investi ations suspend normal retention periods (retention resumes after settlement). Department Preference (copy filed with agreement); Securities (Pertormance Bonds, Letters of Agreement or Contracts: Credit, CD's, etc.) are released after the Notice of Completion is Admin Bonds /Irrevocable Letters of issued and replaced with the . Serv / Credit /Subdivision Bonds P P Yes: Before Mag, Mfr, S No Warranty Bond, which is released . City Clerk Completion OD, Ppr 1 year after the Notice of Released Bonds: File Copy Completion date. These are with Agreement financial instruments, and therefore are exempt from the 2 year requirement for municipal records; GC §34090 DUBLIN, CA-. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 ../ -~j~ Adopted: .... Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy Active Inactive / Total Vital? Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention' Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-ode Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authority) 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, audits, pending records requests, and/or investi ations suspend normal retention periods (retention resumes after settlement). Agreements & Contracts -ALL, EXCEPT MAINTENANCE Department Preference; All AGREEMENTS. Agreement or infrastructure, JPAs, & Mutual Aid Contract includes all contracts should be permanent contractual obligations (e.g. for emergency preparedness; RFP /Specifications / Yes: Before Mfr Mag Yes: After Statute of Limitations is 4 years; City Clerk Successful Proposal /Scope of Completion P P Completion , , Ppr OD S 10 years 10 years for Errors & Omissions; Work, Amendments, Insurance , land records are permanent by Certificates, and Notices of law; CCP §§337. 337.1(a), Completion) 337.15, 343; GC §34090, Contractor has retention Change Orders are maintained requirements in 48 CFR 4.703(a) by the City Clerk's Department. DUBLIN, C/4. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: -~ Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No, Image: Destroy (OFR) Active Inactive / Total Vrtal? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged S S=Scan QC'd? If the recoM is not listed here, refer to the Retention for City-ode Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authority) Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is norrnally pertormed by file folder. Liti ation, claims, complaints, audits, pendin records requests, and/or investigations suspend normal retention eriods (retention resumes after settlement). Agreements & Contracts - MAINTENANCE AGREEMENTS. Agreement or Contract includes all Department Preference; Statute contractual obligations (e.g. of Limitations is 4 years; RFP /Specifications / Completion + Completion + Yes: Before Mag, Mfr, S Yes: After municipal auditing standards are City Clerk Successful Proposal /Scope of 5 years 5 years ' ' Completion OD, Ppr QC audit + 4 years; CCP §§337. Work, Amendments, Insurance 337.1(a), 337.15, 343; GC Certificates, and Notices of §34090; GC §§12946, 34090 Completion) Change Orders are maintained by the City Clerks Department. i i 5 P P Mag, Mfr, S Yes: After 5 Department Preference; GC City Clerk n ons City Attorney Op years OD, Ppr years §34090 et seq. City Clerk City Council Roster /Historical P p Mag, Ppr Department Preference; GC List of Council Members §34090 et seq. Closed Session Records Department preference (the final City After Meeting After Meeting Mag, Ppr action is always reported in the Attorney (Confidential) open session); GC §34090.7 City Clerk Commission /Committee 5 years P P Mag, Mfr, S / I Yes: After 5 Department preference; GC Rosters / Maddy Act List OD, Ppr years §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: W Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive / Total Media 1=Import Paper after (in office) CD or Mfr 'Retention Vital? Options M=Mfr Imaged & S=Sr_an (JC'd9 also apply to DRFA records (Dougherty Regional Fire when the act is completed, and imply a full file folder (E complaints. audits. pending records requests. and/or i. ~ City Clerk ~ City Clerk ~ City Clerk ~ City Clerk ~ City Clerk Commission /Committees - Term + 5 APPLICATIONS: SELECTED years Commission /Committees - APPLICATIONS: NOT 2 years SELECTED Commission /Committees - 2 years VACANCY NOTICES Commissioner's Resource Book, Customer Service Guide, etc. When No Longer (See City-Wide: Reference Required - Materials: Policies, Minimum 2 Procedures, Brochures, years Manuals & Reports: Produced by YOUR Department) Deeds ~ 5 years last document + 2 years), since destruction is stigations sus end normal retention periods (r Term'+ 5 ' Ma ........years 2 years Ma 2 yews Ma When No Longer '> Requ{red - Ma Minimum 2 ; years P P Ma O ~ pertormed by file folder. resumes after settlement g, Ppr g, Ppr g, Ppr g, Ppr D ~ Ppr S / I Department preference (in Agenda Packets); 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 GC §34090 Statewide guidelines propose superseded + 2 or 5 years; GC §34090 No ~ GC §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Record Records Description Retention I Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive I Total'; Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-ode Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authority) Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally pe-formed by file folder. Liti ation, claims, complaints, audits, pending records re uests, and/or investi ations suspend normal retention periods (retention resumes after settlement). Department preference (copies); County maintains all originals Dublin Housing Authority (Agendas, Agenda Packets, Housing Records (Agendas, Minutes, 5 years 5 years Mag, Ppr Minutes, etc.) Consolidated Staff Reports) Action Plans are required for 5 years; 24 CFR 91.105(h); GC §34090.7 City Clerk Easements 5 years P P Mag, Mir, OD, Ppr S / I No GC §34090 Economic Interest Filings (FPPC 700 Series Forms - City Clerk Statement of Economic Interests): DESIGNATED 5 years 2 years 7 years Mag, Ppr City maintains original statements; GC §81009(e)(g) EMPLOYEES (specified in the City's Conflict of Interest code) Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): PUBLIC Department Preference (only OFFICIALS (elected & not required for 4 years); City City Clerk elected. Includes City Council Separation + Separation + Mag, Ppr maintains copies only; original Members, Planning 5 years 5 years statements are filed with FPPC; Commission Members, City GC §81009(f)(g) Manager, City Treasurer & City Attorney) Selected and Not Selected DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted .._.~ ~~ Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive / Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retertion Options M=Mfr Imaged 8~ S=Scan QC'd? If the record is not listed here, refer to the Retention for City-wde Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authority) Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally pertormed by file folder. Litigation, claims, com taints, audits, ending records re nests, and/or investi ations suspend normal retention periods (retention resumes after settlement). Economic Interest Filings City Clerk (FPPC Form 635) -Lobbyist 7 years 7 years Mag, Ppr 2 CCR 18615(d), GC §81009(e) Reporting FPPC Form 801 (Gift to Agency City Clerk Report) /FPPC Form 802 4 years a years Mag, Ppr Must post on website; 2 CCR 2(c)(3)(G) 18944 (Tickets Provided by Agency . Report) DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted t"' Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive / Total Vital? Media 1=Import Paper after (in office) CD or Mfr .Retention Options M=Mfr Imaged 8~ S=Scan QC'd? If the reco~rl is not listed here, refer to the Retention for City-ode Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authority) 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. Liti ation, claims, complaints, audits, ending records requests, and/or investigations sus end normal retention periods (retention resumes after settlement). ELECTIO NS - CONSOLI DI~ED Campaign Filings (FPPC 400 Department preference (only 4 Series Forms): THOSE NOT years is required); Paper must be City Clerk REQUIRED TO FILE 5 years 5 yeaCS Mag, Ppr retained for at least 2 years; GC ORIGINAL WITH CITY CLERK §81009(b)(g) (copies) Campaign Filings (FPPC 400 City Clerk Series Forms): OTHER 7 Years 7 years Mfr, OD, S After 5 years Paper must be retained for at 81009 2 GC COMMITTEES (PACs -not Ppr (c)(g) years; § least sand idate-controlled) Paper must be retained for at Candidate File: Campaign least 2 years; Statewide guidelines proposes 4 years for Filings (FPPC 400 Series Nomination Papers for successful Forms): SUCCESSFUL candidates, 2 years for City Clerk CANDIDATES Elected Off i l 5 years P P ' Mfr, OD, Ppr S After 5 years unsuccessful; CA law states term ic a s of office and 4 years after the t l Includes Nomination Papers te between t e twoSEC de nea and Candidate Statements §17100 CCP§583.320(a)(3); GC §81009(b)(g) DUBLIN, Cl~-. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: J .~ Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive / Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged 8~ S=Scan QC'd? If the record is not listed here, refer to the Retention for City-tide Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authority) 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, audits, pending records re uests, and/or investi ations suspend normal retention periods (retention resumes after settlement). Paper must be retained for at least 2 years; Statewide Candidate File: Campaign guidelines proposes 4 years for Filings (FPPC 400 Series Nomination Papers for successful Forms): UNSUCCESSFUL candidates, 2 years for City Clerk CANDIDATES 5 years 5 years Mag, Ppr unsuccessful; CA law states term of office and 4 years after the Includes Nomination Papers expiration of term and does not and Candidate Statements delineate between the two; EC §17100 CCP§583.320(a)(3); GC §81009(b)(g) Elections -GENERAL, WORKING or ADMINISTRATION Files City Clerk (Correspondence, Precinct 5 years 5 years Mag, Ppr Used for a model for the next Maps, County Election election, GC §34090 Services, Candidate Statements to be printed in the Sample Ballot, etc.) Elections -HISTORICAL File (Sample ballot, Certificate of City Clerk Elections, Copies of 4 years P P Mag, Mfr, S No Retained for Historical Value, GC Resolutions -calling the OD, Ppr (Resos) §34090 election, canvass, etc., election summary) DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ~-C"~ ~" Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive / Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged 8~ S=Scan QC'd? If the record is not listed here, refer to the Retention for City-ode Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authority) 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, audits, ending records re uests, and/or investigations sus end normal retention periods (retention resumes after settlement). Results or Results or ; Not accessible to the public; The 8 month retention applies after City Clerk Elections -Petitions (Initiative, Final Examination if Final ' Examination i Ppr election results, or final Recall or Referendum) No Election + Na Election ~ examination if no election. 