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HomeMy WebLinkAbout14-13 RESOLUTION 14-13 A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS ADOPTING A RECORDS RETENTION SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS WHEREAS, the maintenance of numerous records is expensive, slows down document retrieval and is not necessary after a certain period of time for the effective and efficient operation of the government of the Town of Los Altos Hills ("Town"); and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any Town record which has served its purposed and is no longer required may be destroyed; and WHEREAS, the State of California has adopted guidelines for the retention period for various government records; and WHEREAS,the Town previously set forth a retention policy in Resolution 22-04; NOW THEREFORE, THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS DOES HEREBY RESOLVE AS FOLLOWS: Section 1. The records of the Town of Los Altos Hills, as set forth in the Records Retention Schedule, attached hereto as Exhibit A, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the City Clerk, City Manager and City Attorney, without further action by the City Council of the Town of Los Altos Hills. Section 2. With the consent of the City Clerk, City Manager and City Attorney, updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council of the Town of Los Altos Hills. Section 3. The term "records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. Section 4. Resolution 22-04 is hereby rescinded. Section 5. This resolution shall become effective immediately upon its passage and adoption. The above and foregoing resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a special meeting held on the 28th day of February, 2013 by the following vote: Resolution 14-13 Page 1 • • AYES: Waldeck, Corrigan, Harpootlian, Radford, Larsen NOES: None ABSTAIN: None ABSENT: None BY: %� Gary Waldeck, Mayor ATTEST: Deborah Padovan, City Clerk 2050945.1 Resolution 14-13 Page 2 RECORDS RETENTION SCHEDULE LEGEND ©1995-2013 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 Town Council meeting (then it is the Town 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 0 z 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, or jackets) 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; •l "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) B&P: Business&Professions Code(CA) CBC: California Building Code CC: Civil Code(CA) CCP: Code of Civil Procedure(CA) CCR: California Code of Regulations(CA) CFC: California Fire Code CFR: Code of Federal Regulations(US) EC: Elections Code(CA) EVC: Evidence Code(CA) FA: Food&Agriculture Code FC: Family Code(CA) FTB: Franchise Tax Board(CA) GC: Government Code(CA) H&S: Health&Safety Code(CA) HUD: Housing&Urban Develop.(US) LC: Labor Code(CA) Ops.Atty. Gen.: Attorney General Opinions(CA) a> PC: Penal Code (CA) R&T: Revenue&Taxation Code(CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United States Code(US) VC: Vehicle Code(CA) W&I: Welfare&Institutions Code(CA) Page Number • INDEX - RECORDS RETENTION SCHEDULES Abbreviations: CW—City Wide CC—City Clerk CM —City Manager • IT— Information Technology HR—Human Resources FIN-Finance E&PW—Engineering & Public Works PL&B— Planning & Building p• 1099's Issued FIN-3 A Abandonments/Vacations (Streets)/Survey File E&PW-1 Abandonments, Deeds, Easements, Liens, Vacations CC-9 Abatement Case Files PL&B-3 Accident Reports—Public HR-1 Accident Reports, Employees (Worker's Compensation Claims) HR-5 Accident, Incident, Injury reports: Employees (copies) CW-1 Accident, Incident, Injury reports: Public (copies) CW-1 .� Accounts Payable/Grant Files FIN-3. Accounts Payable/ Invoices FIN-3 Accounts Payable, Invoices, Petty Cash, Warrant Requests (copies) CW-1 Accounts Receivable—All (Business Tax Applications, Registrations & Renewals, TOT, Parking Citations, etc.) FIN-2 Accounts Receivable Detail/ Refund Detail CW-5 Acquisitions/Sales, Real Property E&PW-4 Administrative Hearings/Appeals CW-1 Administrative, Chronological, General Files, Letters, Memorandums, Reading Files - Correspondence CW-7 Advisor Reports/Trade Tickets/LAIF FIN-5 FDDRetention Schedule Index—Los Altos Hills, CA CDi ©1995-2013 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent ber Aerial Maps/ Photographs E&PW-1 Affidavits of Posting CW-1 Affidavits of Publications/ Public Hearing Notices/ Legal Advertising /Affidavits of Posting CW-1 Affidavits of Publications/ Public Hearing Notices/ Legal Advertising (Planning) PL&B-4 Agenda Packets/Staff Reports—City Council / Redevelopment (copies) CW-2 Agenda Packets/Staff Reports—City.Council, Redevelopment/Successor Agency CC-1 Agendas, Agenda Packets- Boards & Committees CW-4 Agendas, Agenda Packets- Planning Commission PL&B-5 Agendas, Agenda Packets -Traffic Safety Committee E&PW-5 • Agreements—All Originals CC-1 &CC-2 Agreements & Contracts—ADMINISTRATIVE FILES CW-2 & CW-3 Agreements & Contracts—ALL (copies) CW-2 Agreements, Reimbursement E&PW-4 0 Alternative Fuel Vehicles Surveys E&PW-8 Amendments—Agreements &Contracts CC-1 & CC-2 Amendments—General Plan PL&B-5 Amendments to Records Retention Schedules CC-10 Annexations/ Boundaries/Consolidations/LAFCO CC-2 Annexations/ Boundaries/Consolidations/ LAFCO PL&B-4 Annual State or Federal Reports (State Controller's Report, Street Report, Local Government Compensation Report, etc.) FIN-5 Appeals CW-1 Applications &Agreements-Volunteer/ Unpaid Interns CW-17 Applications for Boards, Commissions or Committees CC-2 Applications for employment, Unsuccessful HR-4 Applications for Entitlements/Site Development Plans (Planning) PL&B-4 Applications, Building Permits PL&B-1 •' Appraisals, Real Estate CW-13 AQMD Permits E&PW-7 Arbitrage/Certificate of Deposit/ Investment Bonds/Advisor Reports/Trade Tickets/ LAIF FIN-5 As-Builts E&PW-3 Assessment District/Community Facilities Districts/ Maintenance District- Formation, Boundaries, Engineers Reports E&PW-4 Assessment Districts/Community Facilities Districts—Financial Records/Assessor Rolls FIN-1 Assessor Rolls-Assessment Districts/Community Facilities Districts FIN-1.. Audio Recordings- Planning Commission PL&B-5 Audio Recordings/Tapes of City Council Meetings CC-9&CC-10 Retention Schedule Index—Los Altos Hills, CA ii ©1995-2013 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page Number Audit Reports/CAFR(copies) CW-4 Audit Reports/CAFR 0 FIN-1 Audit Work Papers FIN-1 Audits—Single/Transportation Audits/ PERS Audits, etc. FIN-1 Audits/Audit Reports/CAFR (copies) CW-4 B Backup Tapes IT-1 Balance Sheets, Revenue & Expenditure Reports FIN-5 Ballots, Prop 218 CC-5 • Bank Statements - FIN-3 Bankruptcies FIN-2 Banners, Pumpkin Lots, Temporary Signs, etc. PL&B-5 Benchmarks E&PW-1 0 Benefit Plan Documents (CaIPERS, etc.) HR-1 Bids, Successful—See Agreements & Contracts CW-2 & CW-3 Bids, Successful CC-1 & CC-2 Bids, Unsuccessful CW-4 Bikeway Plans PL&B-5 Binders of Historic Actions (Planning) PL&B-6 Boards & Committees: Agendas, Agenda Packets CW-4 Boards & Committees: External Organizations CW-5 Boards & Committees: Minutes & Bylaws CW-4 Boards, Commissions& Committees—Committee Rosters CC-4 Boards, Commissions or Committees -Applications CC-2 Bond Official Statements/Transcriptions/Certificates of Participation FIN-3 Bonds: Construction Bonds/Subdivision Bonds CC-3 • Boundaries/Consolidations/ LAFCO CC-2 Boundaries/Consolidations/ LAFCO PL&B-4 Boundaries, Engineers Reports, Maps -Assessment District/Community Facilities Districts/ Maintenance District E&PW-4 Brochures, Flyers, Manuals, etc. CW-14 Brochures, Manuals, Policies, Procedures, Brochures, Flyers, Manuals, etc. CW-14 Budgets—Adopted/Final FIN-1 Budgets— Finals (copies) CW-5 Budgets— Preliminary/Backup Documents FIN-1 Building Activity Reports PL&B-2 Retention Schedule Index—Los Altos Hills, CA iii ©1995-2013 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page Number Building Permit Database PL&B-1 Building Permit PL&B-1 Building Plans &Construction Documents— Industrial, Commercial, Multi-Family Dwellings, Tenant Improvements PL&B-2 Building Plans &Construction Documents—Single Family Residential &Appurtenances PL&B-1 Building PL&B-1 — PL&B-2 Business Tax Applications, Registrations & Renewals, TOT, Parking Citations, etc.) FIN-2 C CAFR FIN-1 CAFR (copies) CW-4 . Calendars CW-8 California Building Codes PL&B-2 CaIPERS Benefit Administration HR-1 CaIPERS Reports FIN-6 G Campaign Filings - FPPC Form 400 Series CC-5 Candidate File— Nomination Papers, Candidate Statements, etc. CC-6 Candidate Statements. CC-6 Capital Improvement Project Files E&PW-1 & E&PW-2 Cash Receipts Detail/Backup/Accounts Receivable Detail/Refund Detail CW-5 Cash Receipts FIN-4 Census, Demographics PL&B-4 Certificate of Deposit/Investment Bonds/Advisor Reports/Trade Tickets/ LAIF FIN-5 Certificate of Posting CC-9 Certificate of Records Destruction CW-13 Certificates of Disposal, Hazardous Waste Manifests E&PW-7 Certificates of Occupancy PL&B-2 1111, Certificates of Participation FIN-3 Certificates of Records Destruction CC-10 Checklists CW-8 Checks/Warrant Register FIN-3 Checks FIN-4 CHP Inspections/ Daily Vehicle Inspections/ Daily Equipment Checks E&PW-8 Christmas Tree Lots, Banners, Pumpkin Lots, Temporary Signs, etc. PL&B-5 Chron Files: City Manage, City Council, City Clerk CM-1 Chronological, General Files, Letters, Memorandums, Reading Files- Correspondence CW-7 CIP Project Files—Unsuccessful Proposals E&PW-2 Crq Retention Schedule Index—Los Altos Hills, CA iv ©1995-2013 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page Number CIP'Project Files E&PW-1 & E&PW-2 Citations, OSHA E&PW-7 City Attorney Opinions CW-5 City Council— Minutes (copies) CW-11 City Council Minutes CC-7 City Council Policies CC-3 City Council Resolutions CC-10 City Council Subcommittees CW-5 City Council, Redevelopment/Successor Agency-Agenda Packets/Staff Reports CC-1 Claim Runs, Workers Compensation HR-4 Claims CC-3 Claims CW-6 Claims, Department of Fair Employment& Housing (DFEH or EEOC) Claims HR-2 a Claims, Workers Compensation HR-5 Classification/ Reorganization Studies HR-1 Classification Specifications HR-2 LT; CMMS Database E&PW-9 Code Enforcement/Abatement Case Files PL&B-3 Collections/ Master Collection List/Write Offs FIN-2 Commendations/Memoriums/Recognitions/ Resolutions of Appreciation, etc. CC-9 Commissions & Committees—Committee Rosters CC-4 Commissions or Committees-Applications CC-2 Committee Rosters/ Boards, Commissions & Committees CC-4 Committees-Applications CC-2 Committees—Committee Rosters CC-4 Committees— Internal—Attended by Employees CW-6 Committees: Agendas, Agenda Packets CW-4 Committees: External Organizations CW-5 Committees: Minutes & Bylaws CW-4 Community Facilities Districts—Financial Records/Assessor Rolls FIN-1 Compensation Surveys &Studies HR-2 Complaints—High bills FIN-2 Complaints (Building Permits) PL&B-2 Complaints/Concerns CW-6 Computerized Maintenance Management Service (CMMS) Database E&PW-9 Cig Retention Schedule Index—Los Altos Hills, CA v cc ©1995-2013 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page Number Condemnations CW-8 Conditional Use Permits- CUPs, Design Review, Lot Line Adjustments, Parcel Maps, Planned Unit Developments, etc PL&B-6 Consolidations/ LAFCO CC-2 Consolidations/ LAFCO PL&B-4 Construction Bonds/Subdivision Bonds CC-3 Construction Notices/ Inspection Notices PL&B-2 Construction Standards E&PW-3 Contracts—ADMINISTRATIVE FILES CW-2 & CW-3 Contracts—ALL (copies) CW-2 • Contracts—All Originals CC-1 &CC-2 Copies or Duplicates CW-7 Correspondence—Regulatory Agencies E&PW-2 Correspondence— Routine (Administrative, Chronological, General Files, Letters, Memorandums, Reading Files CW-7 Correspondence—TRANSITORY/ PRELIMINARY DRAFTS CW-8 CUPs, Design Review, Lot Line Adjustments, Parcel Maps, Planned Unit Developments, etc. PL&B-6 Customer Complaints—High bills FIN-2 W D Daily Equipment Checks E&PW-8 Daily Vehicle Inspections/ Daily Equipment Checks E&PW-8 Damage to Public Property FIN-2 DE-6, 941, & DE-166 Reports—Quarterly Payroll Tax Returns FIN-6 Deeds, Easements, Final Orders of Condemnation CW-8 Deeds, Easements, Liens, Vacations CC-9 Deeds, Easements, Rights of Ways, Liens E&PW-2 Deferred Compensation FIN-6 Demographics PL&B-4 Department Files (City Manager) CM-1 Department of Fair Employment& Housing (DFEH or EEOC) Claims HR-2 Design &Construction Standards E&PW-3 Design Review, Lot Line Adjustments, Parcel Maps, Planned Unit Developments, etc. PL&B-6 DFEH or EEOC Claims • HR-2 Discovery Requests/ Personal Appearance/ Duces Tecum CC-10 DMV Pull Notices HR-2 DOT Program /CHP Inspections/ Daily Vehicle Inspections/ Daily Equipment Checks E&PW-8 Drafts & Notes CW-9 Retention Schedule Index—Los Altos Hills, CA vi ©1995-2013 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page Number Drawings, Maps, Plans, Record Drawings, Large Format Drawings, Survey Record.Maps, As-Builts E&PW-3 Drug &Alcohol Test Results HR-3 Duces Tecum Subpoenas CC-10 Duplicates CW-7 E Easements, Final O rders of Condemnation CW-8 Easements, Liens, Vacations CC-9 Easements, Rights of Ways, Liens E&PW-2 Economic Interest Filings— FPPC Form 700 CC-4 • EEO-4 Reports & Records HR-3 Election Files—General, Working, or Administration Files CC-6 Election Files—Historical CC-7 Elections—Consolidated CC-5—CC-7 G Elections—Petitions (Initiative, Recall or Referendum) CC-7 5' Elements and Amendments—General Plan PL&B-5 e-mail or social media (that does not have a material impact on the conduct of business) CW-8 Encroachment Permits E&PW-3 Engineering Studies/Surveys E&PW-3 Engineering E&PW-1 — E&PW-9 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations-Inside City Boundaries PL&B-4 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations—Outside City BoundariesPL&B-5 Environmental Impact Reports (EIRs), Negative Declarations—Inside City Boundaries PL&B-4 Environmental Impact Reports (EIRs), Negative Declarations—Outside City Boundaries PL&B-5 Equipment Checks E&PW-8 Equipment History Files E&PW-9 • Escheat FIN-4 Ethics Training —Certificates CC-7 Events, Subject& Issues (City Manager Files) CM-1 External Organizations CW-5 F Facility Use Applications/ Permits CW-9 Federal Reports (State Controller's Report, Street Report, Local Government Compensation Report, etc.) FIN-5 Finance/Administration FIN-1 Finance/General Accounting FIN-3— FIN-5' Finance/ Payroll FIN-6— FIN-7 Retention Schedule Index—Los Altos Hills, CA vii o ©1995-2013 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page Number Financial Records/Assessor Rolls-Assessment Districts/Community Facilities Districts FIN-1 Financial Reports—Monthly or Periodic FIN-5 Financial Services Database FIN-4 Fixed Assets FIN-4 Flow Measurements E&PW-3 Flyers. CW-14 Formation, Boundaries, Engineers Reports, Maps-Assessment District/Community Facilities Districts E&PW-4 FPPC Form 400 Series CC-5 FPPC Form 700 CC-4 • FPPC Form 801 CC-4 FPPC Form 802 CC-4 FPPC Form 806 CC-4 G General Files, Letters, Memorandums, Reading Files- Correspondence CW-7 General Plan, Elements and Amendments PL&B-5 Generator Operation Logs E&PW-7 Geotechnical and Soils Reports E&PW-4 GIS Database/ Data/ Layers CW-9 Grand Jury Reports CC-7 Grant Files—Accounts Payable FIN-3 Grants—Unsuccessful CW-9 Grants CW-10 Grievances-Employees;- CW-10 H Hazardous Waste Manifests/Certificates of Disposal E&PW-7 Hearing Officer Determinations CC-7 Historical Records & Historical Projects CC-7 Human Resources HR-1 — HR-5 Hydrology Reports E&PW-4 Incident, Injury reports: Employees (copies) CW-1 . Incident, Injury reports: Public (copies) CW-1 Informal Complaints—Employees CW-10 Initiative, Recall or Referendum - Petitions CC-7 b Injury reports: Employees.