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RECORDS RETENTION SCHEDULE LEGEND <br /> ©1995-2013 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved <br /> Do not duplicate or distribute without prior written permission <br /> 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 <br /> a Town Council meeting (then it is the Town Clerk.) <br /> Records Description: The record series (a group of like records). <br /> Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having <br /> only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that <br /> qualifies as a"trusted system", etc. <br /> Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. • <br /> Retention/Disposition: Active: How long the file remains in the immediate office area(guideline) <br /> Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) <br /> Total Retention: The total number of years the record will be retained <br /> 0 <br /> z For file folders containing documents with different retention timeframes, use the document with the longest retention time. <br /> P=Permanent <br /> Indefinite=No fixed or specified retention period; used for databases, because the data fields are interrelated. <br /> Vital? =Those records that are needed for basic operations in the event of a disaster. <br /> Media Options (guideline)—the form of the record: Mag=Computer Magnetic Media(hard drive, disks, tapes, etc.) <br /> Mfr= Microforms (aperture cards, microfilm, microfiche, or jackets) <br /> Ppr= Paper <br /> OD=Optical Disk, CD, DVD or other media which does not allow changes <br /> Scan/Import(guideline): "S" indicates the record should be scanned into the document imaging system; <br /> "I" indicates the record should be electronically imported into the document imaging.system; •l <br /> "M" indicates the record should be microfilmed <br /> Destroy Paper after Imaged &QC'd (guideline, if record is imaged): QC'd=Quality Checked. "Yes" indicates the paper version may be destroyed if <br /> the document has been imaged (microfilmed, scanned or imported onto Optical Disk—CD-R, WORM or DVD-R), and both the images and indexing <br /> Quality Checked ("QC'd"). <br /> Legend for legal citations(§: Section) B&P: Business&Professions Code(CA) CBC: California Building Code <br /> CC: Civil Code(CA) CCP: Code of Civil Procedure(CA) CCR: California Code of Regulations(CA) <br /> CFC: California Fire Code CFR: Code of Federal Regulations(US) EC: Elections Code(CA) <br /> EVC: Evidence Code(CA) FA: Food&Agriculture Code FC: Family Code(CA) <br /> FTB: Franchise Tax Board(CA) GC: Government Code(CA) H&S: Health&Safety Code(CA) <br /> HUD: Housing&Urban Develop.(US) LC: Labor Code(CA) Ops.Atty. Gen.: Attorney General Opinions(CA) <br /> a> PC: Penal Code (CA) R&T: Revenue&Taxation Code(CA) UAC: Uniform Administrative Code <br /> UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code <br /> USC: United States Code(US) VC: Vehicle Code(CA) W&I: Welfare&Institutions Code(CA) <br />