8 Months '' 8 Months Applies unless a IegaUFPPC proceeding. EC §§17200, 17400 FPPC Form 510 -Statement of City Clerk Intent (If not filed in the 2 years 2 years Mag, Ppr GC §34090 Candidate File ELECTIONS -STAND-ALONE use in con'unction with Consolida ted elections ... records series are not re Bated Department preference to be consistent with other types of Assessment District Ballots and ballots; Statewide guidelines City Clerk Protests -Prop. 218 6 mo. 6 mo. ppr propose permanent; If proceedings uncontested EC §§ 17302, 17306; CA Constitution Art. XIII City Clerk Ballots -After Election 6 mo. 6 mo. Ppr If uncontested EC §17302 City Clerk Ballots -After Recount (if 6 mo. 6 mcr Ppr EC §17306 election result determined) City Clerk Challenged & Assisted Voters 6 mo. 6 mo. Ppr If uncontested EC §17304 List If uncontested EC §17302, If City Clerk Inspector Receipts for Ballots 6 mo. 6 mo> Ppr election result determined, EC §17306 Consistent with ballots; If City Clerk Logic & Accuracy Test 6 mo. 6 mo. Ppr uncontested EC §17302, If election result determined, EC §17306 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: d ---~ Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy Active Inactive / Total Vital? Media 1=Import Paper after (OFR) (in office) CD or Mfr Retentlort Options M=Mfr Imaged 8~ S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authority) 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, audits, pendin records re uests, and/or investi ations sus end normal retention periods (retention resumes after settlement). Precinct Officer Appointments, City Clerk Oaths of Office for Election 6 mo. 6 mo Ppr EC §17503 Night Workers City Clerk Roster of Voters 5 years ' S years Mag, Mfr, OD, Ppr EC §17300 City Clerk Tally Sheets 6 mo. 6 mo' Ppr If uncontested EC §17304 Vote-by-Mail Applications, City Clerk Absentee Applications, Roster 6 mo. 6 mo. Ppr EC §17505 of Absentee Applications Vote-by-Mail Identification City Clerk Envelopes, Absentee - 6 mo. 8 ma. Ppr EC §17302 Identification Envelopes City Clerk Voter Index Copies used as the 6 mo. 6 m4 Ppr If uncontested EC §17304 Voting Record at Polling Places Ci Clerk Voter Index Ori final 5 ears ' 5 ears P r EC 17001 End of Elections Sec tion City Clerk Ethics Training Certificates 5 years 5 years Mag, Mfr, OD, Ppr S ~ I Yes: After 1 year Department preference; GC §§12946, 29 USC 1113 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of Record Records Description Retention /Disposition Comments I Reference Record Series No. Image: Destroy (OFR) Active Inactive / Total Vaal? Media 1=Import Paper after (in office) CD or MFr Retention Options M=Mfr Imaged ~ S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authority) 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, audits, pending records re uests, and/or investigations sus end normal retention eriods (retention resumes after settlement). City Clerk determines historical significance; records can address Historical Records (e.g. Mfr, Mag a variety of subjects and media. City Clerk Incorporation, City Seal, City P P , OD Ppr S No Some media (e.g. audio and Song, etc.) , video tape) may be limited because of the media's life expectancy; GC §34090 Housing Loans: Below Market Mag, Mfr, Yes: After 5 Department Preference; GC City Clerk Rate Loans, Resale Restriction, 5 years P P OD, Ppr S years §34090 et seq. Deeds of Trust, etc. Housing Loans: First Time Home Buyer Loan Program: ' Mag, Mfr, Yes: After 5 Department Preference; GC City Clerk Trust Deeds, Agreements, Title 5 years P P OD, Ppr S years §34090 et seq. Insurance, Resale Restrictions, etc. Longest Statute of Limitations is Insurance Certificates - 10 years; Conforms with City Clerk Miscellaneous that Cannot be 11 years ' 11 years Yes: Before Mag, Mfr, S Yes: After 5 Agreement Retention (usually Matched to a Contract or Completion OD, Ppr years filed with agreement); statewide Contractor guidelines propose permanent; CCP §337 et seq.; GC §34090 Minutes City Clerk City Council and 10 years P P Yes (all) Mag, Mfr, OD, Ppr S No GC §34090 Dublin Information, Inc. (DII) DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ~ Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-13 Office of Record Records Description Retention /Disposition Comments I Reference Record Series No. Image: Destroy (OFR) Active Inactive / Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-ode Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authority) 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, audits, ending records re uests, and/or investigations sus end normal retention periods (retention resumes after settlement). City Clerk Muniapal Code Administration, 5 years ' S years Mag, Ppr GC § 34090 Distribution, etc. Muniapal Code and History Mag, Mfr, City Clerk File (always retain 1 P P OD, Ppr S No GC §34090 supplement) Department preference; Employees Oaths are maintained in their Personnel File; Statute of Limitations: Public official Mag, Mfr, Yes: After 5 misconduct is discovery of City Clerk Oaths of Office: City Council P P '' Ppr OD S years offense + 4 years, retirement , benefits is 6 years from last action; statewide guidelines propose Termination + 6 years; GC §36507, 34090; PC §§801.5, 803(c); 29 USC 1113 Department preference; Employees Oaths are maintained in their Personnel File; Statute of City Clerk Oaths of Office: Elected or Appointed Board, Commission Term + 4 Term + 4 Mag, Mfr, S Yes: After 5 Limitations: Public official misconduct is discovery of or Committee Members years years OD, Ppr years offense + 4 years, statewide guidelines propose Termination + 6 years; GC §36507, 34090; PC §§801.5, 803(c); 29 USC 1113 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-14 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive / Total Vrtal? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authority) Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally pertormed by file folder. Litigation, claims, com taints, audits, pendin records requests, and/or investigations sus end normal retention eriods (retention resumes after settlement). City Clerk Ordinances (City Councl) P P Yes (all) Mag, Mfr, OD, Ppr S No GC §34090 et. seq. Proclamations, Certificates of City Clerk Appreciation, Commendations, 2 years 2 years Mag, Ppr GC §34090 Commemorations, Memoriums Clerk City Public Records Requests / 2 years 2 years Mag, Ppr GC §34090 . Request for Public Records Recordings /Tapes: Audio Recordings (City Council, State law only requires for 30 City Clerk Public Finance Authority, 30 days ' 30 days Mag days; GC §54953.5(b) Redevelopment Agency, Dublin Information, Inc. (DII) Recordings /Tapes: Video - Department preference; Video City Clerk DVD-R Recordings of meetings P P Yes OD tapes are required for only 90 (City Council) days; GC §34090.7 Records Destruction Lists / Mag, Mfr, Yes: After 5 Department Preference; GC City Clerk Certificates of Records P P OD, Ppr S years §34090 et. seq. Destruction Records Retention Schedules / Mag, Mfr, Yes: After 5 GC 4 City Clerk Authorization for Amendments 10 years P P OD, Ppr S years §3 090 et. seq. to Retention Schedules Resolutions City Clerk City Council and P P Yes (all) Mag, Mfr, OD, Ppr S No GC §34090 et. seq. Dublin Information, Inc. (DII) DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ~ Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-15 Office of Record Record Series No. Records Description Retention /Disposition Comments I Reference Image: Destroy (OFR) Active Inactive / Tatal Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-ode Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authority) 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, audits, pending records re nests, and/or investi ations suspend normal retention eriods (retention resumes after settlement). City Clerk Vicious Dog Hearing -Audio 30 days 30 days Mag Ppr State law only requires for 30 Tapes , days; GC §54953.5(b) City Clerk Vicious Dog Hearings 5 years 45 years 50 years Mag, Ppr Department Preference; GC 34090 et. se . DUBLIN, C~1. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. ~2.o RECORDS RETENTION SCHEDULE: CITY MANAGER 0 DRAFTPage CM-1 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media I=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged ~ If the record is not listed here, refer to fhe Retention for City-Wide Standards Retention periods also appl to DRFA records (Dougherty Regional Fire Authority) Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed ny file folder. Liti anon, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal retention eriods retention resumes after settlement . CITY MANAGER City City Council Appointments & P ~, Mag, Mfr, S/l Yes: After Department Preference; GC Manager Resignations OD, Ppr QC §34090 Considered transitory / City Ci Council Corres ondence: ~` p When No Wf~en No preliminary drafts. GC §§34090, Manager Invitations, Meeting Longer Longer Mag, Ppr 6252, 6254(a) Arrangements, Thank-Yous Required Required Department Preference (Send City City Council Correspondence: 4 years 4 years Mag, Ppr Photographs, Documents of Si nificant Historical Value to g Manager Letters, Travel the Ci Clerk ; GC 34090 City City Manager !City Clerk Chon 4 years 4 years Mag, Ppr GC §34090 Mana r File City Concerns /Request Management 2 ears y 2 years Mag Data Fields /Records are interrelated; GC 34090 Mana r Database (CRM Database) After City Customer Response Cards Summary is 2 years '' Mag Preliminary drafts; GC §34090 Manager Written City Customer Response Summary 2 years 2 years Mag GC §34090 Mana r City Customer Service Committee 2 years 2 years ' Mag GC §34090 Mana r (A endas, Minutes Department Administration Files When No Longer When No Longer Department Preference; GC City Manager (Various correspondence & Required - Minimum 2 Required ~ ,Minlmum:2>~ Mag, Ppr 34090 § memoranda to Departments} ears ears City Department Preference; GC Mana r Dublin Pride 2 years 2 years Mag §34090 City Friday Newsletter to Council 4 years 4 years Mag, Mir, P r OD S/l Yes: After QC GC §34090 Mana r , "`ice DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: ~..- Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged 8~ If the record is not listed here, refer to the Retention for City-Wide Standards Retention periods also apply to DRFA records (Dougherty Re Tonal Fire Authori ) 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. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal retention eriods retention resumes after settlement . Projects, Programs, Subject & When No When No City Issues (Issues and/or projects will Longer Longer Yes: While Department Preference; GC Manager vary over time - e.g. Hotels, Required - Required - Active Mag, Ppr §34090 Developments, etc.) Minimum 2 Minimum 2 Issues ears `ears City Public Safety Memorial P ' p Mag, Mfr, S/l Yes: After Department Preference; GC Mana r OD, P r QC 34090 DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 12.o RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-3 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference (OFR) Active Inactive (Off-site T°~I Vital? Media Image: I=Import Destroy Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged 13< If the record is not listed here, refer to the Retention for City-lade Standards Retention periods also ap ly to DRFA records (Dougherty Regional Fire Authority) 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. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal retention eriods retention resumes after settlement . CENTRA L SERVICES Claim must be filed within 1 year, lawsuit within 2 years; City complaints against peace Manager / Claims: Against the City or On Settlement + ' Settlement ~ Yes: Until officers within 5 years; Statute of Limitations for contracts is 4 Central Behalf of the City 5 years 5 years Settlement Mag, Ppr years; wrongful death for Services construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 34090, City 34090.6; PC §832.5(b) Manager / Central Claims: Year End Loss Reports from ABAG 5 years 5 years Mag, Ppr Department Preference; meets Services auditing standards; GC §34090 Department preference; Covers Statute of Limitations (insurance certificates are filed with City Contract Management: Cable N, agreement); Published Audit Standards=4-7 years; Statute of Manager / Recycling, Waste Management Completion 5 years Completion Yes: Before Mag, Mfr, S/I Yes: Upon Limitations: Contracts & ' Central Services Original records regarding } 5 years Com letion P OD, P r p Completion Spec s=4 years, Wrongful Death=comp. + 5 years, management of contracts Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC 34090 DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: En J ver. 12.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-4 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Inactive Image: Destroy (OFR) Active (Off-site, Totai Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged ~ If the record is not listed here, refer to the Retention for Cify-Wide Standards Retention periods also a ply to DRFA records (Dougherty Regional Fire Authori ) 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. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal retention eriods retention resumes after settlement . City When No When No ' Manager / Emergency Preparedness Longer Longer Yes: While Central Program: Fire Drills, Emergency Required - Required - Active Mag, Ppr GC §34090 Services Exit Plans, etc. Minimum 2 Minimum 2> ' Issues ears _ ears Crty Manager / Franchise Cable TV Quarterly ' ' Central Franchise Reports /Annual 2 years 2 years': Mag, Ppr GC §34090 Services Reports Insurance Policies & Certificates (City-owned): Liability (General & Public) City Manager / Includes Certificates of Self- P p Yes: Before Mag, Mfr, For protection from litigation; GC Central Insurance Expiration OD, Ppr §34090 Services Cal PERS / PARS / PERA, Dental, Life Insurance, Long Term Care, ICMA, etc. Claim must be filed within 1 year, lawsuit within 2 years; complaints against peace City officers within 5 years; Statute of Manager / Litigation / Amicus Briefs Settlement + Settlement + Yes: Until Mag, Ppr Limitations for contracts is 4 Central 5 ears y 5 ears y Settlement years; wrongful death for Services construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 34090, 34090.6; PC 832.5 b DUBLIN, CA- ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission aQ Adopted: .- Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-5 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Inactive ° Image: Destroy (OFR) Active (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged 8~ If the record is not listed here, refer to the Retention for City-Wide Standards Retention eriods also ap I to DRFA records (Dou he Regional Fire Authority) 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. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal retention eriods retention resumes after settlement . City Manager / Property Damage Claims (Reimbursement for Damage to Payment + 5 Payment + 5 Yes: Until Mag, Ppr Department Preference; meets Central City Property) years .years Payment auditing standards; GC §34090 Services City Manager / Mag, Mfr, Yes: When Consistent with City-wide Central Recycling / AB 939 Compliance 10 years 10',yeats' ' OD, Ppr S / I Inactive standards for contract Services administration City Manager / Central Safety Committee Notes 1 year 1,,year Mag, Ppr Preliminary drafts; GC §34090 Services Calif. Labor Division is required City Safety: Central Safety Committee to keep their records 7 years; Manager / 5 years 5 years Ppr OSHA requires 5 years; State Central Includes Accident Reports law requires 2 years; 8 CCR Services §3203(b)(1), GC §34090.7; LC 6429c Calif. Labor Division is required City Safety: OSHA Inspections & ' to keep their records 7 years; Manager / Citations, Log 200 and Log 300, 5 years 5 years, ' Ppr OSHA regt.dres 5 years; State Central 301 301A law requires 2 years; 8 CCR Services , §3203(b)(1), GC §34090.7; LC §6429c City Manager / Solid Waste Tonnage Reports / 10 years 10 years Ppr Mag Department preference; GC Central Statistics . , §34090 Services DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: C11~ .~ --~. ver. 12.o RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-6 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Reter-twn Options M=Mfr _ Imaged & , If the record is not listed here, refer to the Retention for City-ode Standards Retention eriods also a pl to DRFA records (Dou he Regional Fire Authori ) 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. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal retention eriods retention resumes after settlement . City Department preference (meets Manager / Workers Compensation Claim 5 years 5 years Mag, Ppr auditing standards and Central Runs allocation formulas); GC §34090 Services Claims can be made for 30 Workers Compensation or years for toxic substance City Disability Claims exposure; Claims are required Manager / Separation + Separation + for five years after the end of Central Includes all Accident, Incident, or 5 years 25 years 30 years Mag, Ppr compensation, or injury, whichever is longer; 8 CCR Services Injury Reports and associated §3204(d)(1) et seq., 8 CCR MSDS 10102, 15400.2; GC §§12946, 34090 DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: s -~ .i Q ver. ~2.o RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-7 Office of Record Record Series No. Records Descri ion ~ Retention /Disposition Comments /Reference Inactive Image: Destroy (OFR) Active (Off-site Total Vital? Media 1=Import Paper after (in office) , OD or Mfr) Retention Options M=Mfr Imaged & if the record is not listed here, refer to the Retention for City-Wide Standards Retention periods also ap ly to DRFA records (Dougherty Regional Fire Authority) 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. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal retention eriods retention resumes after settlement . ECONOMIC DEVELOPME NT Tri-Valley- Convention Outside Agency Agendas, Staff When No When No & Visitors Reports, Minutes (e.g. Tri-Valley Longer Longer Ma P r g p Non-records Bureau Convention & Visitors Bureau) Required Required City Manager / Economic Working Files for Various D When No Longer When No Longer Mag Ppr Preliminary Drafts /Transitory Develo . epartments or Projects Required Required , Records; GC §34090 et seq. City When No When No Manager / E i Working Papers: Potential ~ Longer Required - Longer Required ~ Mag P r Department Preference (If a project s implemented, the Lead conom c Develop. Economic Develo ment Pro ects p ~ Minimum 2 Minimum 2` , p Department maintains the original); GC §34090 ENVIRON~ NTAL SERVI CES DUBLIN, CA- ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: p~ a' ~'` ,..c ver. 12.o RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-8 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media 1=import Paper after (in office) OD or MFr) Retention Options M=Mfr Imaged & If the record is not listed here, refer to the Retention for City-iMde Standards Retention eriods also apply to DRFA records (Dougherty Regional Fire Authority) 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 ftle folder. Liti ation, claims, com lainfs, audits, endin records re uests, and/or investi ations sus end normal retention eriods retention resumes after settlement . PER SONNEL City When No Whei1 No >~ Manager / Benefit Plan Brochures & Forms Longer longer Mag, Ppr Non-records Personnel Required Re uired Bureau of National Affairs When No When No recommends 2 years for all City Classification /Reorganization Longer Longer supplementary Personnel Manager / Studies (for employee Required - Required - Mag, Ppr records; Wage rate tables are 1 Personnel classifications and department Minimum Minimum or 2 ears; State re uires 2 Y q structures) 10 years 10 years ' years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 34090 Bureau of National Affairs recommends 2 years for al! City, supplementary Personnel Manager / Compensation Surveys & Studies 2 years 2 years Mag, Ppr records; Wage rate tables are 1 Personnel 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 Ci tY Discrimination Claims / Final Final disposition of formal complaint; Manager / Department of Fair Employment & Disposition Disposition Mag, Ppr ~~ State requires 2 years after fully Personnel Housing (DFEH or EEOC) Claims + 3 years + 3,years and finally disposed"; 2 CCR 7287.0; GC 12946, 34090 CHP audits every 2 years; City When When Bureau of National Affairs Manager / DMV Pull Notices (Form INF Superseded Superseded Mag, Ppr recommends 2 years for all Personnel 1101) or Upon Separation or Jpon Separa#ion supplementary Personnel records; GC 34090 DUBLIN, C/~1 ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved ~ Do not duplicate or distribute without prior written permission Adopted' ~' Ver. 12.o RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-9 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Inactive Image: Destroy (OFR) Active (Off-site, Tatal Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention ' Options M=Mfr Imaged & , If the record is not listed here, refer to the Retention for City-ode Standards Retention periods also a pl to DRFA records (Doughe Regional Fire Authority) 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. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal retention eriods retention resumes after settlement . City EEO-4 Reports and records Manager / required to generate EEO-4 report 3 years 3 years Mag, Ppr 29 CFR 1602.30 Personnel Self-Identification Form, etc. City Manager / Employee Newsletter 2 years 2,years Mag, Ppr GC §34090 Personnel Copies - Copies - City Clerk Job Specifications /Job When No Where No '' Yes: Before Mag, Mfr, S Yes: After GC §34090.7 Descriptions Longer 1-t7nger Superseded OD, Ppr QC Re aired Re aired Department preference (protects City in the event of past employee misconduct); DOJ City LiveScan Fingerprint Clearance ' '' allows retention for legitimate Manager / LOg 50 years 5Q years Mag, Ppr business needs; must be Personnel maintained in a secure and confidential file; DOJ Information Bulletin No. 02-17-BCII; GC§ 34090 et seq. Department preference; Files City maintained separately; Claims ge Personnel Files -Medical File (all Separation + Separation + Yes: Until Mag, Mfr, S Yes: When can be made for 30 years for Personn I employees) 30 years 30 years Separation OD, Ppr Inactive toxic substance exposure; 8 CCR §3204(d)(1) etseq., GC 12946, 34090 DUBLIN, CA- ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission W Adopted: ver. 12.o RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-10 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Inactive Image: Destroy (OFR) Active (Off-site, Totak ' Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention .- Options M=Mfr Imaged 8~ If the record is not listed here, refer to the Retention for City-Wide Standards Retention eriods also appl to DRFA records (Doughe Regional Fire Authority) Retentions begin when the act is completed, and im ly a full file folder (e.g. last document+ 2 years), since destruction is normally pertormed by file folder. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal retention eriods retention resumes after settlement . Personnel Files -Regular, Active, Department Preference; Permanent, Non-Regular, EEOC/FLSA/ADEA(Age) Temporary and Part-time '' requires 3 years for promotion, Employees demotion, transfer, selection, or Mana r / ~ Separation + Separation ± Yes: Until Mag, Mfr, S Yes: After discharge; State Law requires 2 Personnel (Includes awards benefit 30 years 31) years Separation OD, Ppr Separation 3 years; retirement benefits is 6 , enrollment forms grievances years from last action; 29 CFR , , oaths of office performance 1602.31 & 1627.3(b)(ii), 8 CCR , §3204(d)(1) et seq., GC evaluations, etc.) § 12946, 34090; 29 USC 1113 Recruitment File /Test File Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 City Advertisements, Applications, years; State Law requires 2 - 3 Manager / Brochures, Equal Employment 4 years 4lyears Mag, Ppr years; 29 CFR 1602 et seq & Personnel Opportunity Data, Flyers, Job 1627.3(a)(5) and (6), 2 CCR Announcements, Letters, 7287.0(c)(2), 8 CCR Scantrons, Tests, Questions, §11040(7.