(copies) CW-1 Retention Schedule Index—Los Altos Hills; CA viii .- @1995-2013 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page Number Injury reports: Public (copies) CW-1 Inspection Notices PL&B-2 Inspections &Citations, OSHA E&PW-7 Inspections/ Engineering Notes E&PW-9 Instant Messaging CW-8 Insurance Certificates (that can't be matched to an agreement or contract) CC-3 Internal Committees—Attended by Employees CW-6 Inventory, Information Systems IT-1 Investment Bonds/Advisor Reports/Trade Tickets/ LAIF FIN-5 Investment Reports/Treasurer's Reports FIN-4 Investments/Arbitrage/Certificate of Deposit/ Investment Bonds/Advisor Reports/Trade Tickets/ LAIF FIN-5 Invitations CW-8 Invoices FIN-3 0 Invoices, Petty Cash, Warrant Requests (copies) CW-1 Invoices, Petty Cash, Warrant Requests (copies) CW-1 Issue Files CW-15 Issues (City Manager Files) CM-1 J Journal Entries FIN-5 Journal Vouchers FIN-5 K L LAFCO CC-2 LAFCO PL&B-4 LAIF FIN-5 • Landscape& Lighting Districts—Formation, Boundaries, Engineers Reports, Maps E&PW-4 Large Format Drawings, Survey Record Maps, As-Builts E&PW-3 Lawsuits/Litigation CC-3 Lawsuits, Litigation, Pending Litigation CW-11 Leases/Rent/Property Management FIN-2 Leave Requests/Vacation Requests CW-11 Legal Advertising (Planning) PL&B-4 Legal Advertising /Affidavits of Posting CW-1 Letters, Memorandums, Reading Files - Correspondence CW-7 Liability Claims CC-3 b . °r? Retention Schedule Index—Los Altos Hills, CA ix ©1995-2013 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page Number Liens CC-9 Liens E&PW-2 Lift Stations E&PW-7 List of City CouncilMembers & Mayors CC-7 Litigation CC-3 Litigation, Pending Litigation CW-11 LiveScan Logs . HR-3 Local Agency Investment Fund - LAIF , FIN-5 Local Government Compensation Report . FIN-5 • Logs CW-8 Logs, LiveScan HR-3 Lot Line Adjustments, Parcel Maps, Planned Unit Developments, etc. PL&B-6 0 Mailing Lists CW-8 Mailing Lists, Prop 218 CC-5 F Manuals • CW-14 LT.)' Manuals, O&M E&PW-7 Manuals, Policies, Procedures, Brochures, Flyers, Manuals, etc. CW-14 Maps-Assessment District/Community Facilities Districts/ Maintenance District E&PW-4 Maps, Plans, Record Drawings, Large Format Drawings, Survey Record Maps, As-Builts E&PW-3 Master Collection List/Write Offs FIN-2 Master Plans, Specific Plans, Bikeway Plans PL&B-5 Material Data Safety Sheets/ MSDS CW-11 Meeting Room Registrations CW-8 Memorandums, Reading Files- Correspondence CW-7 • Memoriums/ Recognitions.! Resolutions of Appreciation, etc. CC-9 Minutes—City Council (copies) CW-11 Minutes—City Council, Redevelopment/Successor Agency CC-7 Minutes-Traffic Safety Committee E&PW-6 Minutes & Bylaws- Boards & Committees CW-4 Minutes & Bylaws- Planning Commission PL&B-5 MSDS CW-11 Municipal Code (copies) CW-12 Municipal Code Administration CC-8 ' Municipal Code History File CC-8 II) 01:7 Retention Schedule Index— Los Altos Hills, CA x ©1995-2013 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page Number N Negative Declarations—Inside City Boundaries PL&B-4 Negative Declarations—Outside City Boundaries PL&B-5 Network Configuration Maps & Plans IT-1 Newsletters ("Our Town") CC-8 Newspaper Clippings CW-12 Nomination Papers, Candidate Statements, etc CC-6 Notes CW-9 Notices of Completion -Agreements & Contracts—ALL (copies) CW-2 • Notices, Public Hearing Notices/ Legal Advertising /Affidavits of Posting CW-1 Notices: Public Hearing Notices & Proofs of Publications CW-12 NPDES Monitoring and Inspections—Stormwater E&PW-4 NPDES Permits—Stormwater E&PW-4 G O 0O&M Manuals E&PW-7 OASDI FIN-6 Oaths of Office CC-8 Operations & Maintenance Manuals E&PW-7 Opinions, City Attorneys CW-5 Ordinances (copies) CW-12 Ordinances CC-8 Organizational Charts CW-8 OSHA Inspections & Citations E&PW-7 Our Town Newsletters CC-8 Overtime Cards CW-1641) Overtime Sheets/Overtime Cards CW-16 Overtime Sheets/Overtime Cards FIN-6 P Parcel Maps, Planned Unit Developments, etc. PL&B-6 Parking Citations, Parking Meters FIN-2 Payroll Reports FIN-6 Payroll Tax Returns FIN-6 Payroll FIN-6— FIN-7 Permanent Entitlements—CUPs, Design Review, Lot Line Adjustments, Parcel Maps, Planned Unit Developments, etc. PL&B-6 Permits, AQMD E&PW-7 Retention Schedule Index—Los Altos Hills, CA xi ©1995-2013 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page Number Permits, Building PL&B-1 Permits, Encroachment E&PW-3 Permits, Special Events CM-1 Personal Appearance Subpoenas CC-10 Personnel Files—Employees File HR-3 Personnel Files—Medical File HR-4 Personnel Files (After Separation) CW-12 Personnel Files (Supervisor's Notes) CW-13 Personnel Work Schedules CW-13 • Petitions (Initiative, Recall or Referendum) CC-7 Petitions (submitted to Council on any subject—parking requests, traffic calming requests, etc.) CC-9 Pink Slips FIN-5 Planned Unit Developments PL&B-6 a Planning Commission-Agendas, Agenda Packets PL&B-5 Planning Commission—Audio Recordings PL&B-5 Planning Commission—Minutes PL&B-5 Planning Project Files—Permanent Entitlements PL&B-6 Planning Project Files-Temporary PL&B-5 Planning PL&B-4-PL&B-7 Plans, Record Drawings, Large Format Drawings, Survey Record Maps, As-Builts E&PW-3 Policies, City Council CC-3 Policies, Procedures, Brochures, Flyers, Manuals, etc CW-14 PowerPoint Presentations CM-1 PRA Requests CC-10 Preliminary Review File PL&B-6 Press Releases CW-13 • Pre-Trip Inspections/DOT Program/CHP Inspections/ Daily Vehicle Inspections/ Daily Equipment Checks E&PW-8 Procedures, Brochures, Flyers, Manuals, etc CW-14 Proclamations/Commendations/ Memoriums/ Recognitions/ Resolutions of Appreciation, etc CC-9 Programs, Events, Subject & Issues (City Manager Files) CM-1 Project Accounting FIN-5 Project Log Index/Spreadsheet/Binders of Historic Actions (Planning) PL&B-6 Projects, Programs, Events, Subject & Issues (City Manager Files) CM-1 Proof of Publication/ Public Notices/Certificate of Posting CC-9 Proofs of Publications CW-12 b Retention Schedule Index— Los Altos Hills, CA xii ii ©1995-2013 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page Number Prop 218 Fees &Charges CC-5 Property Management FIN-2 . Proposals, Successful—See Agreements &Contracts CW-2 & CW-3 Proposals, Successful CC-1 & CC-2 Proposals, Unsuccessful CW-4 Protest Letters, Prop 218 CC-5 Public Comments CC-1 Public Hearing Notices & Proofs of Publications CW-12 Public Hearing Notices/ Legal Advertising (Planning) PL&B-4 Public Hearing Notices/ Legal Advertising /Affidavits of Posting CW-1 Public Notices/Certificate of Posting CC-9 Public Records Act Requests CW-13 Public Relations/ Press Releases CW-13 0 Public Works/ Engineering E&PW-1 — E&PW-9 Public Works/Operations E&PW-7— E&PW-9 F Pull Notices HR-2 W Pumpkin Lots, Temporary Sign Permits PL&B-5 Q Quarterly Payroll Tax Returns FIN-6 R Reading Files- Correspondence CW-7 Real Estate Appraisals CW-13 Real Property—Abandonments, Deeds, Easements, Liens, Vacations CC-9 Real Property Acquisitions/Sales - E&PW-4 Recall or Referendum - Petitions CC-7 . Receipts, Cash FIN-4 Recognitions/ Resolutions of Appreciation, etc. CC-9 Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue& Expenditure Reports FIN-5 Record Destruction Lists/Certificate of Records Destruction CW-13 Record Drawings, Large Format Drawings, Survey Record Maps, As-Builts E&PW-3 Recordings/Tapes of City Council.Meetings—Audio . CC-9 Recordings/Tapes of City Council Meetings—Video • CC-9 &CC-10 - Records Destruction Lists/Certificates of Records Destruction CC-10 Records Retention Schedules/Amendments to Records Retention Schedules CC-10 Recruitment&Testing File HR-4 b w Retention Schedule Index—Los Altos Hills, CA xiii rn ©1995-2013 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page Number Redevelopment/Successor Agency-Agenda Packets/Staff Reports CC-1 Redevelopment/Successor Agency Minutes CC-7 Redevelopment/Successor Agency Resolutions CC-10 Reference Files CW-15 Reference Materials: Brochures, Manuals, Policies, Procedures, Brochures, Flyers, Manuals, etc CW-14 Referendum - Petitions CC-7 Refund Detail CW-5 Registers, Transaction Histories, Balance Sheets, Revenue& Expenditure Reports FIN-5 Regulatory Agencies- Correspondence E&PW-2 • Reimbursable Claims CW-10 Reimbursement Agreements E&PW-4 Rent/ Property Management FIN-2 Reorganization Studies HR-1 a Reports &Studies CW-14 & CW-15 Reports, CaIPERS FIN-6 F Reports, Geotechnical and Soils Reports E&PW-4 Reports, Payroll FIN-6 Reports, Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure FIN-5 Reports: Annual State or Federal (State Controller's Report, Street Report, Local Government Compensation Report, etc.) FIN-5 Reports: Building Activity PL&B-2 Reports: Investment Reports/Treasurer's Reports FIN-4 Request for Public Records CC-10 Requests & Permissions to Receive Copies of Plans PL&B-2 Requests from Other Cities CW-8 Resolutions—City Council, Redevelopment/Successor Agency CC-10 410 Resolutions- Planning Commission PL&B-5 Resolutions (copies) CW-15 Resolutions of Appreciation CC-9 Revenue& Expenditure Reports FIN-5 Rights of Ways,Liens E&PW-2. Routine Inspections/ Engineering Notes E&PW-9 S Safety Reports/Safety Action Reports E&PW-8 Sales, Real Property E&PW-4 Sanitary Sewer Overflows (SSOs) E&PW-S & E&PW-8 �_ Retention Schedule Index—Los Altos Hills, CA xiv ©1995-2013 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent • Page Number Service Requests/CMMS Database E&PW-9 Sewer Line Maintenance, Cleaning & Repairs E&PW-8 Sewer Map E&PW-4 Sewer System Management Plan (SSMP) E&PW-5 Single Audits FIN-1 Site Plans PL&B-6 Small Claims Court Judgments FIN-2 Social media (that does not have a material impact on the conduct of business) CW-8 Soils Reports E&PW-4 Speaker Slips CW-8 Special Event Permits CM-1 Special Projects/Subject Files/ Issue Files CW-15 Special Studies PL&B-6 G Specific Plans, Bikeway Plans PL&B-5 Specifications-Agreements & Contracts—ALL (copies) CW-2 Speech Notes/ PowerPoint Presentations CM-1 Speed Surveys E&PW-6 SSMP E&PW-5 SSOs E&PW-5 & E&PW-8 Staff Reports—City Council/ Redevelopment (copies) CW-2 Staff Reports—City Council, Redevelopment/Successor Agency CC-1 State Controller's Report, Street Report, Local Government Compensation Report, etc FIN-5 State or Federal Reports (State Controller's Report, Street Report, Local Government Compensation Report, etc.) FIN-5 Stop Work Notices PL&B-2 Stormwater/ NPDES E&PW-4 11) Street Report, Local Government Compensation Report, etc. FIN-5 Studies—Transportation E&PW-5 Studies &Surveys Conducted on Behalf of the City HR-4 Studies CW-14 &CW-15 Studies, Classification/ Reorganization Studies HR-1 Studies, Engineering Studies/Surveys E&PW-3 Studies, Special (Planning) PL&B-6 Subcommitteesof the City Council CW-5 Subdivision Bonds CC-3 Subject& Issues (City Manager Files) CM-1 °� Retention Schedule Index—Los Altos Hills, CA xv cc ©1995-2013 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent • Page Number Subject/ Reference Files CW-15 Subject Files/ Issue Files CW-15 Subpoenas/ Discovery Requests/ Personal Appearance/ Duces Tecum CC-10 Subsidiary Ledgers, Reconciliations, Registers, Transaction"Histories, Balance Sheets, Revenue & Expenditure Reports FIN-5 Successful Bids CC-1 &CC-2 Successful Proposals CC-1 & CC-2 Successor Agency-Agenda Packets/Staff Reports CC-1 , Successor Agency Minutes CC-7 Successor Agency Resolutions CC-10 • Supervisor's Notes (Personnel Files) CW-13 Supply Inventories CW-8 Survey Field Books - E&PW-5 Survey File E&PW-1 Survey Record Maps, As-Builts E&PW-3 s' Surveys Questionnaires CW-15 S /y z Surveys Conducted onBehalfofthe CityHR-4 y Surveys, Engineering E&PW-3 Surveys, US Department of Energy (Alternative Fuel Vehicles) E&PW-8 T Tapes of City Council Meetings—Audio CC-9 &CC-10 Tapes of City Council Meetings—Video CC-9 &CC-10 Temporary Entitlements—Christmas Tree Lots, Banners, Pumpkin Lots, Temporary Signs, etc. PL&B-5 Temporary Sign Permits PL&B-5 Tentative Subdivisions PL&B-6 Thank Yous CW-8 • Time Cards/Overtime Sheets/Overtime Cards CW-16 Time Cards/Overtime Sheets/Overtime Cards FIN-6 Time Sheets/Time Cards/Overtime Sheets/Overtime Cards CW-16 Time Sheets/Time Cards/Overtime Sheets/Overtime Cards FIN-6 TOT—Transient Occupancy Tax FIN-2 Trade Tickets/LAIF FIN-5 Traffic Complaints E&PW-5 Traffic Counts E&PW-6 Traffic Safety Committee—Agendas, Agenda Packets E&PW-5 Traffic Safety Committee—Minutes, Resolutions & Bylaws E&PW-6 GQRetention Schedule Index—Los Altos Hills, CA xvi ©1995-2013 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page Number Traffic Signals • E&PW-6 Traffic Speed Surveys E&PW-6 Traffic Studies/Traffic Counts E&PW-6 Training—All COURSE Records CW-16 Transaction Histories, Balance Sheets, Revenue & Expenditure Reports FIN-5 Transcriptions/Certificates of Participation FIN-3 Transient Occupancy Tax(TOT) FIN-2 Transmittal letters CW-8 Transportation Studies E&PW-5 • Travel Expense Reimbursements FIN-3 Treasurer's Reports FIN-4 Tree Arborists Reports Alternative Fuel Vehicles) E&PW-8 Trustee Statements FIN-3 U 5. Undeliverable Envelopes CW-8 - Undeliverable Mail, Prop 218 . CC-5 Underground Service Alerts (USAs) E&PW-8 Uniform Building Codes PL&B-2 Unpaid Intern Applications &Agreements CW-17 Unsuccessful Bids CW-4 Unsuccessful Grants CW-9 Unsuccessful Proposals- Capital Improvement Project Files E&PW-2 Unsuccessful Proposals CW-4 USAs- Underground Service Alerts E&PW-8. V •Vacation Requests CW-11 Vacations (Streets)/Survey File E&PW-1 Vacations CC-9 Variances PL&B-6 Vehicle & Equipment History Files E&PW-9 Vehicle Inspections/ Daily Equipment Checks E&PW-8 Vehicle Registration/Titles FIN-5 Video Recordings/Tapes of City Council Meetings CC-9 & CC-10 Visitors Logs CW-8 Voice Mails CW-8 b P CP Retention Schedule Index—Los Altos Hills, CA xvii I., ©1995-2013 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page Number Volunteer/Unpaid Intern Applications &Agreements CW-17 W W-2s FIN-7 W-9s FIN-3 Warrant Register FIN-3 Warrant Requests (copies) CW-1 Warrant Requests FIN-3 Warrants FIN-4 Webpages CW-8 •) Work Orders/Service Requests/CMMS Database E&PW-9 Work Schedules CW-1 3 Workers Compensation Claim Runs HR-4 Workers Compensation Claims HR-5 G Write Offs FIN-2 X Y W Z Zone Changes PL&B-6 Zoning Maps PL&B-7 Zoning Ordinance Amendments, Reclassifications/Zone Changes PL&B-7 b N Retention Schedule Index—Los Altos Hills, CA xviii ©1995-2013 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 . Office of Retention No. Records Description Retention I Disposition • Comments/Reference Record Destroy illiiiimInactive 3 Image: Paper (OFR) Active i Total Media I=Import (Records Vital? after . (in office) Retention Options M=Mfr Center) S=Scan Imaged& i �,,! QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR,refer to your department retention schedule. . Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods'retention resumes after settlement or completion). . Copies- Ccapies • Human Accident, Incident, Injury When No When Io Mag, • Copies retained for reference; Resources CW-001 reports: PUBLIC Longer Longer Ppr GC§34090.7 Required Required . is ( i - Accident, Incident, Injury Copies- Copies • c Human reports: EMPLOYEES,with When No When No Mag, Copies retained for reference; CW-002 ) 'esources associated MSDS, if a Longer Longer Ppr GC§34090.7 chemical was involved . Required HRequired Copies- Copies W Accounts Payable, Invoices, All originals go to Finance When No When No . Yes: Before Mag, Finance CW-003 Petty Cash,Warrant Requests, (these are copies); GC Longer Longer Payment Ppr etc. §34090.7 Required Required . When No ililli,Wheit No,:l LongerLonger ' •. Lead Dept. CW-004 Administrative Hearings/ Required- ; ;Requjrad w Yes: While 'Mag, Department preference; GC Appeals Minimum Minimum Active Issues Ppr §34090 Resolution+ Resolution+ 2 years • ?7 years • :, 11111Eli '... i f Brown Act challenges must be IP -11111Milivelii111];]iiiiiiiiill filed within 30 or 90 days of Affidavits of Publications/ , Public Hearing Notices/Legal ` Mag, action; Statute of Limitations Lead Dept CW-005 2 years Iiiiilli12,41Vegwri Mfr, OD, on Municipal Government . Advertising/Affidavits of Posting iilliiiic !: i Ppr actions is 3-6 months; CCP Ii §§337 et seq,349.4; GC is • §§34090,,54960.1(c)(1) • b. P N Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved' Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 • • Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 • Office of Retention No. Records Description , Retention/Disposition Comments/Reference Record . liiiir iff Destroy Inactive I i Image: Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options ••M=Mfr Center) S=Scan Imaged& QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR,refer to your-department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). • Copies- Copies, Agenda Packets/Staff Mag, When No .When No Yes: After City Clerk CW-006 Reports: City Council/ Mfr, OD, S GC§34090.7 Redevelopment Longer Longer Ppr QC&OD Required Required •Agreements&Contracts l: Copies- Copied All agreements that are Mag, Yes: Upon o When No l Mag, .i; approved by the City Council c' ity Clerk CW-007 (Specifications/Scope of Mfr, OD, S Completio Longer '-:::,',,,,Longer,,,,,,:-: are sent to the City Clerk; GC 5 Work, Notices of Completion, Ppr n §34090.7 . etc.) Required , Required,,pi W ;,:` ;1; Covers E&O Statute of Agreements&Contracts: iiiii] Limitations(insurance ADMINISTRATIVE FILES,and certificates are filed with NOT funded by a grant i , ;; agreement); Published Audit Mag, Yes: Upon Standards=4-7 years; Statute Completion f Yes: Before of Limitations: Contracts& Lead Dept. CW-008 (Correspondence, Project Completion 10 years Mfr, OD, S/I Completio Administration, Project iD years, , Completion Ppr n Spec's=4 years,Wrongful I! Death=comp.+5 years, Schedules, Certified Payrolls, gii I I • Insurance Certificates, Developers=comp. + 10 years; i i i Statewide guidelines propose Invoices, Logs,etc.) i • termination+5 years; CCP l; 1€1 §337 et.seq., GC§34090 b AD aCQD Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved w Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver. 3.0 -RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Retention No. Records DescriptionRetention/Disposition Comments/Reference Record I ' Destroy Inactive Image: Paper Active Total Media I=Import (OFR) (Records Vital? • after (in office) 'Retention Options M=Mfr Center) Imaged& i ; 1 S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). • i 1 Some grant funding agencies require audits; Statute of Miiii i i Limitations for Errors& i i Omissions is 10 years; . Published Audit Standards=4-7 cAgreements&Contracts: i years; Statute of Limitations: ADMINISTRATIVE FILES, 10 years or Completion' Contracts&Spec's=4 years, - WITH grant funding After 'i 10 years or Wrongful Death=comp. +5 Funding After Funding Mag, Yes: Upon years, Developers=comp. +10 dead Dept. CW-009 Agency Yes: Before p (Correspondence, Project Completion Audit if Agency Audit; Completion Mfr, OD, S/I Completio years; Statewide guidelines Administration, Project if required Ppr n propose termination+5 years; y required CCP§337 et.seq.,21 CFR Schedules, Certified Payrolls, whicheUer iso whichever is 11ILill Insurance Certificates, iongeE 1403.36& 1403.42(b);24 CFR longer 85.42, 91.105 h , 92.505, & Invoices, Logs,etc.) ( ) • 570.502(b), 28 CFR 66.42;29 • i,' CFR 97.42;40 CFR 31.42;44 i • CFR 13.42;45 CFR 92.42; OMB Circular A-133GC • i §34090 aniviii i • b P C2 Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved .0. Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 . Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy InactiveImage: Paper , Active , Total Media I=Import (OFR) (Records Vital? after (in office) , Retention Options M=Mfr Center) Imaged& :!Iiiii)iiiii Ali S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a•full file folder(e.g.last document+2 years), since destruction is normally performedby file folder. Litigation; claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Agreements&Contracts: I ? : • �I UNSUCCESSFUL BIDS, " The RFP/RFQ and the UNSUCCESSFULt successful proposal becomes PROPOSALS or RESPONSES Mag, part of the agreement or • dead Dept. CW-010 2 years 2 years Ppr contract(CityClerk is the to RFPs(Request for I . o Proposals)and/or RFQs 11,3iH q!iliiipiiiilOffice of Record for successful 5' (Request for Qualifications) contracts)GC§34090 that don't result in a contract .r i W Audits/Audit Reports/CAFR- Copies- II1111015pi40 When No `When No Mag, • Finance CW-011 Comprehensive Annual Longer Longer is Ppr Copies;GC§34090.7 Financial Reports Required ERequired in Bids: See Agreements& t I ' CW-012 Contracts : Boards, Commissions, & . Committees: Residents When No When No ; AdvisoryBodies Formed by • Longer one Brown Act challenges must be 9 ,� Mag, filed within 30 or 90 days of • Staffing Dept. CW-013 City Council Required- ,Required is Ppr action; GC§§34090, Minimum 2 Minimum 2, AGENDAS,AGENDA 54960.1(c)(1) years yews PACKETS. „' Boards,Commissions, & Committees: Residents L I i Notes taken to facilitate the Mag, writing of the minutes can be • Advisory Bodies Formed by Yes: After Staffing Dept: - CW-014 P m P i Yes Mfr, OD, • S destroyed after minutes have- -. City Council 10 years Ppr been adopted; GC§34090 et . . seq. MINUTES&BYLAWS • b P CM• Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved N Ado ted: 02/28/2013 LA Do not duplicate or distribute without prior written permission from GGS(909)337-3516 P • Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record iiiiiiiiDestroy Inactive t `i Image: Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged& ', S=Scan d? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). •• Boards,Commissions, & 1 Committees: City Council i_; Subcommittees Mag, All recommendations are Staffing Dept. CW-015 2 years 2 years Ppr presented to the City Council; GC§34090 et seq. • (Composed solely of less than Igiihiiiilig o a quorum of the City Council) I ' Boards,Commissions, & Committees: External When No 'When No ... W CW-016 Organizations Longer Longer Ppr'Non -records (e.g. County Board of Required Required Supervisors) mil...-Amiiiii-: 11110i „ • CW-017 Brochures: See Reference Manuals i; Copies- Copies, When No henNo Yes: Current Mag, Yes: After City Clerk CW-018 Budgets-Finals WMfrOD, S/I GC§34090.7 Longer Longer Fiscal.Year P,pr 5 years Required Required Cash'Receipts Detail/Backup '; - Department preference(not all Lead Dept. CW-019 /Accounts Receivable Detail/ 2 years 2 years `? Mag, detail is sent to Finance; GC Refund Detail I i p §34090 When No hen'No` liup • 'W Longer Longer Mag, Lead Dept. CW-020 City Attorney Opinions Required `Required I Yes Mfr, OD, S Department Preference; GC Minimum 2 Minimum 2' Ppr §34090 • years IN year's b e Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services, Inc.-all rights reserved c Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 • Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS . Page CW-6 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy HiiiiiiiilliiiErmiliInactive I Image: Paper Active Total E: Media I=Import (OFR) (in office) (Records 1;'Retenttpn Vital? Options M=Mfr after Center) Imaged& r::; m....: IviRi S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Copies- Copies When No When No iiia Human Longer Longer Yes: Before Mag, Yes: After Resources CW-021 Claims Required Required Settlement Mfr, OD, S/I Settlement GC§§34090.7, 34090.6 Yon :Lin • (Upon l' (Upon Ppr Settlement) Settlem int)' c Committees Internal- ' Attended by employees: All I l Records ii Lead Dept. CW-022 • 2 years 2 years Mag' GC§34090 `�' (e.g. Records Management is Ppr 11 lillil!.::i; 01111 Committee, In-House Task l Forces,etc.) lu': milmilliiI City preference; Statute of When No lAkfhert No =; Limitations for personal Lead Complaints/Concerns from Longer Longer ;; property, fraud,etc. is 3 years; •(Responding) CW-023 Citizens Computer Tracking Required- i Required , • Pa9' Claims must be filed in 6 Dept. Software or Correspondence Minimum 2 Minimum 2:; pr months; CCP§§338 et seq., years years , 340 et seq.,342, GC§§945.6, :::::: :::::.::::::::::: GC§34090 CW-024 Contracts: See Agreements • l € 'I Il . Copies-. Copies Copies or duplicates of any When No When fro CW-025 € i Mag Ppr GC§34090.7 record Longer , Longer Required Required ," b vo Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Retention No. Records Description . Retention/Disposition Comments I Reference Record ..1111E1 Destroy Image: Inactive Paper Active Total Media I.=Import (OFR) (in office) (Reco•rds '.Retention ;, Vital? Options M=Mfr after Center) • S=Scan Imaged& QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR,refer to your department retention schedule. Retentions begin.when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. . Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods retention resumes after settlement or completion). • Dept.that Correspondence-ROUTINE Authors . Document (e.g.Administrative,Chronological, 1 or CW-026 General Files,Letters, 2 years 2 years Mag.GC §34090 Receives the • Memorandums,Press Releases, Cgty's Original Public Records Requests,Reading }ocument File,Working Files,etc.) . • • • • •°q Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved Go Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver. 3:0 • - RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 • Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Image: Inactive ' Paper Active Total Media I=Import, (OFR) - (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged& :.41. QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. _ Retentions begin when the act is completed;and imply a full file folder(e.g.last document+2 years), since destruction is.normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Correspondence- qiiii i:;i:111o1 Ala TRANSITORY/ ::. PRELIMINARY DRAFTS, ; ; ' Interagency and Intraagency l o Memoranda not retained in the ,;; l • E-mails or social media g ordinary course of business .Eiiiiiil postings that have a material Dept.that is " 1 impact on business are saved ?Authors (e.g.calendars,checklists,e-mail by printing them out and or social media posting that does bocument When No When No placing them in a file folder, or not have a material impact on the Ma or CW-027 conduct of business,instant Longer Longer Ppr saving them electronically; If Receives the messaging,inventories, RequiredRequired , . not mentioned here,consult City's Original invitations,logs,mailing lists, : the City Attorney to determine l Document meeting room registrations, ; if a record is considered speaker slips,supply inventories, . ' transitory/preliminary drafts. telephone messages,transmittal i GC§§34090, 6252,6254(a) letters,thank yous,requests from other cities,undeliverableiiiiiiilliP 1 • envelopes,visitors logs,voice mails,webpages,etc) l • Copies- Copies Deeds, Easements, Final When No i When No '. Mag, Send all originals to the City City Clerk CW-028 Orders of Condemnations(All) Longer ` lton er ' Ppr Clerk;.GC§34090;7 EE : Required l Required` °` b P °0 Los Altos Hills, CA ©1995-2012 Gladwell,Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 • Adopted: 02/28/2013 • Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 . • Office of Retention No. Records Description Retention I Disposition Comments I Reference Record !: Destroy Inactive !ilpImage: Paper Active Total iip Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) E S=Scan Imaged& QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). i ; As long as the drafts and notes • are not retained in the"Regular When No IsWhen No Course of Business". Consult Lead Dept. CW-029 Drafts&Notes: Drafts that are • Longer Longer � Mag' the City Attorney to determine revised(retain final version) I Ppr Required :Required if a record is considered a draft. GC§§34090, 6252, ' is ,;:,151106254(a) • i i Facility Use Applications/ . Mag, $.ead Dept. CW-030 2 years I 2 years GC§34090 Facility Use Permits Ppr W , # The Lead Department should t I print out historical documents iiiI' i (or save source data)prior to GIS Database/Data/Layers When No 1Nhen to • replacing the data, if they Lead Dept. CW-031 . (both City-wide and Longer ` Longer Yes Mag require the data or output for Specialized) Required Required " historical purposes; Department Preference i . (Preliminary documents); GC i §34090 et seq. 1' • I Lead Dept. CW-032 Grants(UNSUCCESSFUL iiiipiiim 2 years 2 years Mag' • GC§34090 • Applications, Correspondence) I Ppr b Los Altos Hills, CAg ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved o Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS • . -Page CW-10 • Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Inactive ' Image: Paper Active Total EE Media l=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) • S=Scan Imaged 1, QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. • Retentions begin when the act is completed and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). • t Meets auditing standards; Grants covered by a _. • Consolidated Action Plan are c-T • Grants/Reimbursable Claims required for 5 years; Uniform E (SUCCESSFUL Reports, other 1. f Admin. Requirements for • • records required to pass the After : Grants to Local Governments funding agency's audit, if Funding After tundmg is 3 years from expenditure required) report or final payment of Agency Agency A idit Lead Dept. CW-033 2 years Audit if if regUrred Mag, grantee or subgrantee; Applications(successful),grant Required- Mmimrtt U . Ppr statewide guidelines propose 4 agreement,program rules, years;7 CFR 3016.42;21 CFR Minimum 5 yeartimq regulations&procedures,reports 1403.36&1403.42(b);24 CFR to grant funding agencies, years i i 85.42, 91.105(h), 92.505, • correspondence;audit records, i 570.490, &570.502(a&b),28 III completion records CFR 66.42;29 CFR 97.42;40 11111 i CFR 31.42;44 CFR 13.42;45 CFR 92.42; OMB Circular A- • . . . ,a; •• •• 110&A-133; GC§34090 Send all grievances to Human f E' f; Resources;All State and Copies- Copies Federal laws require retention Human Grievances and Informal When No :When No Yes: Before Mag, CW-034 € until final disposition of formal . Resources Complaints(Employees) Lon er ' 1] Loi1 er Disposition Ppr •P 9 9,. P P Required 'Required ` complaint; State requires 2 f I years after action is taken; GC §§12946, 34090 .ti . P % Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver. 3.0 , RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Retention No. Records Description Retention/Disposition Comments/Reference . Record Destroy • Image: Inactive Paper Active E Totat Media I=Import (OFR) (Records Vital? after (in office) ERetenbon : . Options M=Mfr Center) Imaged& S=Scan QC'd? • Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. , Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods iretention resumes after settlement or completion). • Copies- Copiesl When No .When No Lawsuits, Litigation, Pending Longer Longer . Yes: Before Mag, Yes: After Risk Management City Attorney CW-035 Mfr, OD, S/I administrates claim;GC Litigation Required Required Settlement Settlement (Upon (Upiilir ` ` . Ppr §§34090.7, 34090.6 Settlement) . Settlem'ent)" 0 When No 'Whert Nof Leave Requests/Vacation Mag, Preliminarydraft/transitory mead Dept. CW-036 Longer Longer RequestsRequired Required !``' Ppr record; GC§34090, GC§6252 WCopies- opieS Mag, Originals maintained by When No i!When No g City City Clerk CW-037 Minutes-City Council Longer Lon er; Yes(all) Mfr, OD, S No Clerk Permanently; GC g Ppr §34090.7 Required milRe4uired€ i: 'Hopi Previous MSDS may be obtained from a service; MSDS may be destroyed as long as ' "' a record of the chemical l i Material Data Safety Sheet substance/agent,where& (MSDS)/Chemical Use Report While Mag, Yes(after when it was used is Lead Dept. CW-038 Form(or records of the Chemical In 30.years 30 years Mfr, OD, S maintained for 30 years; inactive) chemical/substance/agent, Use Ppr Applies to qualified employers; where&when it was used) ! Claims can be made for 30 iiiigi €;;;1 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), GC 110i ''''111111ffi L.... i...... ': §34090 b w acQD Los Altos Hills, CA• ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved nWi Do not duplicate or distribute without prior written permission from GGS(909)337-3516 • Adopted: 02/28/2013 • Ver. 3.0 I RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Retention No. Records Description Retention/Disposition Comments/Reference . Record Iiis. —11111r s: Destroy Inactive i Image: Paper (OFR) Active (Records Total 1, Vital? Media I=Import after (in office) .Retention ;; Options M=Mfr Center) Imaged& S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR,refer to your.department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods retention resumes after settlement or completion). Copies- CopieSi Return any whole unused Municipal Code(these are When No s When No ' Yes: Current Mag' codes to the City Clerk; City Clerk CW-039 Mfr, OD, I No copies) Longer Longer Original Ppr Originals maintained by City Clerk Permanently; §34090 Required ;Req,pred,,,, GC liirt o When No When No ;; Non-records-may be obtained &ead Dept. CW-040 Newspaper Clippings Longer I£.onger Ppr from the newspaper company; • a Required Required a: GC§34090 i w Statute of Limitations on Notices: Public Hearing Project Project i' Staffing Dept. CW-041 Notices and Proofs of Approval+2 Approval;+2: Mag, Municipal Government actions Publications years I • Ppr is 3-6 months; CCP§337 et years seq; GC§34090 • Copies- Copies When No When No Mag' Originals maintained by City City Clerk CW-042 Ordinances -City Council Yes(all) Mfr, OD, S No Clerk Permanently; GC§34090 Longer ;: Origer • Required Regwred Ppr After After , l; • Ensure records kept in Separation, Separation Department files comply with Human Before Mag, • CW-043 Personnel Files Transfer to Transfer to 1, City policy(all originals are Resources Human Human Separation Ppr sent to Human Resources); Resources R...esources. GC§34090.7 • ' P .Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved w Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 • Ver. 3.0. RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page.CW-13 Office of Retention No. Records Description , • Retention/Disposition • Comments/Reference Record i Destroy Higiliii Inactive i Image: Paper (OFR) Active Totall Media I=import (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged& S=Scan . _ QC'd? Retentions apply to the department that is NOT the Office of Record(OFR),or the "Lead Department". If you are the OFR, refer to your.department retention schedule. • Retentions begin when the act is completed, and imply a full file folder(e.g..last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). i I Notes maintained in a separate When No When No Before folder to be incorporated into • Personnel Files(Supervisor's Annual . Mag, • Lead Dept. CW-044 . . Longer Lon er performance evaluation, or to Notes) { Performance Ppr Required • Required Evaluation document progressive . discipline;GC§34090 et seq. 0uiv 6 ) I Mag' lead Dept. CW-045 Personnel Work Schedules 2 years , 2 years £, pGC§34090 Ppr dead Dept: CW-046 Public Records Act Requests 2 years 2 years Ppr' GC§34090 Public Relations/Press Mag, • Lead Dept. CW-047 2 years 2 years 'l Ppr GC§34090 Releases is Lead Dept. . Real Estate Appraisal Reports: Not accessible to the public; (Who Ordered CW-048 Property NOT purchased, 2 years 2 years Mag' Statewide Guidelines show 2 the Appraisal) Loans not funded,etc. Ppr years; GC§§34090,6254(h) i 3 llr iiiiilitl li Not accessible to the public ip When No i When,;No ,; until purchase has been Lead Dept. Real Estate Appraisal Reports: Longer Longer Mag, completed;meets grant (Who Ordered CW-049 Purchased Property, Funded 2 years Required Yes: Before Yes: After Required Mfr, OD, S auditing requirements;24 CFR is Purchase Inactive the Appraisal) Loans Minimum 3 Minimum 5 Ppr 85.42&91.105(h), & years years , 570.502(b);29 CFR 97.42, GC i §34090 Records Destruction Lists/ Copies- Copies ; City Clerk CW-050 Certificate of Records When No :When No Mag, GC§34090.7 Destruction Longer ' Longer Ppr Required ! Requiredil ';;V Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved . Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver. 3.0 : RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of • Retention No. Records Description • Retention/Disposition Comments/Reference Record . Destroy Inactive ging' ''Image: Paper Active Total E Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged& is i` S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Reference Materials: Policies, When No When No w • Longer . Longer . Statewide guidelines propose Lead Dept. CW-051 Procedures, Brochures, Flyers, Required- Required Mag' superseded+2 or 5 years; GC Manuals,etc: Produced by Ppr YOUR Department Minimum 2 Minimum 2' §34090 ?)71years ligi years o Reference Materials: Policies, i , ; ,; ° Procedures, Brochures, Flyers, When i Wheni , Mag, ead Dept. CW-052 Copies; GC§34090.7 Manuals,etc: Produced by Superseded Superseded •Ppr OTHER Departments W • Reference Materials . '::;:. • Brochures, Manuals, Policies, Procedures, Brochures, Flyers, When NoWhen No CW-053 Manuals,etc: Produced by •Longer Longer• t : Ppr' Non-Records OUTSIDE ORGANIZATIONS Required Required (League of California Cities, Chamber of Commerce,etc.) ; 1 f CW-054 Reference or Working Files:• l See Correspondence Reports and Studies f Mag, Administratively and Lead Dept. CW-055 . (Historically significant-e.g., 10 years P P Mfr, OD, S/I• Yes: After Historically significant, • Zoning Studies) Ppr 10 years therefore retained permanently; GC§34090 • b P Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved . ' Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS ..Page CW-15 • Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Destroy Inactive Image; Paper Active Total t Media 1=Import (OFR) (Records Vital? after (in office) -iRetention Options M=Mfr Center) S=Scan Imaged& QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Information is outdated after 10 Reports and Studies(other i ,`, years;statewide guidelines Lead Dept. CW-056 than Historically significant 10 years 10 year iiPpr' • propose 2 years; If historically reports-e:g.Annual Reports) l significant, retain permanently; l GC§34090 c Copies- . , Copies o' When No '11�hen No Mag, Originals maintained by City City Clerk CW-057 Resolutions-City Council Longer Loftger ' Yes(all) Mfr, OD, S No • Clerk Permanently; GC Required Required Ppr §34090.7 W When No i!i When No = . • Longer illiiiii,106h4Orn Lead Dept. CW-058 Special Projects/Subject Files Required- Required Mag, Department Preference; GC /Issue FilesPpr §34090 et seq. • Minimum 2 Minimum 2 yearsyears l; Subject/Reference Files: When No When Ido Longer ]iimi""LOhgeraill Lead Dept. CW-059 Subjects other than Specifically Required- Required Mag, Department Preference; GC • Mentioned in Retention' Ppr §34090 et seq. ill • Schedules Minimum 2Mmimum 21, years ;........years • b P via Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved CT, ' Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 • • Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 • Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Image: Inactive Paper Active Totall t Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr • Center) S=Scan Imaged& QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. . Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). • Surveys/Questionnaires(that the City issues). I I If a summary of the data is I • dead Dept. CW-060 compiled,the survey forms are 2 years 2 years Mag GC§34090 considered a draft or transitory ,#, record,and can be destroyed I ;, as drafts(When No Longer Required) •Tapes/DVD Recordings: See CW-061 Boards&Commissions INF Time Sheets/Time Cards/ Copies- Copiesl Finance/ When No ilf111WherriNbip Mag, Payroll CW-062 Overtime Sheets/Overtime Longer ! Longer ppr GC§34090.7 Cards Required .Required .,._ • cp Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 Office of Retention No. Records Description Retention/Disposition Comments/Reference • Record Destroy • Inactive i Image: Paper (OFR) Active (Records total Vital? Media 1=Import after (in office) Retention" Options M=Mfr Center) 11 Imaged& 111!;; ; S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". lf you are the OFR, refer to yoUrdepartment 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,public records act requests, and/or investigations suspend normal retention periods 'retention resumes after settlement or completion). • • i , i, Department preference; Ethics IDNITI i Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required o Training-ALL COURSE to keep their OSHA records 7 E. RECORDS Ma years; EEOC/FLSA/ADEA g' Yes:When (Age)requires 3 years for • ad Dept. CW-063 2 years 5 years 7 years f: Mfr, OD, S (Attendance Rosters, Outlines i Ppr r Inactive promotion,demotion,transfer, W and Materials; includes Ethics selection,or discharge; State iiivill is &Safety training)• i Law requires 2-3 years for ,riiiiiipersonnel actions; 8 CCR 1 ' §3203 et seq.,29 CFR iiiiiiiiiiiiiiiiiiililin 1627.3(b)(ii), LC§6429(c); GC i §§12946, 34090, 53235.2(b) iii3:: NOP! Department preference(Courts • ': liiir lir treat volunteers as ....• employees); Volunteer/Unpaid Intern Inactive/ 111PIriaetiVe.11171111 EEOC/FLSA/ADEA(Age) Lead Dept. CW-064 Applications&Agreements- Separation+ Separation+' Ppr requires 3 years for promotion, Successful 3 years i 3 years i demotion,transfer,selection, !IiiiIiiiiitiii.i. iiiiimiiiii1, or discharge; 29 CFR 1602.31 Atli( i!iiivislii I & 1627.3(b)(1)(i)&(ii), GC 1 „i ' §§12946,34090 b • Los Altos Hills, CA ©1995-2012 Gladwell Govemmental Services,Inc.-all rights reserved 0o Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 • • Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-18 Office of Retention No. Records Description • • Retention/Disposition Comments/Reference Record Destroy Inactive Image: paper Active is Total Media I=Import (OFR) (Records Vital? after (in office) Reteon Options M=Mfr Center) ntrImaged& • is S=Scan Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR,refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods retention resumes after settlement or completion). Department preference(Courts treat volunteers as • Volunteer/Unpaid Intern employees); Eign EEOC/FLSA/ADEA(Age) Bead Dept. CW-065 Applications&Agreements- 3 years years Ppr requires 3 years for promotion,. Unsuccessful or Pending• demotion,transfer,selection, Applicants • i or discharge;29 CFR 1602.31 &1627.3(b)(1)(i)&(ii), GC §§12946, 34090 • • • • • • • 'v °c°c Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver.3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Retention No. Records Description Retention/Disposition, Comments/Reference • Record • Inactive Image: Destroy Active Total Media I=Import Paper after • (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged& Center) i 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 byfle folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). City Clerk CC-001 Agenda Packets/Staff 2 years P P ' Yes: Until Mag, Mfr, . S Yes: After 2 Department Preference; GC • . Reports: City Council i I After Meeting OD, Ppr years §34090 et seq. • i • Agreements-Council- *IlionOther contracts are maintained Approved Non-Infrastructure t by the Lead Department F that are NOT Imaged i managing the contract Covers o' i E&O Statute of Limitations; includes all contractual ,E,.,: , . Published Audit Standards=4-7 obligations(e.g.Amendments, , years;Statute of Limitations: . Scope of Work or Successful Compietion# Yes: Before Mag, Mfr, Yes: Upon Ci'y Clerk CC-002 P Completion 10 years S/I Contracts&Spec's=4 years, , Proposal) 1D years . Completion OD, Ppr Completion P ) 1111! Wrongful Death=comp. +5 is '' • years, Developers=comp. + 10 , Examples of NON-Infrastructure: ilip I HiEi years;Statewide guidelines . Consulting,disposal,City Manager propose termination+5 years; employment contracts,leases, loans,mutual aid,professional CCP§§336(a), 337 et.seq., services,services,etc. iiiiiihill GC§34090 € .