(c)), GC §§12946, Reference Checks 34090 When No When No City Studies & Surveys Conducted on Longer Lt~nger Department preference; GC Manager / Behalf of the City (Sick Leave, Required - Required -:' Mag, Ppr §34090 Personnel Attrition, Benefits, etc.) Minimum 2 Minimum 2' ears ears City Manager / FYI: Only 2 years is W-4 Forms Separation + Separation + Mag, Mfr, S Yes: After Department preference; GC Personnel re uired 7 years 7,:years OD, Ppr QC §34090 DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: --~r s ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT DRAF~ge CD-1 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference ' Image: Destroy OFR ( ) Active Inactive (Off-site, Totat Vital? Media 1=Import Paper after (in office) OD or MFr) Retention Options M=Mfr Imaged S-Scan 8~ 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 nom-ally performed by file folder. Litigation, claims, complaints, audits, pendin records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). BUILDING and SAFETY Bui dD g & Adopted Code Books /Uniform P P Mfr OD S / I Yes: After QC GC §50022 6 Safety Code Books (UBC, etc.) , , Ppr & . Approval Address Files: Building Permits, Yes: CD / Building Permit Applications, Mag, Finalled + Statewide guidelines propose Building & Finalled Inspection Letter, Stop P '' P Yes (all) Mfr, OD, S After QC permanent; GC §34090, H&S Safety Work Notices, Plot Plans, Ppr & §19850 Address Changes (All) Approval CD / Building Inspection Log / When No When No> Preliminary draft /transitory Building & Correction Notices /Inspection Longer Loner Mag, Ppr record (the Building Permit Safety Requests Required Required database is OFR); GC §34090 CD / Department Preference -Data is Building & Building Permit Database Indefinite Indefinite Yes (all) Mag interrelated; GC §34090, H&S Safety § 19850 Department preference; If the appendices of the CBC are Building Plans and Construction adopted, these plans are required Documents -Finalled -SINGLE to be retained for at least CD / Building & FAMILY RESIDENTIAL - SFR Completion + Completion + Yes (all) Mag, Ppr completion + 180 days (the City did not adopt the appendices); Safety Calculations, Construction Plans 90 days 90 days Statewide guidelines propose 2 for Production Homes years for blueprints & specifications; H&S§19850; CBC §§101.2.1, 106.5, 108.4.3.1; GC §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy OFR ( ) Active Inactive (Off~ite, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention `` 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. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investig ations suspend normal retention periods (retention resumes aft er settlement). Building Plans and Construction Documents - Finalled - INDUSTRIAL, COMMERCIAL, Department Preference; Law MULTI-FAMILY DWELLINGS, requires for the life of the building CD / PLACES OF PUBLIC Mag for commercial and common Building & ACCOMMODATION TENANT ~ P P Yes (all) ' Mfr, OD, S Yes: interest dwellings; Statewide Safety IMPROVEMENTS, p r p After QC guidelines propose 2 years for PRODUCTION HOMES blueprints & specifications; CBC §108.4.3.1; H&S§19850, GC (includes commercial structural §34090 plans, Hazardous Materials Questionnaire, etc.) CD / Building & Business License Applications & Life of Business + 2 3 years Life of Business + 5 Mag, Mfr OD S / I Yes: Meets auditing standards; GC Safety Changes years years , , ppr After QC §34090 et seq. CD / Renewal Renewal (or Building & Business License Renewals /Out (or Out of Out of Ma P r g p Meets auditing standards; GC Safety of Business Notifications Business) + 2 Business) +' ' §34090 et seq. years 2 years_ CD / Yes Building & Business Licenses (Database) Indefinite Indefinite (before Mag, Ppr Data fields are inter-related; GC Safety termination) §34090 et seq. CD / Certificates of Occupancy /Job Mag, Yes: Building & Cards (Commercial, 3 dwelling P P Yes (all) Mfr, OD, S After QC Statewide guidelines propose life Safety units or more) Ppr & of building; GC §34090 Approval DUBLIN, C14. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ~~ Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-3 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy (OFR) Active Inactive (Off-site, 1`ohai Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention ` 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. last document + 2 years), since destruction is normally performed by ale folder. Litigation, claims, complaints, audits, pending records requests, and/or investig ations suspend normal retention periods (retention resumes af ter settlement). When No When No CD/ Longer Longer Case is open until satisfactorily Building & Code Enforcement: Building Required - Required - Yes: Until Mag Ppr resolved (some cases are not Safety Cases (Stored in Address Files) Minimum 2 `;Mirtimtam 2 Resolved , resolved); CFC §104.3.4, GC years ygam §34090 BuildD g & Historical Events (Earthquakes, P ' P Yes (all) Mfr OD S Yes: After QC Department Preference; GC Safety Floods, etc.) , , Ppr & §34090 Approval CD / Inspectors Daily Report (Work When No When No Preliminary draft /transitory Building & Load) Longer Longer Mag, Ppr record (the Building Permit Safety Required Re° aired ' database is OFR); GC §34090 CD / Mag Yes: Building & Plan Check Comments P P Mfr OD S After QC Department Preference; GC Safety , , Ppr & §34090 Approval CD / Building & Reports: Annual Historical P >>P Mag' Mfr OD S Yes: After QC Department Preference; GC Safety Reports of Building Permit Activity , , Ppr & §34090 Approval CD / Reports: Monthly and Periodic Building & Reports of Building Activity 5 years 5 years ' Mag, Ppr GC §34090 Safety (Dodge Reports, etc.) DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: J .-.~ Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy Active Inactive 'total Media 1=Import Paper (OFR) (in office) (Off~ite, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-ode Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally pen`ormed by file folder. Liti anon, claims, com /amts, audits, endin records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). HO USING Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for After After Grants to Local Governments is 3 Funding Funding Yes: years from expenditure report or CD / Housing and Commercial Agency Agency Mag, After QC final payment of grantee or Housing Programs: Grants / CDBG 2 years Audit, if Audit, if ' ' Mfr, OD, S / I & subgrantee; statewide guidelines Required - required - Ppr Approval propose 4 years; 21 CFR 1403.36 Minimum 5 Minlmurn 5` & 1403.42(b); 24 CFR 85.42, years years '~` 91.105(h), 92.505, & 570.502(b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133; GC §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3576 Adopted: ~4 0 -..'.~'~ Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-5 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy OFR ( ) Active Inactive (Off~ite, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged S=Scan 8~ 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, audits, pending records requests, and/or investig ations suspend normal retention periods (retention resumes af ter settlement). Department Preference -City Clerk maintains agreements (terms restrict use for first sale after 55 years); Uniform Admin. CD / First Time Home Buyer Loan Mag Yes: Requirements for Grants to Local Housing Program Unit Sold + 5 Unit Sold + 5 ' Mfr OD S / I After QC Governments is 3 years from AND Bu er Files, Promisso Notes, y ry years years , , P r p & expenditure report; HUD requires City Clerk Trust Deeds, etc. (copies) Approval 3 years from the final expenditure report; statewide guidelines propose 4 years; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 Department Preference -City Clerk maintains agreements (terms restrict use for first sale after 55 years); Uniform Admin. CD / Housing Inclusionary Unit Housing Buyer Fil Unit Sold + 5 Unit Sofd + 5 Mag, Yes: After QC Requirements for Grants to Local Governments is 3 years from AND es, Resale Restriction Agreements (copies) years .years Mfr, OD, Ppr S / I & expenditure report; HUD requires City Clerk Approval 3 years from the final expenditure report; statewide guidelines propose 4 years; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-6 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy (OFR) Active Inactive (Off-site, 1'ota! Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention 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. last document + 2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investig ations sus end normal retention eriods (retention resumes af ter settlement). Uniform Admin. Requirements for Grants to Local Governments is 3 Yes: Years from expencfture report; CD / Loan Programs (Deferred loans, P i N t T t D d Loan Pay-off Loan Pay-offi Mag, After QC HUD requires 3 years from the Housing rom ssory o es, rus ee s, + 5 years * 5 years Mfr, OD, S / I & final expenditure report; statewide Low Interest Loans, etc.) Ppr Approval guidelines propose 4 years; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 Department Preference (terms restrict use for first sale after 55 years); Uniform Admin. Yes: Requirements for Grants to Local CD / Low Income Buvers Housing Mag, After QC Governments is 3 years from Housing Qualifications (Provided by P P Mfr, OD, S / I & expenditure report; HUD requires Developers) Ppr Approval 3 years from the final expenditure report; statewide guidelines propose 4 years; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 DUBLIN, C/~. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted i Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-7 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy Active Inactive Total Media 1=Import Paper OFR ( ) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-ode Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally pertormed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investig ations suspend normal retention eriods (retention resumes af ter settlement). Department Preference; Uniform Admin. Requirements for Grants to Local Governments is 3 years Low Income Rental Housing Mag, Yes: from expenditure report; HUD CD / Qualifications (Provided by 5 years 5 years ' Mfr, OD, S / I After QC requires 3 years from the final Housing Developers) Ppr & expenditure report; statewide Approval guidelines propose 4 years; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 Uniform Admin. Requirements for Grants to Local Governments is 3 CD / Yes: years from expenditure report; Housing Performance Deeds of Trust - Loan Pay-off Loan Pay-off ` Mag Mfr OD, S / I After QC HUD requires 3 years from the final expenditure report; statewide AND (copies) + 5 years >< + 5,years , Ppr & A l guidelines propose 4 years; 24 City Clerk pprova CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: i Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-8 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy (OFR) Active Inactive (Off~ite, fiotal ' ', Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged S=Scan ~ QC'd? If the record is not listed here, refer to the Retention for City-ode Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally pertormed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investig ations suspend normal retention periods (retention resumes aft er settlement). Department Preference; Uniform Admin. Requirements for Grants to Local Governments is 3 years Mag Yes: from expenditure report; HUD CD / Reports of Rentals /Income 5 years 5 years ' Mfr OD S / After QC requires 3 years from the final Housing Qualifications for Renters , , Ppr & expenditure report; statewide Approval guidelines propose 4 years; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 Department Preference; Uniform Admin. Requirements for Grants to Local Govemments is 3 years Mag Yes: from expenditure report; HUD CD / Reports of Sales for Inclusionary P P ' Mfr OD S / After QC requires 3 years from the final Housin g Units , , Ppr & expenditure report; statewide Approval guidelines propose 4 years; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: p~ ~'"~ Q Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-9 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, Retention ' Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged 8~ QC'd? If the record is not listed here, refer to the Retention for City-ode 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, audits, ending records re uests, and/or investi ations sus end normal retention periods (retention resumes after settlement). PLANNING Yes: CD / Annexations 5 years P P Mfr, OD, S After QC Department Preference for Planning Ppr & historical purposes; GC §34090 Approval CDD/ZA (Community Mag, Yes: Department Preference (all staff CD / Planning Development Director /Zoning 2 years 2 years Yes (all) Mfr, OD, S After QC & reports are maintained Permanently in the Planning Administrator) Agenda Packets Ppr Approval Project files); GC §34090.7 CD / CDD/ZA (Community Department preference; State law Planning Development Director /Zoning 6 months 6'months Mag only requires for 30 days; GC Administrator) Audio Recordings §54953.5(b) CDD2A (Community Notes taken to faalitate the CD / Development Director /Zoning P P Yes Mfr OD S No writing of the minutes can be Planning Administrator) Minutes & , , Ppr destroyed after minutes have Resolutions been adopted; GC §34090 et seq. Census When No When No > Mag, Census Bureau is OFR - non- Bureau Census, Demographics Longer Longer Mfr, OD, records; GC §34090 et seq. Required Re faired ' ppr When No When No" ; CD / Code Enforcement: Planning Longer Langer Yes: Until Case is open until satisfactorily Planning Cases Required - Required - Resolved Mag, Ppr resolved; CFC §104.3.4, GC Minimum 2 Minimum 2 §34090 years years DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: G Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-10 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Inactive Image: Destroy Paper (OFR) Active (Off-site, Tptal Vital? Media 1=Import after (in office) OD or MFr) Retention"' Options M=Mfr Imaged S=Scan & QC'd? If the recoM 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 pertormed by trle folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Environmental Determinations: Environmental Impact Reports Usually filed in the project file; D (EIRs), Negative Declarations, Maintained In Maintained i Mag, Yes: Final environmental Plan n n g etc.) Planning Planning Mfr, OD, S / I After QC determinations are required to be " Project Files Project Files' Ppr & kept a reasonable period of Inside City Boundaries or Approval time"; 14 CCR §15095(c); GC Sphere of Influence §34090 Environmental Determinations: Environmental Impact Reports CD / (EIRs), Negative Declarations, When No When No Non-records; EIRs and Negative Planning etc.) Lon er 9 Longer Ppr ry lt ' Required Required Boundar es are with the ro ect p I Outside City Boundaries or file Sphere of Influence General Plan, Elements and Yes: CD / Planning Amendments; Zoning Ordinance Text Amendments Zoning Map P P Yes (all) Mfr, OD, S / I After QC Department preference (copies); , Updates, etc. Ppr & Approval GC §34090.7 CD / Pl Master Plans, Specific Plans, P p Mfr OD S Yes: After QC Department Preference; GC anning Bikeway Plans, amendments, etc. , , & §34090 Ppr Approval PIa D n g Misc. Planning Studies P P Yes (all) Ma Mfr, OD, S Yes: After OC Department Preference; GC Ppr & §34090 Approval DUBLIN, CA-. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: -~ Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-11 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged S=Scan BQCd? If the record is not listed here, refer to the Retention for City-wde Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is nom-ally performed by file folder. Litigation, claims, complaints, audits, ending records requests, and/or investig ations suspend normal retention periods (retention resumes aft er settlement). Mag Yes: Department Preference (all staff CD / Planning Commission Agenda 2 years 2 years Yes (all) ' Mfr, OD, S After QC reports are maintained Planning Packets Ppr & Permanently in the Planning Approval Project files); GC §34090.7 Department preference; State law CD / Planning Commission Audio 6 months 6 months ' Mag only requires for 30 days; GC Planning Recordings §54953.5(b) Notes taken to facilitate the CD / Planning Commission Minutes & P P Yes Mfr OD S No writing of the minutes can be Planning Resolutions , , Ppr destroyed after minutes have been adopted; GC §34090 et seq. Planning Proiect Files - Department Preference; Projects Approved Permanent have a 2 year vesting (applicant Entitlements must pull permit within 2 years) -- those applications in which the (Includes Associated CEQA applicant does not follow through Noticing, Public Noticing, Mag, Yes: with permit may be destroyed CD / Environmental Determinations, Project P P Yes Mfr OD S After OC after the vesting period has Planning Staff Reports, Plans & Maps) Completion , , Ppr & expired. Department maintains Approval complete files for administrative Examples: Conditional Use Permits purposes; Final environmental (CUPs), Design Review, Lot Line determinations are required to be Adjustments, Parcel Maps, Planned kept a "reasonable period of Developments (PD), Pre-Applications, time"; 14 CCR §15095(c); Zone Changes, etc. GC§§34090, 34090.7 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted ..c --~~ Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-12 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive (Off~ite, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention: Options M=Mfr Imaged S=Scan ~QCd? 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 >Ile folder. Litigation, claims, com taints, audits, ending records re nests, and/or investi ations suspend normal retention periods (retention resumes aft er settlement). Planning Proiect Files - Department Preference; Projects Unapproved & Expired have a 2 year vesting (applicant Permanent Entitlements must pull permit within 2 years) -- those applications in which the (Includes Associated CEQA applicant-does not follow through Noticing, Public Noticing, with permit may be destroyed CD / Planning Environmental Determinations, 10 years 1©years ' Mag, Ppr after the vesting period has expired. Department maintains Staff Reports, Plans & Maps) complete files for administrative Examples: Conditional Use Permits purposes; Final environmental (CUPS), Design Review, Lot Line determinations are required to be Adjustments, Parcel Maps, Planned kept a "reasonable period of Developments (PD), Pre-Applications, time"; 14 CCR§15095(0); SDR Waiver, Zone Changes, eta GC§§34090, 34090.7 CD / Project Log Indexes / Mag, Yes: After QC Department Preference; GC Planning Spreadsheet /Binders of Historic P P Yes Mfr, OD, S / I & §34090 Actions Ppr Approval Regional Organizational Studies When No When No >' CD / & Programs where other Longer Longer Mag, Ppr Non-records; GC §34090 et seq. Planning Agencies are the Lead (e.g. Air Required F2equired' `» Quality Studies, etc.) DUBLIN, CA-. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3576 Adopted: Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-13 Office of Record Records Description Retention /Disposition Comments 1 Reference Record Series No. Image: Destroy (OFR) Active Inactive (Off~ite, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged S=Scan 8~ 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 pen`ormed by file folder. Liti ation, claims, complaints, audits, pendin records re nests, and/or investig ations sus end normal retention eriods (retention resumes af ter settlement). Temporary Permits Temporary uses; Department CD / Plannin Banner Permits, Temporary Use Expiration + 2 Years Expitatiorr + 2 years Yes Mag, Ppr maintains complete files for administrative purposes; g Permits, Balloon Permits, Outdoor GC§§34090 Sales Events, etc. When No When No Longer longer Department Preference (Finance CD / Trust Accounts for Developers: Required - Required - Mag, Ppr is the OFR for all fiscal Planning Correspondence Minimum 2 _Minimum 2 transactions); GC §34090 years 'ears DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver 3.0 RECORDS RETENTION SCHEDULE -FIRE a D ~ ~~~ Page F-1 Office of Record ~ Record ! Series No. ; Records Description Retention /Disposition Comments /Reference Image: Destroy (OFR) Active inactive (Off-site, .Total ' Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Ima ed & g S=Scan 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. Liti anon, claims, com taints, audits, endin records re nests, and/or investi ations sus end normal retention eriods retention resumes after settlement . Department preference (Fire staff Business Inspection Files ' conducts the inspection at least When No When No every 4 years, other years it is a Fire Citations, Inspections, Notice of Longer ..Longer Mag, Yes: self-inspection); California Fire Violations, Self-Inspections, Use Required - Required - Mfr, OD, S/I After 5 Code requires 3 years; Allows the Permits (pumpkin lots, Xmas tree Minimum 4 Minimum 4` P r p ears y removal and ur m of these p g g lots, Weed Abatement) years ',years records in the event the address ` ' ? file is too large; CFC §104.3.2, §104.3.4, GC §34090 Comm. When No When No Develop. / Conditions of Approval Longer longer Mag, Preliminary Drafts or Copies; GC Building Required ;.:: Re ulred' Ppr §34090 et seq. Fire Code Permits /Special Event Fire Permits assembl ( y permits, candle Expiration + Expiration + Yes: Mag, permits, tent permits, fire hydrant 2 years 2 years ' Before Ppr GC §34090 use, open flame, fireworks, etc.) Event Fire Fireworks Stand Inspections 2 years 2 years ' Mag' GC §34090 Pr Fire Plan Checks: Alarm Plans and When No Longer When No ..Longer Mag, Mfr OD S/I Yes: After 5 Prelimina drafts; GC 34090 et ry § Sprinkler Plans, UG -Fixed Re wired Re uired>~' , , P r ears se q' When No When No`;< Fire Public Information /Education Longer Required - Longer Required - Mag, Department Preference; GC when roduced internal) ( p y) Ppr §34090 Minimum 2 ;Minimum;2;~ vears DUBLIN, C~-. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission . Adopted: ~_ '~ Ver. 8.0 ..:.~ D ~ a~ ~ ~ 1 RECORDS RETENTION SCHEDULE: PARKS & COMMUNITY SERVICES Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. _ Image: Destroy ~ Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, OD Retention Vital? Options M=Mfr after or Mfr) S=Scan Imaged & ~ he record is not listed here, refer to the Retention for City-W If t ide 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. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal ret ention eriods retention resumes after settlement . When No When No>~ Parks & Activity /Program /Special Longer Longer - Department Preference; GC Comm. Events /Cultural Art Files Required - Required ' Mag, Ppr §34090 Services Minimum 2 IVIi'rtimurri 2' ears ears' ; Agendas, Agenda Packets, ' Meeting Notices ! When No When No Parks & ! Commission & Committees: Parks ~ Longer Longer Brown Act challenges must be Comm. ~~ % & Community Services Required - Required - Mag, Ppr filed within 30 or 90 days of action; Services I .Commission, Heritage & Cultural Minimum 2 Minimum 2 GC §§34090, 54960.1(c)(1) Arts Commission, Senior Advisory years years: Committee, Youth Advisory Committee, etc. Complies with City Standards; Published Audit Standards=4-7 years; Statute of Limitations: Cemetery Internment Yes: Contracts & Spec's=4 years, Parks & Administration Records Completion + Yes: Mag, Mfr, Upon Wrongful Death=comp. + 5 years, Comm. (Administration, death Completion 5 years 5 years' ' Before OD, Ppr S/I Completio Developers=comp. + 10 years; li S id id Services certificates, event scheduling, Completion nes propose tatew e gu e etc.) n termination + 5 years; Errors and Omissions does not applied; CCP ~ §§337. 337.1(a), 337.15, GC §34090 __ Parks & Cemetery Internment Records Mag, Mfr, Yes: 1 No specific time period mentioned Comm. (Plot location, date of receipt P P OD, Ppr S / I year in law; HS §§8330, 8331 Services and internment etc. Parks & Cemetery Plot Ownership P P Mag, Mfr, S / I Yes: 1 No specific time period mentioned Records OD, Ppr year in law; HS §§8330, 8331 Services DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: -.~, ver. 8.o RECORDS RETENTION SCHEDULE: PARKS & COMMUNITY SERVICES Page P&CS-2 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. I ; Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site OD Retention. Vital? Options M=Mfr after ~ or Mfr) S=Scan Imaged & I ? If the record is not listed here, refer to the Retention for City-W ide Standards Retentions begin when the acf is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Liti ation, claims, com taints, audits, endin records re nests, and/or investi ations sus end normal re tention eriods retention resumes after settlement . Parks & Mag, Mfr, Yes: 1 No specific time period mentioned Comm. Cemetery plots, plans p p OD, Ppr S / I year in law; HS §§8330, 8331 Services Department preference; Covers Statute of Limitations for Contracts (errors and omissions does not I Yes: apply); Published Audit Parks & Contracted Service Agreements !