• b P • °2 Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved o Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 • Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive I t Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Retention. „ • ,. Options M=Mfr Imaged& Center) 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). . Agreements-Council- i!inic"illiiiiiiiiritii: iiii!iiiii ill .. Approved If Imaged, t.: Other contracts are maintained Infrastructure,CIPs,MOUs,• by the Lead Department MOAs t managing the contract; _" Department Preference;All includes all contractual I ' infrastructure, JPAs, &Mutual • ° • obligations(e.g.Amendments, E I Aid contracts should be o• Scope of Work or Successful permanent for emergency Yes: Before Ma Mfr, Yes:•Upon Cid Clerk CC-003 Proposal) Completion P l P € g' S p preparedness; Statute of Completion OD, Ppr Completion Limitations is 4 years; 10 years • w Examples of Infrastructure: for Errors&Omissions; land • Architects,CaIPERS,CIPs(Capital records are permanent by law; I• mprovement Projects,)franchise agreements, subdivision d CCP§§337. 337.1(a), 337.15, improvement agreements, 343; GC§34090, Contractor • development, Joint Powers, has retention requirements in MOUs,settlement, water rights, 48 CFR 4.703 etc. City Clerk CG004 Annexations/Boundaries/ 5 years p p Mag, Mfr, S/I Yes Land Records;GC§34090 Consolidations/LAFCO ...:... OD, Ppr • Applications for Boards, Duration of Duration of Department preference; GC City Clerk CC-005 Commissions or Committees- Service+ I Service+ . Mag, Ppr §34090 Successful • 2 years 2.years Applications for Boards, City Clerk CC-006 Commissions or Committees- 2 years 2;years . Mag, Ppr GC,§34090 . - . Unsuccessful ; . b P Los Altos Hills, CA. ©1995-2012 Gladwell Govemmental Services,Inc.-all rights reserved t Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver. 3.0 • • RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of • Retention No. Records Description Retention/Disposition . Comments/Reference Record , Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged& m-;iiii:iiiiioic NH 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Securities(Performance 1111110- i Bonds, Letters of Credit, CD's, •Release of Releas etc.)are released after the Bonds: Construction Bonds/ Mag, Mfr, Notice of Completion is issued eof City Clerk Subdivision Bonds Bond/ gond/ OD, Ppr S No and replaced with the Warranty 7� Security Security _. Bond,which is released 1 year o after the Notice of Completion date. GC§34090 8 Superseded Superseded Department preference; GC qty Clerk City Council Policies g,+2 years 2 years ' MaPpr + §34090 Department Preference; I Covers various statute of Settlement+ Settlement+- Yes: Until Mag, Mfr, Yes:After City Clerk Claims(Liability Claims) S limitations; CCP§§337 et seq.; 5 years 5years Resolution OD, Ppr QC&OD GC§§911.2, 945.6, 34090, G illi,, , 34090.6; PC§832.5 Insurance Certificates(for If they cannot be matched with • Contracts,Vendors, and City- an agreement,the department City Clerk issued Certificates etc.) •11 years i 11 years `, Yes: B• efore. Mag Mfr, S Ye's: 2 years maintains it for 11 years to ill • . ,..• Completion OD, Ppr ensure all statute of limitations That cannot be matched to an have expired; CCP§337 et • agreement or contractseq.; GC§34090 i When no When no :44-Longer Longer Department Preference; Required- Required Covers various statute of Yes: Until Mag, Mfr, Yes: After City Clerk Lawsuits/Litigation Minimum Minimum S limitations; CCP§§337 et seq.; Final Ftnal Resolution . OD, Ppr QC&OD GC§§911.2, 945.6, 34090, Resolution+ Reaglutior`►+ 34090.6; PC§832.5 5 years ._ 5 y0iir5 b i Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved ice, Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 • Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Retention No. Records Description • • Retention/Disposition Comments/Reference Record - Inactive Image: ' Destroy (OFR) Active (Records Total Vital? Media l=Import Paper after Retention Options M=Mfr Imaged (in office) Center) i & 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, complaints, claims,public records act requests, audits and/or,investigations suspend normal retention periods(retention resumes after settlement or completion). Committee Rosters/Boards, "' • City Clerk Superseded Superseded,, Mag, Ppr Preliminary drafts; GC§34090 Commissions and Committees Economic Interest Filings City maintains original (FPPC 700 Series Forms- l ." Mag, Mfr, statements; GC§81009(e)&(g); Clerk • ' 2 ears 5 ears 7 ears S/I Yes Statement of Economic Y y ifiii,,.,.. y.,,,,... ..; OD, Ppr GC§81009(0&(g);2 CCR o Interests): ALL 18615(d) o FPPC Form 801 (Gift to iiiipiii iiiiIiiiiilli,,,iMust post on website;2 CCR Ct`ty Clerk 4 years years ' Mag, Ppr �, Agency Report) 18944.2(c)(3)(G) FPPC Form 802(Tickets Must post on website for 4 ciiy Clerk Provided by Agency Report) 7 years 7 yearsi Mag, Ppr years;GC§81009(e) FPPC Form 806(Agency I City •Clerk Report of Public Official 2years 2 Must post on website;2 CCR. p years Mag, Ppr 18705:5; GC§34090 Appointments) • • b OD CD Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 02/28/2013 LA) Do not duplicate or distribute without prior written permission from GGS(909)337-3516 p Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Retention No. Records Description Retention I Disposition Comments/Reference Record Inactive Image: Destroy (OFR) Active (Records Totalui Vital? Media I=Import Paper after (in office) Retention._. Options M=Mfr Imaged& Center) 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). v_....__ _ . ..li 0:ELECTIONS -CONSOLIDATEDI(In-the:,event the;County,does not conduct-the`'City,'s election) rv_. 0 Prop.218 Fees&Charges: City Clerk CC-013 2 years Rpyearsi ;._ Ppr GC§53753(e)(2) Ballots and/or protest letters i . . Prop:218 Fees&Charges: I Mag, Mfr, Cir Clerk CC-014 Master Mailing List/ 2 years 2 years GC§34090 N Certifications OD, Ppr 0 6' Prop.218 Fees&Charges: Transitory records not retained Cly Clerk CC-015 Undeliverable Mail 3 months 3 months . Ppr in the ordinary course of ti business; GC§34090 w • Campaign Filings(FPPC 400 1flif111111 i... Series Forms): I Mag, Mfr, S Yes: After 2 Paper must be retained for at City Clerk CC-016 2 years P P SUCCESSFUL CANDIDATES OD, Ppr years least 2 years; GC§81009(b)(g) (Elected Officials) gm '' igr, HE Campaign Filings(FPPC 400 Series Forms): Mag, Mfr, Yes: After 2 Paper must be retained for at City Clerk CC-017 5 years 5„years S UNSUCCESSFUL i. I OD, Ppr years least 2 years; GC§81009(b)(g) CANDIDATES ,„„,,,,: ,,,:.,,: im • Campaign Filings(FPPC 400 a._. Series Forms): THOSE NOT Hiit Paper must be retainedfor at City Clerk CC-018 REQUIRED TO FILE 4 years 4;:years . Mag, Ppr least 2 years; GC§810 f(b)(g) ORIGINAL WITH CITY CLERK i (copies) I., Campaign Filings(FPPC 400 ' Series Forms): OTHER Paper must be retained for at City Clerk CC-019 7 years ••;Wyeargliiq Mag, Ppr COMMITTEES(PACS-not least 2 years; GC§81009(c)(g) candidate-controlled) . ....... ::.' b Po Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved a Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/201.3 Ver.3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of • Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive i Image: Destroy • (OFR) • Active (Records Total Vital? Media I=Import Paper after , (in office) Center) (Retention Options M=Mfr Imaged& S=Scan QC'd7 If the record is not listed here, refer to the Retention for City-Wide Standards lip 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Department Preference; i i Statewide guidelines proposes 4 years for successful Candidate File: Nomination Term of iiiiipilitetwofiliililin candidates, 2 years for Papers,Candidate Statements, City Clerk CC-020 Office+4 Office+411 Mag, Ppr unsuccessful; CA law states etc.-SUCCESSFUL .. CANDIDATES years 1 years term of office and 4 years after i -Ill o i;; the expiration of term and does not delineate between the two; • ,4111! _=,;;iii EC§17100 •P j ii.......1 u' . ..: _ .,. - Statewide•guidelines proposes I 4 years for successful Candidate File: Nomination iiii6 candidates,2 years for Papers, Candidate Statements, Election+4 Election+4 unsuccessful; CA law states City Clerk CC-021 Mag, Ppr etc.-UNSUCCESSFUL • years years " term of office and 4 years after CANDIDATES the expiration of term and does not delineate between the two; H EC§17100 iii9 i • Elections-GENERAL, I ;;;; WORKING or I iiiiM ADMINISTRATION Files l =' City Clerk CC-022 (Correspondence, Precinct 2 years ! 2>:years Mag, Ppr GC§34090 Maps, County Election iiiii Services, Candidate ` Statements to be printed in the imiciiiiiiiiiii' • Sample Ballot,etc.) l l Elections-HISTORICAL E I City Clerk CC-023 (Sample ballot, copies of 2 years P i P Mag, Mfr, S • No Retained for Historical Value, resolutions,final results) ; : OD, Ppr GC§34090 -u Po Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved iA Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK - Page CC-7 Office of. Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive i Image: Destroy .• Active Total Media I=Import Paper after (OFR) , (Records Vital? • (in office) Retention .. Options• . M=Mfr Imaged& • Center) .. 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, complaints, claims,public records act requests, audits and/or investigations sus end normal retention periods(retention resumes after settlement or completion). Elgi' iiiii Not accessible to the public; Results or Results or ;, The 8 month retention applies �j Elections-Petitions(Initiative, Final • • I"Final after election results, or final City Clerk CC-024 Examination, Examination;; Ppr examination if no election, Recall or Referendum) • if No Election if NoElectiionunless there is a legal or FPPC ?? +8 mo. i +'8 oto mu proceeding. EC§§17200, 017400 . Cbr Clerk CC-025 Ethics s Training-Certificates • -2 years 3 years t 5 years Mag, Ppr GC§§34090, 53235.2(b) w Grand Jury Reports(Pertaining Department preference City Clerk CC-026 5 years 5 years ' Ppr (matches the retention of the to City Operations) Grand Jury); GC§34090 gi:iiii !''iiFe3g me; City Clerk determines historical Historical Records&Historical significance; records can 1, i address a variety of subjects Projects(e.g. Incorporation, Mag, Mfr, • City Clerk CC-027 City Seal,Awards of significant P iiiimil P OD, Ppr S No and media. Some media(e.g. dik historical interest,etc.) ,;miiiiiiiiiim audio and video tape)may be 11, t i limited because of the media's €E tiiii !Ailiiiiiiilife expectancy; GC§34090 List of City Council Members ! • Mag, Mfr, Yes: After Department preference; GC City Clerk CC-028 2 years P P S/I. and Mayors i OD, Ppr • QC&OD §34090 City Clerk CC-029 Minutes(City Council) 10 years P i PI Yes(all) OD' Ppr, S No , GC§34090 b P °� Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved rn Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Retention;.., Options M=Mfr Imaged& Center) 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion).'. Municipal Code Administration, Department preference; GC City Clerk CC-030 Distribution,etc. 2 years 12 years :: Mag, Ppr §34090 .� I i :. Municipal Code and History City Clerk CC-031 File(always retain 1 2 years P P OD, Ppr S No GC§34090 , supplement) i I CRy Clerk CC-032 Newsletters("Our Town") 2 years P 1 p ` t Mag, Mfr, S . No Department Preference; GC o. I OD, Ppr §34090 et seq. liiiiPT liiiii'FiDepartment Preference; Statute of Limitations: Public official misconduct is I discovery of offense+4 • Oaths of Office-Council, ' years, retirement benefits is Separation+ on Separati + Mag, Mfr, City Clerk CC-033 Board and Planning 6 years '4.7.:,§,years,„,""' OD, Ppr S No 6 years from last action; Commission Members statewide guidelines propose Termination +6 years; GC§§36507, 34090; PC §§801.5, 803(c); 29 USC ,: I.: 1113 • City Clerk CC-034 Ordinances(City Council) P `P Yes(all) Mag, Mfr, S No GC§34090 et. seq. . I OD, Ppr b CICQD Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved 41. Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 • Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 • Office of Retention No. Records Description Retention/Disposition Comments/Reference Record • Inactive ` t Image: Destroy Active Total Media I=Import Paper after (OFR) (Records ,, Vital? (in office) Center) Retention,.,., Options M=Mfr Imaged& i 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Petitions(submitted to CouncilliEl ' • on any subject. Examples: l parking requests,traffic calming requests, etc.). ii City Clerk CC-035 2 years 2 years Mag, Ppr GC§34090 r NOT Elections Petitions/ p o Initiative, Recall or l Referendum petitions o i i .7. Proclamations/ _,,,, ; iaiii (1y Clerk CC-036 Commendations/Memoriums/ 2 years 21yearsl Mag, Ppr • GC§34090 Recognitions, etc. Proof of Publication/Publiciiiii , iiiir i City Clerk CC-037 Notices/Certificate of Posting 2 years l 2 years :iiiiiiii' Mag, Ppr GC§34090 (Usually kept with Project Files) ufl, Real Property-Records that .:,..i,..: ;,i,,,,, Affect the Title to Real Property l • City.Clerk CC-038 (Abandonments, Deeds, 2 years' P • P ( i 'I Mag, Mfr, S/I No GC§34090 Easements, Liens,Vacations, . OD, Ppr etc.) 1 Recordings/Tapes of City l t Tape Department preference; State City Clerk CC-039 Council Meetings-Audio 2 years 2iyearsmi--- (Mag), law only requires for 30 days; Recordings/Cassette Tapes .... ,, ;;„_.i.... OD GC§54953.5(b) • • ' i_ i � Department preference;Video Recordings/Tapes of City iiiiigigrecording of meetings are only City Clerk CC-040 Council Meetings-Video 10 years P P Mag, OD • Recordings/DVD-R i required for 90 days; GC ! §§34090.7, 34090 b P °Q Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved co Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 • Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Retention No. • Records Description Retention/Disposition Comments/Reference Record Inactive i . € Image: Destroy • Active total Media I= Import iii ota I Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged& Center) , 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Recordin s/Ta es of Ci ?_ Department preference;Video g p ty recording of meetings are only40 City Clerk CC-041 Council Meetings-Video 10 years 10`years - Mag,OD required for 90 days; Recordings/VCR q y ; GC §§34090.7, 34090 ...i Records Destruction Lists/ . Mag, Mfr, Yes: After Department Preference;GC CO Clerk . CC-042 Certificates of Records ' • 10 years iO years S Destruction NI I OD, Ppr QC&OD §34090 et.seq. Records Retention Schedules/ liNg HiiilMEWMag, Mfr, Cay Clerk CC-043 Amendments to Records 10 years P P OD, Ppr I • GC§34090 et.seq. -F Retention Schedules p iiili] MEW-hiv 't-L' ; City Clerk CC-044 Request for Public Records 2 years 21 years Mag, Ppr GC§34090 City Clerk CC-045 Resolutions(City Council) P i (all) Mag Mfr, q P; Yes S No GC§34090 et.se OD, Ppr Subpoenas/Discovery City Clerk CC-046 Requests/Personal 2 years '.' 2years, Mag, Ppr GC§34090 Appearance/Duces Tecum P _ •. . . . • • • . . • • . . . • . . b P Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved • t Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 • Ver.2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive I Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged& Center) 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). When No 'When No;'' City Chron Files: City Manager, City Longer longer Manager CM-001 Council, City Clerk Required- i Required €' Mag, Ppr GC§34090 • Minimum 2 Minimum:2 Hi:years ;years i; When No hen No` Longer(DbitY Department Files Required- Required ' Mag, Ppr Department Preference; GC 11Xanager Minimum 2 Minimum 2 §34090 ,;i; 5' yearsyears .A Projects, Programs, Events, When No When No 'amity Subject&Issues(Issues and/or Longer Lodger , Yes: While Manager/ CM-003 Required- Required- Active Mag, Ppr GC§34090 projects will vary over time-e.g. Lead Dept. Minimum 2 Minimum 2 Issues Hotels, Developments,etc.) years yearsl City Special Event Permits(Includes Expiration+ :Expiration+' Yes: During CM-004 Class or Mag, Ppr GC§34090 Manager Indemnification Agreement) 2 years 2 years ;, Program When No :::Wheii:NI:iiiiii City Speech Notes/PowerPoint Notes, drafts, or preliminary Manager CM-005 Presentations Longer LprDger ,, Mag, Ppr documents; GC§34090 et seq. Required Required :i • • b • w g Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved 8 Do not duplicate or distribute without prior written permission . Adopted: 02/28/2013 Ver. 3.0 RECORDS RETENTION SCHEDULE: ENGINEERING & PUBLIC WORKS Page E&PW-1 Office of Retention No. Records Description • Retention I Disposition Comments I Reference Record Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media 1=Import after • (in office) imgetenoonlill Options M=Mfr Center) 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). When NoWhen No Longer Langer Mag Finals are maintained by City Abandonments /Vacations Yes: After Clerk; Department file may City Clerk ENG-001 Required- Required Yes(all) Mfr, OD, S (Streets)/Survey File QC&OD include correspondence; GC Minimum 2 1..MintlinOtif 2 Ppr years years §34090 et seq. l Pt Iic Works ENG-002 Aerial Maps/Photographs-Analog P i Mag' Yes: After Department Preference; GC / ineerin or Digital&Index to Aerials P Mfr, OD, S/I .gig 9 g i° 1 i Ppr QC&OD §34090 Pylic Works • i.` Mag, Yes: After Department Preference; GC ENG-003 Benchmarks P i P Mfr, OD, S/I /Engineering , i Ppr QC&OD §34090 Some grant funding agencies i ! Ver. 3.0 RECORDS RETENTION SCHEDULE: ENGINEERING & PUBLIC WORKS Page E&PW-2 . Office of Retention No.I Records Description Retention/Disposition Comments/Reference Record Destroy Inactive , 1i 111111i1 Image: Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) tgetentiOnaqi Options M=Mfr Center) 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). • Capital Improvement Projects(CIP): i lPermanent File tl ' Plans,Specifications&Addenda, ; Department preference; ;d Agreement/Contract,Successful l Yes: retained for disaster Public Works Proposal,Change Orders,EIRs, Upon " Yes: Until Mag, Complet. preparedness purposes; o ENG-005 P P 1 . Mfr, OD, S/I /Engineering Negative Declarations,Categorical Completion Completed +10 Statewide guidelines propose 5. Exemptions,Materials Testing Reports, ; ; Ppr years Permanent for Infrastructure - Grading Permits,Insurance Certificates, plans; GC§34090 Hazardous Materials Plans,Notice of . '' Completion,Photos,Soils Reports, :.,:;i,,,," ;a,,::: Studies,Submittals,Surveys,etc. Copies- Copies Public Works Capital Improvement Projects(CIP): When NoWhen'No :'. /Engineering ENG-006 Unsuccessful Proposals Longer +Longer Mag, Ppr GC§34090 Require iiiiiPettniredmiil mi When No When No Public Works CCTV Collection Line Inspection Longer Longer . ' Department Preference . ENG-007 Tapes/Video Inspections/Video Required- Required Mag (preliminary drafts); GC /Engineering Tapes or Digital Recordings Minimum Minimum .' §34090 et seq. • Superseded Superseded When NoWhen No ' •Longer 1 Longer Mag, Finals are maintained by City Deeds, Easements, Rights of Yes: After Clerk; Department file may City Clerk ENG-008 Required- Required Yes(all) Mfr, OD, S Ways,Covenants, Liens QC&OD, include correspondence; GC Minimum 2 Minimum 2 Ppr years years , §34090 et seq. .d • °° Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved N Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:.02/28/2013 • Ver. 3.0 RECORDS RETENTION SCHEDULE: ENGINEERING & PUBLIC WORKS Page E&PW-3 • Office of Retention No.I Records Description Retention/Disposition Comments/Reference Record • •.'"1!!!!!" Destroy • Inactive Image: Paper Active Total Media 1=Import (OFR) (in office) (Records IiiiiRetention Vital? Options M=Mfr after Center) Imaged& .::::p.!1111111 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Public Works i t Mag, , Yes: After Department Preference; GC ENG-009 Design&Construction Standards P P Mfr, OD, S/I /Engineering Ppr QC&OD §34090 i • Drafts should be destroyed; Drawings, Maps, Plans and Record Some maps are also retained Public Works ENG-010 Drawings, Large-Format Drawings, P I P i Mag, Yes: After by Planning; Selected maps Yes(all) Mfr, OD, S /Ibgineering Survey Record Maps, Capital I Ppr QC&OD are retained in Public Works Improvement Project"As-Builts") for administrative purposes; - GC§34090, 34090.7 Encroachment Permits- Public Works ENG-011 Permanent Encroachments P IIIiriii P. Yes(all) Mfr M g,OS Yes: After Department preference; GC /Engineering i Ppr QC&OD §34090 et seq. Driveways, Utilities Connections Engineering Studies/Surveys- When No When No Longer Longer Mag, Public Works Preliminary Studies/Project Yes: After Department Preference; GC ENG-012 Required- Required °' Mfr, OD, S/I /Engineering Assessments(Not Acquired or QC&OD §34090 Minimum 2 Developed) Minimum 2; Ppr . years years i Public Works Engineering Studies/Surveys(City I I Mag,• Yes: After Department Preference; GC /Engineering ENG-013 Built Projects) P i P Mfr, OD, S/I g g l Ppr QC&OD §34090 When NoWhen No Public Works Longer LongeP Department Preference; GC ENG-014 Flow Measurements Required- iiRequIred ? Mag, Ppr /Engineering Minimum 3 Mrmmum'3 §34090 . years ,. years ro p crA Los Altos Hills, CA. ©1995-2012 Gladwell Govemmental Services,Inc.-all rights reserved • w Do not duplicate or distribute without prior written permission from GGS(909)337-3516. Adopted: 02/28/2013 • Ver. 3.0 RECORDS RETENTION SCHEDULE: ENGINEERING & PUBLIC WORKS Page E&PW-4 Office of Retention No. Records Description Retention/Disposition • Comments/Reference Record l Destroy iiImage: Inactive Paper Active Total, I Media • I=Import (OFR) (Records Vital? • after (in office) Retention ;; Options M=.Mfr. Center) Imaged& l 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Public Works Geotechnical and Soils Reports; i Mag, Yes: After Department Preference; GC ENG-015 Hydrology Reports(Authored by the P P' Mfr, OD,. S /Engineering City) s Ppr QC&OD §34090 When NoiiiiliWher No • Department Preference; Pglic Works NPDES Monitoring and Inspections- Longer Longer Monitoring records required for ENG-016 Required- Required ' Mag, Ppr /Etigineering Stormwater Minimum 3 Mmimum!3 3 years;40 CFR§§122.21, 0 122.41; CCP§337 et seq. $ years years Project File: Assessment District/ • • i Community Facilities Districts/ i l `a Maintenance District/Landscape& I Department Preference; Public Works Lighting/Street Improvement I i ' Yes: Until Mag, Yes: After Statute of Limitations is 4-10 ENG-017 P ..h P ,i::::,' Completed Mfr, OD, S/I QC&OD years(for Errors&Omissions); /Engineering District Projects/Underground p Ppr - • CCP§§337.337.1(a), 337.15, Utility Districts 343; GC§34090.7 (FORMATION,BOUNDARIES, ENGINEERS REPORTS, MAPS) 11111#..iiiiiipll!!!!!Ting Copies- Copies When No When No Mag' Yes: After Finals are maintained by City 0 City Clerk ENG-018 Real Property Acquisitions/Sale Yes(all) Mfr, OD, S Longer Longer Ppr QC&OD Clerk; GC§34090 et seq. Required Required Copies- Copies Mag When No When No ' Yes: After Finals are maintained by City City Clerk ENG-019 Reimbursement Agreements Longer Alia Longer Yes(all) Mfr, OD, S QC&OD Clerk; GC§34090 et seq. 1. 1 Ppr Required • Required t i • Public Works Mag' Yes: After Department Preference;.GC ENG-020 Sewer Map Superseded Superseded Mfr, OD, S/I QC&OD §34090 /Engineering tiON! Ppr -0 • w C 1(51i Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved .,. Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver. 3.0 RECORDS RETENTION SCHEDULE: ENGINEERING 4 PUBLIC WORKS - Page E&PW-5 • Office of Retention No. Records Description Retention/Disposition 'Comments/Reference Record Image: Destroy Inactive Paper. (OFR) Active • (Records Total l Vital? Media I=Import after (in office) Retention Options M=Mfr Center) S=Scan Imaged& • QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards . • Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). i Ii!ill Department Preference; • Public Works Sewer System Management Plan Superseded Superseded Monitoring records required for • /Engineering ENG-021 (SSMP) +2 years +2 years Mag, Ppr 3 years;40 CFR§§122.21, i } ; 122.41; CCP§337 et seq. T I , Required for a minimum of 5 • Public Works SSOs(Sanitary Sewer Overflows)/ Resolution+ Resolution,+, years;40 CFR 122.410)(2); o ENG-022 Mag, Ppr /E�igineering Spills 5 years 5 years, ;` SWRCB Order 2006-03;40 iii _ € CFR 122.41(j)(2); GC§34090 w When No When No Drafts/source records entered Longer tillriiLOrVer Public Works into database and not retained /Engineering ENG-023 Studies-Transportation Required- R ' Mag Ppr equiredin the ordinary course of Minimum 5 illilinlinumi5F years years business; GC§34090 When No IiiiIINVIJArtil.N44 LongerLonger• l Public Works ENG-024 Tra •ffic Complaints Required- Required Mag, Ppr Department preference; GC 40 Minimum 2 Mmimuei1 ' yearsyears _.;,,,. When No Where I'Q ! Brown Act challenges must be Traffic Safety Committee Longer Longer Public Works filed within 30 or 90 days of ENG-025 Required- Required Mag, Ppr /Engineering AGENDAS,AGENDA PACKETS. Minimum 2 'Minimum';'2 action; GC§§34090, years t yea's - 54960.1(c)(1) -d P °Q Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved LA Do not duplicate or distribute without prior written permission from GGS(909)337-3516, Adopted: 02/28/2013 Ver. 3.0 RECORDS RETENTION SCHEDULE: ENGINEERING & PUBLIC WORKS Page E&PW-6 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Hem' Inactive ° Image: Paper , Active €Totals Media I=Import (OFR) (Records Vital? after (in office) iilliletent!ortgii Options M=Mfr Center) Imaged& 1..:: 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Traffic Safety Committee 1 1 Notes taken to facilitate the , Mag, writing of the minutes can be Public Works Yes: After . ENG-026. P IIIIIP Yes Mfr, OD, S destroyed after minutes have 1 1 10 years BYLAWS Ppr been adopted; GC§34090 et seq. Pudic Works Mag' Yes: After Department preference; Drafts / ineerin ENG-027 Traffic Signals P ;,P Yes Mfr, OD, S should be destroyed; GC 9 g 1 1 Ppr QC&OD §34090 _ F When ,1100,,,,,W:499-1:114i; Department preference Pulalic Works Superseded- Superseded Mag' Yes: After (required every 5 years, but ENG-028 Traffic Speed Surveys • Mfr,OD, S /Engineering Minimum 2 Minimum 2 P r QC&OD can be extended to 7 or 10 years years, p years); GC§34090 When No : When=:No . • Longer . • Longed Mag, Public Works Traffic Studies/Traffic Counts/ Yes: After Department preference; GC ENG-029 Required- Required Mfr, OD, S /Engineering . Traffic Calming Requests Minimum 2 • Minim'um#2 Ppr QC&OD §34090 • years 1 iiiiiip.404.17* _• • • • • • • . . . . . . • . . • b Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved CP, Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver. 3.0 RECORDS RETENTION SCHEDULE: ENGINEERING & PUBLIC WORKS Page E&PW-7 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Inactive t Image. Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Retention Options M=Mfr „ Center) S=Scan Imaged& I I 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). U LIC=WORKS/„OPERATIONS;. Public Works PW-001 AQMD Permits(Generators, etc.) When When i •Mag, Ppr Department Preference; GC /Operations Superseded Superseded.., §34090 • !"