(Course Instructors, ~ Completion + Yes: B f Mag, Mfr, S/I Upon Standards=4-7 years; Statute of , Limitations: Contracts & Spec s=4 Comm. 'Entertainment, Independent I Services Completion 5 years 5 years e ore Completion OD, Ppr Completio + 5 years, Wrongful Death=comp. Contractors) ; i ~ I n years, Statewide guidelines propose termination + 5 years; i CCP §§336(a), 337 et. seq., GC 34090 Parks & Comm. Employee Work Schedules 2 years 2 years Mag, Ppr GC §34090 Services Parks & Fundraising, Donations, Comm. Sponsorships (letters, forms, 2 years 2 years' ` Mag, Ppr GC §34090 Services invoices) Minutes and Bylaws Parks & Commission & Committees: Parks Notes taken to facilitate the writing & Community Services P P Yes Mag, Mfr, S/l Yes: After of the minutes can be destroyed Comm. Commission, Heritage & Cultural OD, Ppr 10 years after minutes have been adopted; Services Arts Commission, Senior Advisory GC §34090 et seq. Committee, Youth Advisory Committee, etc. Parks & Comm Program Evaluations / When No Longer When No Longer Mag, Ppr Prelimina drafts / Transito ry ry . Services Customer Satisfaction Surveys Re uired Re uir..ed records; GC §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ~' i ver. s.o RECORDS RETENTION SCHEDULE: PARKS & COMMUNITY SERVICES Page P&CS-3 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) ~ (in office) (Off-site, OD Retention Vital? Options M=Mfr after or Mfr) S=Scan Imaged & ~~ If the record is not listed here, refer to the Retention for City-W ide 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. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal re tention eriods retention resumes after settlement . Parks & Comm. Public Art -Unaccepted 2 years 2 years ' Mag, Ppr GC §34090 Services Proposals Parks & Quarterly Recreation Guide / Department Preference; GC Comm. Seasonal Program Brochures / 2 years P P Mag, Ppr §34090 Services I, Program Flyers Parks & I Data fields are inter-related; GC Comm ~ Recreation Database Indefinite Indefinite; Mag, Ppr §34090 et seq. Services _ ' Registration Forms /Waivers Yes: Parks & and Release of Liability Forms / During Comm. Permission Slips (Field Trips, 2 years 2 years Class or Mag, Ppr GC §34090 Services Authorization to give medicine, Program etc.) Partici ant Rosters _ Parks & Rental Facility Application Yes: Comm. 2 Years 2 years ' Before Mag, Ppr GC §34090 Services Includes Insurance Certificates for Event the Event Resolutions Parks & Commission & Committees: Parks Comm & Community Services P P Yes Mag, Mfr, S Yes: After GC §34090 et seq. . Services I Commission, Heritage & Cultural OD, Ppr 10 years ; Arts Commission, Senior Advisory j Committee, Youth Advisory Committee, eta DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. 8.o RECORDS RETENTION SCHEDULE: PARKS & COMMUNITY SERVICES Page P&CS-4 Office of ~ Record Records Description Retention /Disposition Comments /Reference Record Series No. I --- - Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, OD Retention Vital? Options M=Mfr after or Mfr) S=Scan Imaged & ~ if the record is not listed here, refer to the Retention for City-W ide 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. Liti ation, claims, com taints, audits, endin records re nests, and/or investi ations sus end normal retention eriods retention resumes after settlement . Department preference (Courts Police / treat volunteers as employees); Admin. OR Volunteer /Unpaid Intern Inactive / Jnactive / EEOC/FLSA/ADEA (Age) requires Parks & Applications & Agreements - Separation + Separation`»+ Ppr 3 years for promotion, demotion, Comm. ' Successful 3 years 3 years' transfer, selection, or discharge; Services ~ 29 CFR 1602.31 & 1627.3(b)(ii), GC 12946, 34090 _ __ __ ___ _ Department preference (Courts Police / treat volunteers as employees); Admin. OR Volunteer /Unpaid Intern EEOC/FLSA/ADEA (Age) requires Parks & Applications & Agreements - 3 years 3 years Ppr 3 years for promotion, demotion, Comm. Unsuccessful or Pending - transfer, selection, or discharge; Services Applicants 29 CFR 1602.31 & 1627.3(b)(ii), GC 12946, 34090 Parks & Youth /Adult Sports -Score When No When No>~ Preliminary drafts /Transitory Comm. Sheets, Game Schedules, Longer Longer Mag, Ppr records; GC §34090 Services Standin s Re wired Re wired`; DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ~~~ ver.6.o RECORDS RETENTION SCHEDULE: POLICE SERVICES ~ DRAFT Page PD-1 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Inactive Image: Destroy OFR ( ) Active (Off-site, Total i Vital? Media 1=Import Paper after (in office) OD or Mfr) .Retent on : Options M=Mfr Imaged & If the record is not listed here, refer to the Retention for City-ode 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 b file folder. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal retention eriods retention resumes after settlement . ADM INISTRATIO N WHERE ARE INTERNAL Police / Admin AFFAIRS / COMPLAINTS Community Survey Summaries 6 years ' 6 years ' Mag, Ppr Department preference; GC . §34090 FROM THE PUBLIC? Police / Contractor Background Checks Separation + separation Mag Ppr Department preference; GC Admin. 2 ears >~: - ~, ears , 34090 Police / Admin. Detention Logs 2 years >~ 2 years ! Mag, Ppr GC § 34090 et seq. Police / Admin Dru Bu Mone Trackin Lo g y y- g g 5 ears y 5 ears y Ma P r 9' p Department preference; GC § . 34090 et se . Police / Admin. False Alarm Notices 2 years 2 years Mag, Ppr GC § 34090 et seq. Police / Admin License / Permit Files Expiration + expiration + ` '' r Mag, Ppr GC § 34090 et seq. . 2 ears 2 ea s Police / Neighborhood Watch & 5 years 5 years Mag Ppr Department preference; GC Admin. Merchant Alert Newsletters , §34090 Police / Parking Citation Administrative Admin. Reviews 2 years 2 years Mag, Ppr GC § 34090 et seq. Police / Admin. Press Releases 2 years 2 years Mag, Ppr GC § 34090 et seq. Police / Admin Reports: Annual 5 years P P Mag, Ppr Department preference; GC . §34090 Police ! Reports: Crime Analysis, When No Longer :When too Longer Mag Ppr Preliminary Drafts /Transitory Admin. Workload Indicator Reports Required Re wired->s , Records; GC §34090 et seq. DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: s ver. 6.o RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-2 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retenton° Options M=Mfr Imaged 8~ If the record is not listed here, refer to the Retention for City-Wde Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally erformed b file folder. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal retention eriods retention resumes after settlement . When No When Nfl `; Police / Longer Longer Research Projects Required - Required - > Ppr GC §34090 et seq. Admin. Minimum 2 Minimum 2 ears Transitory records not retained in Police / Security System Log /Printouts 6 months 6 months ! Mag, Ppr the ordinary course of business; Admin. GC 34090 et se . Police / When No When, No ' Preliminary Drafts /Transitory Admin Shift Assignment Logs Longer Lon~eC ' Mag, Ppr Records; GC §34090 et seq. . Re uired Re uired ~? Police / Special Events & Special 5 years '' 5 years ' Mag, Ppr Department preference; GC Admin. Operations Re rts §34090 Police / When No When No ' Preliminary Drafts /Transitory Admin Vacation House Checks Longer Longer ' Mag, Ppr Records; GC §34090 et seq. . Required Re uired ; Life of Life''of ``; Department preference; CHP Police / Vehicle Maintenance History, Equipment fT~uipment Mag, Ppr requires life of vehicle; OSHA Admin. Warrantees, etc. or Vehicle + or Vehicle +; requires 1 year; 8 Ca. Code Reg. 2 ears 2 e2rs § 3203(b (1); GC 34090 Those videos that are determined to be evidence retained for the Police / Video Recordings -Mobile 1 year 1 year Mag same length of time as the crime Admin. Audio Videos (MAV) report (see crime reports for legal citations); GC §34090.6 et seq. Police / Video Recordings -Public When No When No Does not record "regular and " Admin Areas, Parking Lots, Parks, Longer Longer ' Mag ongoing operations ; GC §34090 . etc. Re uired Re uired ' et se . Police / Visitor Logs 2 years 2 years ' Mag, Ppr GC § 34090 et seq. Admin. DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: CJ~ W .~ ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-3 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media I=Import Paper after (in office) OD or Mfr) Retention _ Options M=Mfr _ Imaged 8 , If the record is not listed here, refer to the Retention for City-ode Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally erformed b frle folder. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal retention eriods retention resumes after settlement . Department preference (Courts Police / treat volunteers as employees); Admin. OR Volunteer /Unpaid Intern Inactive / inactive ! EEOC/FLSA/ADEA (Age) requires Parks & Applications & Agreements - Separation + Separation Ppr 3 years for promotion, demotion, Comm. Successful 3 years 3 years transfer, selection, or discharge; Services 29 CFR 1602.31 & 1627.3(b)(ii), GC § 12946, 34090 Department preference (Courts Police / treat volunteers as employees); OR Admin Volunteer /Unpaid Intern EEOC/FLSAfADEA (Age) requires . Parks & Applications & Agreements - 3 years 3 years Ppr 3 years for promotion, demotion, Comm Unsuccessful or Pending transfer, selection, or discharge; . Services A licants pp 29 CFR 1602.31 & 1627.3(b)(ii), GC 12946, 34090 DUBLIN, C/~-. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: _~ b ~~ .~• ver. 6.o RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-4 Office of Record Records Description Retention 1 Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive (Off-site, Total' Vital? Media I=Import Paper after (in office) OD or Mfr) Retention , Options M=Mfr imaged 8~ If the record is not listed here, refer to the Retention for City-wde Standards Retentions begin when the act is completed, and imply a full file folder (e. .last document + 2 years), since destruction is normally erformed b file folder. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal retention eriods retention resumes after settlement . EVIDENCE County Pursuant to 'Pursuant to; Mag, Mfr, S/M/I Yes: After Contracted with the Sheriff; GC Sheriff All Evidence Records Sheriff Sheriff OD, Ppr OC §34090 et seq., 26202 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not dup{icate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. 6.o RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-5 Office of Record Record Series No. Records Descri ion ~ Retention /Disposition Comments /Reference Inactive Image: Destroy OFR ( ) Active (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) :Retention Options M=Mfr Imaged ~ 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 pertormed by file folder. Liti ation, claims, corn taints, audits, endin records re uests, and/or investi ations sus end normal retention eriods (retention resumes after settlement . INV ESTIGATION S Police / Investig. Asset Seizure Documents 5 years 5 years Mag, Ppr muruc pal government and t ng standards); GC § 34090 et seq. Police / Investi Investigative Case Logs Database Indefinite 'Indefinite `` Yes Mag Data Fields /Records are interrelated; GC 34090 Department Preference (Dealers are required to keep for 3 years); Police / Non-records used for Investig. Pawn Slips 3 years 3 years Mag, Ppr investigations; Originals entered into the State Automated Property System; most agencies retain for 2 ears; B&P §21633; GC §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted ..... C3 ..~.. Ver. 6.o RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-6 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive ~ Total V~~I~ Media 1=Import Paper after (in ofFce) ~p ~ ~~ Retention Options M=Mfr Imaged ~ o ) If the record is not listed here, refer to the Retention for City-wde Standards Retentions begin when the act is com leted, and impl a full file folder (e.g. last document + 2 years ,since destruction is normally pertormed by file folder. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end nonna/retention eriods (retention resumes after settlement). PATROL Police / Abandoned Vehicle Abatement 2 years ' 2 years Mag, Ppr GC §34090 et seq. Patrol Records Police / Daily Report (Watch 2 years 2 years Mag, Ppr GC § 34090 et seq. Patrol Commander) Police / Intoxilizer Logs 2 years 2 years Mag, Ppr GC §34090 et seq. Patrol Police / PAS Calibration Logs 2 years 2 years Mag, Ppr GC § 34090 et seq. Patrol Police / Patrol Officer Daily Activity Log 2 years 2 years Mag, Ppr GC § 34090 et seq. Patrol DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: a ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-7 Office of Record Records Description Retention I Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive (Off-site, Total ' Vital? Media 1=Import Paper after (in office) Retention Options M=Mfr Imaged & OD or Mfr) 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. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal retention eriods (retention resumes after settlement . RECORDS Police / Bicycle Registrations 2 years 2 years Mag, Ppr GC § 34090 et seq. Admin. Citations !Notice to Appear Criminal NTAs are retained with Police / (NTA): Traffic, Infractions, 2 years 2 years Mag, Ppr the Crime Report that pertains to Records Misdemeanors the case; GC § 34090 et se . Police / Citations: Parking 2 years 2 years ' Mag, Ppr GC §34090 et seq. Records Police / Department Preference; GC Crime Report Logs P P' Yes Mag, Ppr §34090 Records CRIME REPORTS: Department Preference to IMAGED, Unless otherwise facilitate Three Strikes law and Police / Specified (Felonies and P P Yes Mag, Mfr, S/M/l Yes: After ease of document imaging Records Misdemeanors) -Except those OD, Ppr QC administration; GC §34090, PC with outstanding stolen §§802, PC §§187, 800 et seq., property, inGuding firearms, or W&I §389(a), 781(d) lost firearms CRIME REPORTS: No Further No Further''. Police / Child Abuse or Neglect Close of Report on Suspected Report on Suspected Mag, Ppr PC §§11169(c),11170(a)(3) Records Investigation Reports - Investigation Abuser + 10 Abuse + 10 Unsubstantiated or years years Inconclusive DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: a~ ~'"R-~ ver.6.o RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-8 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive (Off-site, Total Vfital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged 8~ , If the record is not listed here, refer to the Retention for City-wde Standards Retentions begin when the act is com leted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally pertormed b file folder. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal retention eriods retention resumes after settlement . Crime Reports: Department Preference; Provided Felonies that are NOT there are no outstanding warrants, Imaged, Felonies reduced to unrecovered identifiable items, misdemeanors criminal deaths, they are not historically significant, and it is not Police / Except Capital Crimes, 10 years 10 years Yes Ma Mfr, g' S / I No classified under PC §800 & 290 Records Homicides, Serious Felonies / OD, Ppr and H&S §11850; Stat. of Limit. is Major Crimes 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC (see Crime Reports for Serious §34090, PC §802, PC §§187, 800 Felonies for more information et seq. on what s considered a Serious FI r r rim CRIME REPORTS: Misdemeanor -Adult Marijuana - H&S Yes: Police / §11357(b)(c)(d)(e) or H&S 2 years 2 years _ Before Mag, Mfr, S/M/I Yes: After ("Shall" Destroy); GC §11361.5 Records §11360(b) (with procedure in Disposition OD, Ppr QC H&S §11361.5) -Except those with outstanding stolen property, including firearms, or I r CRIME REPORTS: Police / Misdemeanor -Juvenile 2 years or 2 years or Yes: If no subsequent conviction Records Marijuana - H&S 11357 E - ~ § () Juvenile 18 Juveriile 18I Before Mag, Ppr ("Shall" Destroy); H&S §11361.5 Except those with outstanding years old years old Disposition stolen property, including DUBLIN, C/4. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted .~•- Ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-9 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr _ Imaged 8~ , If the record is not listed here, refer to the Retention for City-ode Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears), since destruction is normally performed by frle folder. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal retention eriods retention resumes after settlement . Crime Reports: Police / Misdemeanors r~ Infractions 10 years ' 10 years Yes: Before Mag, Mfr, S / I Yes: After Department Preference; GC Records that are NOT Imaged _! Disposition OD, Ppr QC §34090 I n Crime Reports: Non-Criminal that are NOT Yes: Police / Imaged 10 years 10 years Before Mag, Mfr, S / Yes: After Department Preference; GC Records Disposition OD, Ppr QC §34090 Collisions, Information Reports, Towed Vehicles, CRIME REPORTS: Sealed Juvenile and Ward Send to Send to Yes: Sheriff Department handles these Sheriff Cases -Except those.with Sheriff Sheriff Before Mag, Ppr records; GC §26202 outstanding stolen property, Dis osition P including firearms, or lost firearms CRIME REPORTS: Factually Innocent Petition Yes: Sheriff Accepted Records Sealed Send to Send to '' Before Ppr Mag Sheriff Department handles these Pending Destruction -Except Sheriff Sheriff Disposition , records; GC §26202 those with outstanding stolen property, including firearms, or I firearms DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver.6.o RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-10 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Inactive Image: Destroy (OFR) Active ~ Total Vi~l~ Media 1=Import Paper after (in office) Qp o~ ~~) Retention Options M=Mfr Imaged 8~ If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is com leted, and im 1 a full file folder (e.g. last document + 2 years), since destruction is normall en`ormed by file folder. Liti ation, claims, com taints, audits, endin records re nests, and/or investi ations sus end normal retention eriods retention resumes after settlement . CRIME REPORTS: Serious Felonies /Major Crimes -Capital Crimes (Crimes Subject to the Death Penalty), Fatal traffic collisions, Homicides, Unattended Death, Felonies which have not been Department Preference; No Police / ad'udicated in court, Suicides, ~ ~ Mag Mfr Yes: After limitations on commencement of Records Lost property involving firearms P P' Yes , , P r OD p S/M/I QC action; Courts keep permanently or identifiable artifacts over , PC §§ 261, 286, 288, 288a, 288.5, $1,000, Mental Health Cases 289, 289.5, 290, and 799 which are active, Drug (11590 H&S), Weapon (stolen with identifiable serial numbers entered into the DOJ stolen property system), Kidnapping and Missing persons where the erson has not been located CRIME REPORTS: Misdemeanor Marijuana Offender is Offender is ` Yes: (Courts and other Agencies "Shall" Police / §11357(e) -Juvenile on 18 Years 18 Years Before Mag, Ppr destroy); H&S§ 11361.5 et seq., Records School Grounds during Old Old ' Disposition 11357(e) School Hours (with procedure Police / Crime Statistics /Uniform Crime 5 years <5 years Mag, Ppr Department preference; GC Records Reports -Summaries (BCS) §34090 When No When.: No Entered into RMS (these are Police / Field Investigation Cards (Fis) Longer Longer Mag, Ppr preliminary drafts); GC §34090 et Records Re uired R~: fired ` se . DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: i Ver. s.o RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-11 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr _ Imaged & , If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is com leted, and im ly a full file folder (e.g. last document + 2 years), since destruction is normall e-formed b file folder. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal retention eriods retention resumes after settlement . Police / Guns: Dealers Record of Sale 2 years 2 years Mag, Ppr GC §34090 Records Police / JD Logs (Juvenile Arrests) 2 years 2 years Mag, Ppr GC §34090 Records Transitory records not retained in Police / LiveScan Requests / 6 months 6 months Mag, Ppr the ordinary course of business; Records A lications from the Public PP GC§34090 et seq. Miscellaneous Parking & Animal Police / Control -Records not assigned including abandoned a DR # 2 years ~ years :! Ma MTr, g' S / I No GC §34090 Records , vehicle complaints, tow logs, . OD, Ppr etc. Police / Officer Subpoena Logs 2 years 2 years '' Mag, Ppr GC § 34090 et seq. Admin. Order after Hearing (Restraining Order, Emergency Protective ' Per DOJ's direction; Court records Court Orders (EPO), Temporary Expiration + Expiration + Mag -originals retained by the Court; Restraining Order (TRO)) 3 years 3 Yeas GC §34090 et seq. (copies) Police / Repossessed Vehicle Notices 2 years 2 years ! Mag, Ppr GC § 34090 et seq. Records Police / RMS Database Indefinite Indefinite Yes Mag Data Fields /Records are interrelated; GC §34090 Records Police / Subpoena Duces Tecum / 2 years 2 years Mag, Ppr GC § 34090 et seq. Admin. Records Re nests DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted _..- Ver.6.0 DRAFT RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Record Series Record No. Records Description Retention /Disposition Comments /Reference Inactive Image: Destroy (OFR) Active (Off-site, ';Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retentiorti 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. last document + 2 years), since destruction is normally pen`ormed by file folder. Litigation, c/aims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (refention resumes after settlement). ADMINI STRATION Meets FEMA auditing standards; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or Public Works / Admin FEMA Claims Payment + 2 3 years Payment + 5 ' Yes: Until Mag, Ppr subgrantee; statewide guidelines propose 4 years; 7 . years years Paid CFR 3016.42; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, & 570.502(b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 39.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133; GC §34090 Department Preference; Claims Public Works Stormwater: Hazardous can be made for 30 years for /Admin. Materials 30 years 30 years Mag, Ppr toxic substance exposure; 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 Public Works / Admin Stormwater: NPDES Monitoring 3 years 3 years Mag' Mfr OD S / I Yes: 5 Department preference; Monitoring records required for . Reports , , Ppr years 3 years; 40 CFR §§122.21, 122.41 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission 3~ Adopted: i Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Inactive Image: Destroy Active 'Total Media 1=Import Paper after (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr Imaged & OD or 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, audits, pending records requests, and/or investigations sus end normal retention eriods (retention resumes after settlement). Department Preference; Public Works Expiration + Expiration + Yes: Until Ma P r Monitoring records required for / Admin. Stormwater: NPDES Permits 3 years 3 years Expiration g' p 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq. DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: 0 ver. 6.o RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Image: Destroy (OFR) Active Inactive (Off-site, ~°~I ' vital? Media 1=Import Paper after (in office) OD or Mfr) Retention 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. last document + 2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records re uests, and/or investigationssusyend normal retention periods (retention resumes after settlement). CORPORATION YARD Public Works AQMD Permits (Generators, 2 years 2 years >~ Mag, Ppr Annual Permits; GC §34090 /Corp. Yard etc.) Daily Safety Checks / DMV Public Works Reports /Daily Work Reports / 2 years 2 years Ppr GC §34090 / Corp. Yard Vehicle Inspections /Daily Equipment Checks Life of Life of ! Department preference; CHP Public Works Equipment and Vehicle Maintenance History Equipment or Equipment o ' Mag, Ppr requires life of vehicle; OSHA / Corp. Yard , Vehicle + 2 Vehicle + 2 requires 1 year; 8 Ca. Code Warrantees, etc. years ..'