--,1!],iiilliiiii•-:lilliiiii Generator Operation Logs(for fixed Department Preference(2 Pailic Works 1 i /Operations PW-002 /stationary generators)/ 2 years 2 years Mag, Ppr years is required by AQMD); QInspections :41111I GC§34090 ° • _l . I Department Preference(test _....._. __iii .. iiimi results for hazardous waste Pdblic Works Hazardous Waste Manifests/ t 1 ;` generators are required for 3 /Operations PW-003 Certificates of Disposal 5 years P P Mag, Ppr p p years);40 CFR 262.40, 8 CCR ::: _ :,'1,1111!!!1 3204(d)(1)(A),22 CCR 11111Yilir.11111:7 '111 66262.40 . Lift Station-Inspections, When No When No Public Works Maintenance, Repairs, Service Longer Longer .. Department Policy;WC /Operations PW-004 Requests,Alarm Recording, Logs, Required- Required, • Mag, Ppr §13263.2(b)et seq.;40 CFR Charts, Flow Monitoring,Voltage Minimum 2 1,,MiniMuM12p 122.41(j)(2)GC§34090 • Readings, Permits years ;iyears ;;; . I Life of Public Works Operations&Maintenance Manuals Life of Facility Department Preference; GC PW-005 Facility or Mag, Ppr • /Operations (O&M Manuals) or Equipment §34090 et.seq. Equipment. i OSHA requires 5 years; State Public Works OSHA Inspections&Citations, Log law requires 2 years; 8 CCR PW-006 5 years t 5 years Ppr /Operations 200 and Log 300, 301,301A §3203(b)(1), GC§34090; LC i §6429c . , -o . °° Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver. 3.0 RECORDS RETENTION SCHEDULE ENGINEERING & PUBLIC WORKS Page E&PW-8 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active 'Totals Media I=Import (OFR) (RecordsVital? after (in office) Retention Options M=Mfr Center) Imaged& 1 S=Scan (1C'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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Pre-Trip Inspections/DOT Program iiiiiiipig Public Works PW-007 /CHP Inspections/Vehicle Safety 2 years 2 years Ppr GC§34090 /Operations Checks/Daily Vehicle Inspections/ sEs Daily Equipment Checks gl .iiiiini iiiiiiiiiiiiiiiiii-iiiiiiiii . Ptlic Works SanitarySpills and Overflows Mag' Yes: After If treating water, required for 5 PW-008 5 years 5 years° Mfr, OD, S/I QC&OD years;40 CFR 122.41 Q)(2) /Operations (SSOs) s P r r P Public Works Sewer Line Maintenance, Cleaning, Imp - Department Policy;WC /Operations PW-009 Repairs, Stoppage Calls, Spills, 10 years 10 years , Mag, Ppr §13263.2(b)et seq.;40 CFR Line Replacement 122.41(j)(2)GC§34090 Public Works • Surveys Issued by US Department ' /Operations PW-010 of Energy for Alternative Fuel 2 years s 2 years Mag, Ppr GC§34090 Vehicles , . When No When No Longer Longer= Public Works Tree Arborists Reports/Letters to Department preference; GC • PW-011 Required- Required Mag, Ppr /Operations Property Owners „ §34090 Minimum 2 Minimum 2 years s.....Years „„,, iiiiii -1•T1111111 Department Preference(the Public Works PW-012 Underground Service Alerts USA's 5years ..!-5Fliears 'Mag, P r warrantee period for work done /Operations g (USA's) y p s i years);is 5 GC§34090 • • b p 00 Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved o Do not duplicate or distribute without prior written permission from GGS(909)337-3516, Adopted: 02/28/2013 . Ver.:3.0 - RECORDS RETENTION SCHEDULE: ENGINEERING & PUBLIC WORKS Page E&PW-9 • • Office of Retention No: Records Description Retention I Disposition Comments/Reference • Record • -1111i° Destroy • . Imager Inactive s Paper (OFR) Active (Records Total Vital? Media 1=Import after in office) Retention Options M=Mfr ( Center) ,: p S=Scan Imaged& QC'd? if the record is not listed here, refer to the Retention for City-Wide Standards . • Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file.folder. Litigation, complaints, claims,public-records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). I::;:. Department Preference; If a 411/ t '' motor carrier, required for 18 Vehicle&Equipment History Files Disposal of Disposal of, months after vehicle is sold; Public Works Vehicle or Vehicle or CHP requires life of vehicle; PW-013 Mag, Ppr OSHA requires 1 year; 8 CCR /(ierations Maintenance, Smog Certificates, Equipment+ Equipment+; o Registrations 2 years _ 2Eyears § 6 21(b)(1);49 CFR • c 396.21(b)(1);49 CFR 396.3(c); 5" I CCP§337 et. Seq., GC §34090 "; When No Whed No Public Works PW-014 Routine Inspections/Engineering RequLonired- RegU9ed Mag, Ppr Department preference; GC /Operations Notes(Photos,etc) Minimum 2 MiflimutYi 2' §34090 years I years IR Service Requests/Work Orders- • NOT entered in CMMS Database I When No When No (or partial information entered into Longer Longer Public Works CMMS Database) Department preference; GC • PW-015 Required- Required ..k Mag, Ppr /Operations Minimum 2 Minimum 2 §34090 (Division providing service retains originals;.Division requesting years ears service is considered a copy) l ;I. • • .-v A Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver. 2.0 RECORDS RETENTION SCHEDULE: _PLANNING & BUILDING Page PL&B-1 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Destroy Inactive Image: Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention.,., Options M=Mfr Center) 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). �BUILDINGlb Department preference; Building Permit Applications When No - Wher No Preliminary drafts not retained Building BL-001 where the Permit was Never Longer i Longer - Mag, Ppr in the ordinary course of Issued(Expired or Withdrawn) Required gpReqUireciai, business; CBC§104.7; F i • H&S§19850, GC§34090 Department Preference-Data wilding BL-002 Building Permit Database Indefinite Indefinite.: Yes(all) Mag is interrelated; GC§34090, H&S §19850 Building Permits(Includes Geology Mag' Yee. Statewide guidelines propose Building BL-003 P i P Yes(all) Mfr, OD, S permanent; GC§34090, H&S and Soils Reports) Ppr QC&OD 519850 I f Law does not require plans to : be filed for dwellings less than 2 Building Plans and Construction I I stories, garages& Documents -Finalled-SINGLE Mag, appurtenances, farms/ranches, Building BL-004 P P;i Yes(all) Mfr; OD, S Yes: After 1-story with bearing walls less , FAMILY RESIDENTIAL-SFR and QC&OD APPURTENANCES Ppr than 25; CBC requires 180 days from completion date; CBC 104.7& 107.5, H&S§19850, GC§34090 p Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved o Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 • Ver.2.0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING Page PL&B-2 • Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total i Media 1=Import Paper (OFR) (Records Vital? after • (in office) ;Retention Options M=Mfr Center) . 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). • • Department Preference; Law . ` ' requires for the life of the • Building Plans and Construction i building for commercial and 13�ilding BL-005 ag, Documents-Finalled- . P IP . Yes(all) Mfr OD, S Yes: After common interest dwellings only; �, INSTITUTIONAL,PLACES OF QC&OD Statewide guidelines propose 2 o PUBLIC ACCOMMODATION Ppr years for blueprints& c l specifications; CBC 104.7& 107.5, H&S§19850, GC§34090 w Mag, Yes: After Department Preference; GC Building BL-006 Certificates of Occupancy P 1 gyp 11110, Yes(all) Mfr, OD, S 1 Ppr QC&OD §34090 itiRliiii Building BL-007 Complaints(Written) 2 years 2 yeas Mag, Ppr GC§34090 Construction Notices/Inspection i • Notices When No When No Building BL-008 (correction notices,compliance Longer Longer Mag, Ppr Preliminary Drafts; GC§34090 • orders, stop work notices, etc.) Required Regwretl I • 1 When No 1 When WO Preliminary drafts not retained Building BL-009 Reports: Building Activity Longer aiiiiliLonger ` Mag, Ppr in the ordinary course of Required Required • , business; GC§34090 et seq. 11 Requests&Permissions to Receive Building BL-010 2 years 2 years Mag, Ppr GC§34090 et seq. Copies of Plans Uniform Building Codes/California • Building BL-011 Building Code P P' Mag, Ppr GC§50022.6 b P ao Los Altos Hills, CA. ©1995-2012Gladwell Govemmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 • 1 Ver. 2.0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING Page PL&B-3 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Inactive Image: Paper Active Total E ._° Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). y : :.,a , . . :• �.€.,,3». . , .';; ..,. ., .. ,» OD:FENFQ�CEME,:T, .. ., 3,,,,,. ,. ,.. ,. ,, . ,,r Code Enforcement/Abatement When No Whgn'No Department preference; Case is Longer Longer Code Case Files(Includes appeals and Yes: Until open until satisfactorily resolved Enforce. CE-001 Code Enforcement Complaint Required- Required Resolution Mag, Ppr Minimum 2 Milnrmum 2., (some cases are not resolved); Letters) CFC§104.3.4, GC§34090 years years o' L7.) • .,y Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved i°, Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver. 2.0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING Page PL&B-4 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Destroy Inactive Image: Paper Active • :11!1'"" Irotalimiiii Media l=Import (OFR) (in office) (Records Vital? after :iii:iRetentiona Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). PLANNING_ :, », R Brown Act challenges must be i 3 filed within 30 or 90 days of Affidavits of Publications/Public Project Pr(Sject action;Statute of Limitations on Planning PL-001 Approval+2 Approval+2 Mag, Ppr Municipal Government actions Hearing Notices/Legal Advertising o years years , is 3-6 months; CCP§§337 et seq,349.4; GC§§34090, 54960.1(c)(1) a Fnning Annexations/Boundaries/ Mag' Yes: After AND PL-002 5 years P P Mfr, OD, S/I Land Records; GC§34090 City Clerk Consolidations/LAFCO I Ppr QC&OD Applications for Entitlements/Site t I Planning PL-003 Development Plans-Exercised/ 5 years P P ! Mag, Ppr Department Preference; GC Completed §34090 When No : WhenNo • Applications for Entitlements/Site Longer Longer 3 Planning PL-004 Development Plans-Not Required- Required Mag, Ppr Department Preference; GC . Exercised/Expired Applications Minimum 2 Minimum 2, §34090 years lEillitiirgyeArgfirlilliii When No When Noi (Non-Records-Census Bureau PL-005 Census, Demographics Longer Longer Mag, Ppr• is OFR; GC§34090 et seq. Required Required I Usually filed in the project file; Environmental Determinations: Final environmental Environmental Impact Reports Mag, Planning • PL-006 (EIRs), Negative Declarations,etc. ) P I P.I Mfr, OD, S Yes: After determinations are required to Ppr • QC&OD be kept a"reasonable period of Inside City boundaries time'; 14 CCR§15095(c); GC §34090 b To Los Altos.Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved °; Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver. 2:0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING Page PL&B-5 • Office of Retention No. Records Description • Retention/Disposition Comments/Reference • Record Destroy Inactive i Image: Paper Active Total Ft . Media I=Import . (OFR) (Records Vital? • after (in office) Retention.:, Options M=Mfr Center) S=Scan Imaged& hi l 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Environmental Determinations: i i Non-records; EIRs and Environmental Impact Reports When No When Np Negative Declarations within.the Planning PL-007 (EIRs), Negative Declarations,etc. ) Longer Longer Ppr City Boundaries are with the Required Regw*ed I project file Outside City boundaries i [ • 0 General Plan, Elements and i t f Mag' Yes: After banning PL-008 - P P' Yes(all) Mfr, OD, S/I GC§34090 Amendments Ppr QC&OD Planning PL-009 Master Plans, Specific Plans, P P Rip! Mfr OD, S/I Yes: After Department Preference; GC Bikeway Plans, etc. Ppr QC&OD §34090 Planning Commission l i P Mag, Ppr Department Preference; GC Planning PL-010 P AGENDAS,AGENDA PACKETS. •. ; ifiiiiiiiiiE §34090 Planning Commission City preference; State law only Planning PL-011 AUDIO RECORDINGS of Meetings 2 years 2 years Tape requires for 30 days; GC 9 i (Mag) §54953.5(b) • /Audio Tapes Planning Commission i Notes taken to facilitate the Mag, writing of the minutes can be Yes: After Planning PL-012 P P Yes Mfr, OD, S destroyed after minutes have MINUTES,RESOLUTIONS& I Ppr 10 years been adopted; GC§34090 et BYLAWS l i seq. I Planning Project Files-Approved Temporary.uses; Department &Unapproved Temporary Yes: maintains complete files for Planning PL-013 Entitlements: , 2 years 2 years During Mag, Ppr Event administrative purposes; Temporary Signs,etc. I i GC§§34090 b Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 • Ver. 2.0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING Page PL&B-6 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Destroy Inactive i illiti Image: Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. ]iiiii Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Planning Project Files-Approved iiii Permanent Entitlements • (Includes Associated CEQA ' Noticing, Conditions of Approval, l Department preferences; Final Public Noticing, Environmental ; Mag environmental determinations ~ Determinations, Staff Reports, Yes: After are required to be kept a Darning PL-014 P 5 years p P Yes Mfr, OD, S o Plans&Maps) l 14 Ppr QC&OD CCR§15095(c); GC§§34090 w Examples: Conditional Use Permits 34090.7 (CUPS),Lot Line Adjustments,Parcel Effimpli Maps,Site Plans,Tentative I Subdivisions,Variances,Zone Changes, ir I etc. i When No WhertNo Department preference; Planning PL-015 Preliminary Review File Longer Longer Mag, Ppr Preliminary Documents(no Required Required application submitted); GC §34090 Project Log Index/Spreadsheet/ ; Mag' Yes: After Department Preference; GC Planning PL-016 P P Yes Mfr;OD, S/ Binders of Historic Actions E`.... t ; Ppr 1 year §34090 • When No !!1111vvheiviNb Longer Lohger I Planning PL-017 Special Studies Required- Required- ! Mag, Ppr Department Preference; GC Minimum 2 ::Minimum 2 • §34090 years lyears b P Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved Qn Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 • • Ver. 2.0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING Page PL&B-7 • Office of Retention No. Records Description. Retention/Disposition Comments I Reference Record Image: Destroy Inactive 44a, Paper Active Total 3 (OFR) (Records • Vital? after (in office) Retention:...; Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Mag, Department Preference; City Planning PL-018 Zoning Maps P P Yes(all) Mfr, OD, S No Clerk Maintains originals of all documents that were presented Ppr d.... :.::: ...: to Council; GC§34090.7 Zoning Ordinance Amendments, Mag' Yes: After Department Preference Manning PL-019 P P Yes Mfr, OD, S/I o Reclassifications/Zone Change Ppr 1 year (copies); GC§34090.7 a • • CICQD Los Altos Hills, CA. ©1995-2012 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 02/28/2013 Ver.3.0 .RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy' Y Active Inactive TotalMedia I=Import Paper after (OFR) (in office) (Records tention• Vital? ReOptions M=Mfr Imaged& Center) „,,,„„„I 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). FINANCE:/A D M I N I S T RATIO N Audit Reports/CAFR- liiII Finance/ FN-001 Comprehensive Annual Financial 2 ears P _,,, p Mag, Mfr, S/I Yes: After 1 Department Preference(copies); S Admin. Reports and related Audit Y ' • OD, Ppr year GC§34090.7 Opinions _ Department Preference(meets . I i municipal government auditing F�lance/ Yes: Until Mag, Mfr, Yes: After 1 standards); Statewide guidelines FN-002 Audit Work Papers • 2 years 5 years 7 years : S/ admin. ;„ Paid OD, Ppr year propose audit+4 years; 0 Published articles show 3-7 years; GC§34090 Fthiance/ Yes: Department Preference; Must be i; i ” Mag, Mfr, Yes: After 1 Admin. FN-003 Budgets-Adopted/Final 2 years P P Current OD, Ppr • S/I year filed with County Auditor; GC f Fiscal Year §34090.7,40802, 53901 Finance/ Budgets-Preliminary, Backup When No When No Yes: Admin. FN-004 Documents Longer Longer ' Current Mag, Ppr Preliminary drafts; GC§34090 . Required Required; Fiscal Year `; Department