.years Reg. § 3203(b)(1); GC §34090 Monitoring and Maintenance Fuel Storage Records / records are required on site for Underground Storage Tanks - 3 years, 6'h years for cathodic Public Works UST Monitoring and 3 years 4 years Z years ' Mag, Ppr protection maintenance, 5 years /Corp. Yard Maintenance, Release Detection for calibration & maintenance of Systems, Cathodic Protection release detection systems; 23 Maintenance Records CCR 2712(b}; H&S §252842(1) DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved ~- Do not duplicate or distribute without prior wr9tten permission Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Image: Destroy Active Inactive Total Media 1=Import Paper after (OFR) (in office) (Off~ite, Retentidit Vital? Options M=Mfr Imaged 8~ ) OD or 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 pertormed by file folder. Litigation, claims, complaints, audits, ending records re uests, and/or investi ations suspend normal retention eriods (retention resumes after settlemenf). Public Works Fuel Usage, Receipts, Gas Fleet 2 years ',2 years Mag, Ppr GC §34090 et seq. / Corp. Yard Tags, Fuel Calibrations (copies) Public Works Generator Inspections 2 years '2 years '' Mag, Ppr GC §34090 /Corp. Yard Public Works Pressure Vessel Certifications or Expiration of Expiration of Mag, Yes: After Department preference; GC / Corp. Yard Permits (Air Compressors, Certificate or Certficate ar Mfr, OD, S 1 ear Y 34090 et. se § q• Propane, etc.) Permit Permit>~ Ppr Public Works Vehicles -Replacement Schedules & Specs, Disposal at 2 years ~ ye~r5 Mag, Ppr GC § 34090 / Corp. Yard Auctions /Sales DUBLIN, CA-. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Image: Destroy (OFR) Active Inactive (Off-site, 'Total Vrtal? Media 1=Import Paper after {in office) OD or Mfr) Retention '' Options M=Mfr Imaged 8~ ' S=Scan QC d? If the record is not listed here, refer to the Retention for City-ode 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, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). ENGINEERING Public Works Abandonments !Vacations P ~ Yes (all) Mag' Mfr OD, S Yes: After GC §34090 et seq. / Engineer. (Streets) P, p 2 years Public Works Aerial Maps /Photographs - P P Yes: Until Mag' OD, Mfr S/I Yes: After Department Preference (Information Systems maintains 1 Engineer. Analog Completed , Ppr 1 year digital aerials); GC §34090 Assessment Districts (e.g. Public Works Lighting Districts, Geologic Hazard Abatement Districts) ' P Yes: Until Mag' M D S/I Yes: After Department Preference; GC / En rneer. 9~. P Completed POr , 1 year §34090 et seq. Formation records, Boundaries, Notices, Newletters, etc. DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: ~-- ~' Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Inactive Image: Destroy (OFR) Active (Off-site, ' Totai ' Vital? Media 1=Import Paper after (in office) ) OD or Mfr t~etetttion Options M=Mfr Imaged & ' S=Scan d? QC 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 pertormed by file folder. Litigation, claims, com taints, audits, pendin records requests, and/or investi ations sus end normal retention eriods (retention resumes after settlemen t). Public Works Benchmark Data P ', P Mag, Ppr Department preference; GC /Engineer. §34090 Some grant funding agencies Capital Improvement Projects require audits; Statute of (CIP) /Jobs : Infrastructure 10 years or Completion + Limitations for Errors & and Facilities Construction - After ~~ years or ' After . Omissions is 10 years; Published Audit Standards=47 Public Works Administration File Upon Funding Agency i'unding Yes: Until Mag, Yes: After years; Statute of Limitations: ' / Lead Division Project Administration, Bonds Completion Audit, if aged, .;Audit, if ' Completed Mfr, OD, Ppr S/I 1 year s~ years, Contracts & Spec Wrongful Death=comp. + 5 (Security); Certified Payrolls, required, required; years, Developers=comp. + 10 Inspections, Project Schedules, whichever is Whichever is' years; Statewide guidelines Progress meetings, Real Estate longer .longer propose termination + 5 years; Appraisals, etc. CCP §§336(a), 337 et. seq., GC §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted y Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Inactive Image: Destroy (OFR) Active (Off-site, ' ~°~l ' ' Vital? Media 1=Import Paper after (in office) ) OD or MFr Retention Options M=Mfr Imaged 8~ ' 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 pen`ormed by file folder. Liti ation, claims, complaints, audits, endin records requests, and/or investigations sus end normal retention eriods (retention resumes after settlement). Capital Improvement Projects (CIP) /Jobs: Infrastructure and Facilities Construction - All permanent project files are Permanent File maintained in Engineering no matter what department was Plans, Specifications, involved in the project; retained Public Works Bids/RFPs, Successful Upon Yes: Until Mag, Yes: After for disaster preparedness / Lead Proposal, Change Orders Completion P P ' Completed Mfr, OD, S/I 1 year purposes (City Clerk does not Division (copies), Materials Testing Ppr maintain Plans, Materials Reports, Grading Permits, Testing Reports, etc.) Statewide Hazardous Materials Plans, guidelines propose Permanent Notice of Completion (copies), for Infrastructure plans; GC Construction Manager's Logs, §~0~ Photos, Soils Reports, Studies, Submittals, Surveys, etc. Department Preference; Public Works Encroachment Permits - P P Yes: Until Mfr OD S Yes: After Statewide guidelines propose / Engineer. Permanent Uses Revocation , Ppr 1 year Permanent; CCP § 337 et. Seq.; GC §34090 Public Works Encroachment Permits - Temporary Uses /Heavy Load Expiration + Expiration +' ' ' Yes: Until Mag, Ppr GC § 34090 /Engineer. Permits 2 years 2 years Expiration Engineering Studies /Surveys - When No Longer When No 'Longer>: Mag, Public Works Preliminary Studies /Project Required - Required - Mfr, OD, S/I Yes: After Department Preference; GC / Engineer. Assessments (Not Acquired or Minimum 10 Minimum '10 Ppr 1 year §34090 Developed) years ears DUBLIN; C14. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: i Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC' WORKS Page PW-8 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Image: Destroy Active Inactive Total Media 1=Import Paper after (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr Imaged & OD or Mfr) S=Scan QC'd? If the recorc/ 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, com taints, audits, pending records re uests, and/or investigations sus end normal retention eriods (retention resumes after settlement). Public Works Engineering Studies /Surveys P P Mag' M D S/I Yes: After Department Preference; GC /Engineer. (City Buift Projects) , Pp 1 year §34090 Public Works ~ Geotechnical Reports P P Mag Ppr Department Preference; GC §34090 et seq / En meer. 9 . Copies - Copies -' Department preference Community Inspection Memos (Community When No 1Nhen No Mag Ppr (Planning is OFR); GC Develop. Development Projects) Longer - Longer ; §34090.7 Required Required Public Works Inspection Weekly Logs P ' P Mag' Mfr, OD, S/I Yes: After Department preference; GC /Engineer. Ppr 1 year §34090 Drafts should be destroyed; Maps, Plans and Drawings Some maps are also retained Public Works (Final Maps, Parcel Maps, Right of Way Record of Survey 3 years P I~ Yes (all) Mag Mfr, OD, S Yes: After by Planning; Selected maps are / Engineer. , , Tract Maps, "As-Builts", Record Ppr 1 year retained in Public Works for administrative purposes; GC Drawings, etc.) §34090, 34090.7 Real Property -Annexations, Copies - When No Copies When Nc~ City Clerk Detachments, Boundaries, Longer ;Lodger.: Mag, Ppr GC §34090.7 Annexed Property, Subdivisions Required ~zequ~red Real Property -Deeds, Department Preference (a more Public Works Easements, Vacations, Real P P Mag, Ppr robust record of the / Engineer. Property Transfers (copies) transaction); GC §34090 et seq. DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted -~., Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Inactive Image: Destroy (OFR) Active (Off-site, ' 'Cotal Vital? Media 1=Import Paper after (in office) ) OD or Mfr ~tetent,~on ! 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. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records re nests, and/or investigations sus end normal retention eriods (retention resumes after settlement). Public Works Survey Books /Field Notebooks P P Ma P r p g Department preference; GC /Engineer. /Inspector's Diaries ' §34090 DUBLIN, CA-. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: .~ ..... Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of Record Series Records Description Retention /Disposition Comments I Reference Record No. Image: Destroy Active Inactive Total Media 1=Import Paper after (OFR) (in office) (Off-site, Retention' Vital? Options M=Mfr Imaged 8~ OD or Mfr) S=Scan QC'd? if the record is not listed here, refer to the Retention for City-wde 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. Liti ation, claims, complaints, audits, pending records re nests, and/or investigations suspend normal retention periods (retention resumes after settlement). ENVIRONME NTAL QUALITY When No When No'> Public Works Air Quality Programs Longer Longer ' ' ' Department preference; GC /Envir. {participants /vouchers, total Required - Required - Mag, Ppr §34090 et seq. Quality daily mileage survey (TDM), etc. Minimum 2 Minimum 2 years years When No -When No' ;; Public Works Congestion Management Longer Langer ' ' Department preference; GC /Envir. Programs (Ride Sharing, Trip Required - Required - Mag, Ppr §34090 et seq. Quality Reduction) Minimum 2 Minimum 2' years ,years DUBLIN, C14. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: -~.~ a ~f ...1K~ Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Inactive Image: Destroy (OFR) Active (Off-site, Tatal Vital? Media 1=Import Paper after (in offsce) OD or MFr) RetenUora Options M=Mfr Imaged 8~ ' S=Scan QC d? If the record is not listed here, refer to the Retention for City-lade Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally pertormed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). MAINTENAN CE /BUILDIN GS /PARKS 8 PARKWAYS Public Works / Maint., Inspections: Sidewalk, Parks, Department preference to show Buildings, Playground Equipment, 10 years TO years Mag, Ppr due diligence; GC §34090 Parks & Parkways, etc. Parkways Public Works / Lead AQMD Permits for Equipment 2 years 2 years ' Mag, Ppr Annual Permits; GC §34090 Division (Compressors, Generators) DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Inactive Image: Destroy (OFR) Active (Off-site, ' ~~~~ Vital? Media 1=Import Paper after (in ofFce) ) OD or Mfr Retentiolt ' Options M=Mfr Imaged & ' S=Scan d? QC 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, audits, ending records re uests, and/or investigations suspend normal retention eriods (retention resumes after settlement). Agreements & Contracts: Department preference (E&O MAINTENANCE CONTRACT Statute of Limitations does not ADMINISTRATIVE FILES apply for these type of contracts); Published Audit Public Works / M i t (Correspondence, Project Mag Standards=4-7 years; Statute of a n ., Buildings Administration, Project Completion 5 years Completion + ' Yes: Before , Mfr, OD, S/I Yes: Upon Limitations: Contracts & ' , Schedules, Certified Payrolls, 5 years Completion Ppr Completion s=4 years, Wrongful Spec Paakways Invoices, Logs, etc.) Death=comp. + 5 years, Statewide guidelines propose Examples: Custodian, painting, termination + 5 years; CCP street sweeping, tree trimming, §§336(a), 337 et. seq., GC etc. §34090 Public Works Work Orders /Service Orders / / Division Service Requests /Memos City preference; CCP §§338 et Providing (Division providing service 2 years ',2 years Mag Ppr seq., 340 et seq., 342, GC Service / retains originals; Division §§945.6, GC §34090 Work requesting service is considered a coPY) DUBLIN, CA. ©2006 Gladwelf Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: s ....