Preference(meets • Assessment Districts/ Life of the Life of the Yes: municipal government auditing Finance/ Mag, Mfr, Yes: After 1 standards); Statewide guidelines 0 FN-005 Community Facilities Districts, 2 years District+5 District+7 Current S/ Admin. OD, Ppr year propose audit+4 years; etc. - Financial Records years years Fiscal Year Published articles show 3-7 I ' years; GC§34090 Finance/ Single Audits/Transportation I Mag, Mfr, Yes: After 1 Department Preference(meets Admin. FN-006 Audits/PERS Audit, et. 5 years P I' OD, Ppr • S/Iyear municipal government auditing l.»: p standards); GC§34090 b P aCQD Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/28/2013 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Retention No. , Records Description Retention/Disposition Comments/Reference Record • Inactive I Image: Destroy • Active �Total • Media I=Import Paper after (OFR) (Records Vital? • (in office) Retention Options M=Mfr Imaged& Center) ......... S=Scan OC'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, complaints, claims,public records act requests;audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Accounts Receivable-ALL- Business Tax Applications, , " Finance/ • • Registrations and Renewals, • Department preference; Meets Accounts FN-028 Transient Occupancy Tax(TOT), 2 years 5 years 7years' Mag, Ppr auditing standards; GC§34090 Receivable Parking Citations, Parking et seq. Meters, Damage to Public • Property, Invoices to Outside o Entities, etc. F Department Preference; (meets Fi° I I municipal government auditing • ance/ Accounts Receivable: Leases/ Yes: Until Mag, Mfr; Yes: After 1 standards); Statewide guidelines Adbounts FN-029 2 years 5 years 7 years S/ Reeeivable Rent/Property Management , Paid OD, Ppr year propose audit+4.years; Published articles show 3-7 • i years; GC§34090 Finance/ Collections/Master Collection • i. Department preference List/Write Offs/Collection (negative information remains on Accounts FN-032 7 years 7 years Mag, Ppr Agency g y Assi 9nments(and a customer's credit rating for 7 associated disputes) i years; GC§34090 Finance/ Complaints/Customer ••:: 1111111iiir Accounts FN-033 2 years • 2 years . Mag, Ppr GC§34090 Receivable Complaints(high bills,etc.) 4111 I • • Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved g8 Do not duplicate or distribute without prior written permission • Adopted: 02/28/2013 , . Ver.3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive I Total Media I=Import Paper after (OFR), . (Records Vital? (in office) Retention • Options M=Mfr Imaged& Center) 1 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, complaints,'claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). FINANCE'I GENERAL:ACCOUNTING - ...i Department Preference; IRS:4� 0 Finance/ years after tax is due or paid (longer.for auditing&contractor General FN-007 1099's Issued/W-9s 7 years 7 years Mag, Ppr delinquency); Ca: FTB: 3 years; Accounting .I: ,;; .. IRS Reg§31.6001-1(e)(2), R&T - 11'.!!!!!'"11111111!!!!!!"""1114 §19530, GC§34090 o Accounts Payable/Invoices and • ,a. E..E.E.. • Department Preference(meets 'a Backup • municipal government auditing Fiance/ Yes: Until Mag, Mfr, Yes: After 1 standards); Statewide guidelines deneral FN-008 2 years 5 years 7ryears= : S/I Accounting (Includes Invoices,Travel Paid OD, Ppr : year propose audit+4 years; w Expense Reimbursements, Published articles show 3-7 Warrant Request,etc.) • years; GC§34090 Finance/ Department Preference; Bank Statements, Trustee '` Published articles show 3-4 General FN-009 Statements, etc. 2 years 5 years 7 years Mag, Ppr years; GC.,§34090,26 CFR Accounting iFiqiiiiii : 31.6001-1 _ . Department Preference; Statute of Limitations for bonds, Bond Official Statements/ 1 1 mortgages,trust deeds, notes or ak Finance/ Transcripts!Certificates of Cancellat., Cancellat debentures is 6 years; Bonds 11111 . Redemption Redemption Yes_ Until manP r issued by local governments are General FN-010 Participations(COPs)See Bank , p Accounting Statements for statement or Maturity+ ' or Maturity+. Maturity 10.years;There are specific retention.. 10 years 10years requirements for disposal of illiI 11iiiiiIiiiii Ililig unused bonds; CCP§§336(a)(1) &(2), 337.5(a); GC§43900 et ililikin seq. Finance/ Checks/Warrant Register Mag, Mfr, Yes: After Department Preference; GC General .FN-011 2 years 5 years i 7•years S Accounting Report(issued) , OD, Ppr QC §34090 b w VD Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/28/2013 Ver.3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 • Office of Record Retention No. Records Description Retention I Disposition Comments I Reference ° Image: Destroy Active Inactive Total Media 1=Import Paper after (OFR)• (in office) (Records Retention Vital? Options M=Mfr Imaged& Center) ; i 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Department Preference; meets Finance/ y i' Mag, Mfr, Yes: After municipal government auditing fb General FN-012 Cash Receipts/Daily Deposits 2 years 5 years 7 years S OD, Ppr QC standards; GC§34090, CCP§ Accounting { . . :€. 337 Finance/ Department Preference; meets Mag, Mfr, Yes: After municipal government auditing General FN-012 Checks/Warrants(Cashed) 2 years 5 years 7 years S xJ AcRounting i OD, Ppr QC standards;GC§34090, CCP§ • 337 Department preference;All FD- jillit tangible property held by Fivance/ Escheat(Unclaimed money/ government agencies escheats C,/gneral FN-013 uncashed checks) 7 years • 7'years . Mag, Ppr after 3 years; Statute of €: Accounting Limitations is 1 year for seized igii i • property; CCP§§340, 1519; GC r } §34090 Finance/ im iiii''iliiillopilimilData Fields/Records are • General FN-014 Financial Services Database Indefinite Indefinite Yes Mag interrelated; GC§34090 Accounting When NoWhen No . Finance/ Longer Loner' General FN-015 Fixed Assets-Annual Listing Required- Required Mag, Mfr, S I I Yes: After Department preference; GC (Source Documents) OD, Ppr QC • §34090 Accounting Minimum 7 Minimum 7 . years ICI years Finance/ Investment Reports/Treasurer's Department Preference; Meets General FN-016 7 years 7 years Mag, Ppr Accounting Reports auditing standards; GC§34090 b P °Q Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved o Do not duplicate or distribute without prior written permissionAdopted: 02/28/2013 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record ' Image: Destroy Inactive Active TOtaal liii • Media I=Import Paper after • (OFR) (RecordsVital? (in office) Retention Options M=Mfr . Imaged& Center ) 'Km. iii,ilif 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Department Preference; Meets I' Investments/Arbitrage/ I auditing standards; Published Certificate of Deposit/ articles show disposal+7 years W Finance/ Investment Bonds(Receipts/ Yes: Until for security brokerage slips; General FN-017 7years 7 years Mag, Ppr Accounting Advisor Reports and Statements/ ,iiiIREPaid statewide guidelines propose Trade Tickets/LAIF(Local permanent FTC Reg's rely.on . Agency Investment Fund)) "self-enforcement"; o GC§§34090,43900 Department Preference; meets Fiance/ Journal Entries/Journal municipal government auditing Vouchers • Mag, Mfr, Yes: After standards; Statute of Limitations Cneral FN-018 • 2 years 5 years 7 years :; � $/ ACebunting OD, Ppr QC is 4 years;statewide guidelines (Includes returned checks) propose Audit+5 years; GC §34090, CCP§337 Reports,Subsidiary Ledgers, -1: ... Reconciliations, Registers, Finance/ When Non WheNo Department preference Transaction Histories, Balance General FN-019 Longer Longer Mag, Ppr (Financial System qualifies as a Accounting Sheets, Revenue&Expenditure Required leiReOired,,11 trusted system); GC§34090 Reports,etc.(MONTHLY ORi ". PERIODIC) ! , , Finance/ Reports: Annual State or Department Preference; Meets III General FN-020 Federal: State Controller's • 7 years 7'years Mag, Ppr Accounting Report, Street Report,etc. • auditing standards; GC§34090: Finance/ When When • General FN-021 Vehicle Registration Supersededupersetled! Mag, Ppr GC§34090 Accounting Minimum 2 Mirlimm ul2 years I years Finance/ • General FN-022 Vehicle Titles("Pink Slips") Sale or I dale ori Ppr Given to Auction House/New Accounting Disposal Disposal Owner; GC§34090 b P Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/28/2013 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE • Page FIN-6 • Office of Retention No. Records Description Retention/Disposition Comments I Reference Record ' Image: Destroy Active Inactive Total Media I=Import Paper.after (OFR) (Records Vital? (in office) Center) 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+2years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). .. =,3 - _., 0:!-, ,,,N. _. = _ ; `FINANCEIPAYROLL w_ __ _E_ Finance/ Mag, Mfr, S Yes: After 2 Department Preference; GC Payroll FN-023 CaIPERS Reports 2 years 5 years l _7 years OD, Ppr years §34090 Department Preference; IRS: 4 . yrs after tax is due or paid; Ca. France/ DE-6, 941.&DE-166 Forms- i i , FTB: 3 years;Articles show 7 . loayroll FN-024 Quarterly Payroll Tax Returns/ 2 years 5 years 7 years Mag, Ppr years; IRS Reg§31.6001- OASDI € , ,, I ` 1(e)(2), R&T§19530;29CFR o. 516.5-516.6,29USC 436, GC iiiiiiiii §34090 :� Produced by Deferred Comp. C,-.) t Provider; consistent with Finance/ FN-025 Deferred Compensation(City 2 years • 5 years 7 years Mag, Ppr proposed statewide guidelines; Payroll Statements) published articles for bank statements show 4-7 years; GC . - §304090, 26 CFR 31.6001.1 Finance/ Payroll Reports(includes Leave Department preference; PERS Payroll FN-026 Registers,Time Transaction 2 years 5 years 7 years Mag, Ppr Buy-backs are reconstructed Reports,etc. iiiIii 0iIIIMii through W-2s; GC§34090 il Department preference to ilk 1 facilitate grant audits or claim reimbursements; Meets auditing standards(audit+4 years); IRS i' - requires 4 years; Ca. requires 2 Finance/ Time Sheet Summaries/Time Ifil1 Mag, Mfr, Yes: After 2 Payroll FN-027 Card Summaries 2 years 5 years 7 years OD, Ppr S years yr min.; FTB keeps 3 years; : ,, Published articles show 4-10 years; IRS Reg§31.6001- 1(e)(2), R&T§19530; LC§' . . 1174(d);29 CFR 516.5; GC • §34090 b P Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved N Do not duplicate or distribute without prior written permission Adopted: 02/28/2013 • Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record ""§` Image: Destroy Inactive (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Retention Options M=Mfr Imaged& Center) i 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, complaints, claims,public records act requests, audits and/or investigations sus end normal retention periods(retention resumes after settlement or.completion). Department Preference; IRS:4 yrs after tax is due or paid; Ca. • 1 I FTB: 3 years;Articles show 7 Finance/ FN-028 W-2's 2 years P 3 P t Mag, Ppr years; IRS Reg§31.6001- Payroll I(e)(2), R&T§19530;29CFR 516.5-516.6, 29USC 436, GC §34090 •0 E o' • • S '7 V) Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved W Do not duplicate or distribute without prior written permission • Adopted: 02/28/2013 Ver.2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference . Record • Inactive Image: Destroy • (OFR) (Records Total Active Vital? Media . I=Import Paper after . (in office) Retention • Options M=Mfr Imaged& • Center) i • , 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, complaints, claims,public records act requests,audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Human Accident Reports-Public(When ! Resources HR-001 No Claim is Filed) � 2 years 2,years Mag Ppr GC§34090 • i 3! EEOC/ADEA(Age)requires 1 .:;I p; year after benefit plan Duration of Duration of Yes: For termination; Federal law requires Human Benefit Plan Documents 6 years after filing date for HR-002 the Contract • the Contract Duration of. Mag, Ppr Resources (CaIPERS,etc.) +6 years 6 years ; Contract • retirement State Law requires 2 o , i,, i....'. years after action;29 CFR o, iiiii . i 1627.3(b)(2);29 USC 1027; GC §§12946,3409 --' CaIPERS Benefit Administration When Noi Whe.n_No Department Preference; 6 years Human (Includes contract amendment, Longer Longer for retirement benefits; State HR-003 Required- Required Mag, Ppr Law requires 2 years after Resources actuarial reports,service credit Minimum 6 Minimum 6' action;29 CFR 1627.3(b)(2);29 reports, annual employee listing, !::: i, etc.) years years USC 1027; GC§§12946,3409 Bureau of National Affairs • Classification/Reorganization When No. i When No recommends 2 years for all LongerLonger supplementary Personnel Human Studies(for employee !: i HR-004 Required- Required Mag;Ppr records;Wage rate tables are 1 0 Resources classifications and department Minimum 3 Minimum 3 or 2 years;State requires 2 structures) years years years;29 CFR 516.6,29 CFR I • • 1602.14, GC§§12946, 34090 b Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/28/Z013 Ver.2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES • Page HR-2 • • • Office of Retention No. Records Description Retention/Disposition Comments/Reference Record " Image: Destroy Active Inactive I Total Media I=Import Paper after (OFR) (Records Vital? (in office) Center Retention Options M=Mfr Imaged& ) r 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Department preference; ` EEOC/FLSA/ADEA(Age) • i i requires 3 years for promotion, When No When No !'i - ;i: demotion,transfer, selection, or On e Human Longer L t Mag, Mfr, Yes: After 1 discharge; State Law requires 2- HR-005 Classification Specifications Required- Required S/ Resources Minimum 6 MO6 OD, Ppr year 3 years; retirement benefits is 6 iI years from last action;29 CFR ?D'' years years 0 1602.31 & 1627.3(b)(ii), 8 CCR o §312946(34090;29 USC 1113 Bureau of National Affairs When No IWleri No recommends 2 years for all W LongerLonger supplementary Personnel Human HR-006 Compensation Surveys&Studies Required- Required Mag, Ppr records;Wage rate tables are 1 Resources Minimum 3 Miriimum'3 or 2 years; State requires 2 years ,years I.. years;29 CFR 516:6(2),29 CFR 1602.14, GC§§12946, 34090 € i All State and Federal laws • Department of Fair Employment FinalFinal require retention until final Human disposition of formal complaint; • Resources HR-007 &Housing(DFEH or EEOC) Disposition DispositionMag, Ppr ' ' State requires 2 years after"fully Claims +3 years +3.years and finally disposed';2 CCR t 7287.0; GC§§12946, 34090 :11E` ' ' Transitory or source records not ' l i retained in the ordinary course When When, of business; CHP audits every 2 Human Superseded Superseded Resources HR-008 DMV Pull Notices or _:or Mag Ppr years; Bureau of National Affairs •i.. recommends 2 years for all Separated Separated :iii1:::::: ; i supplementary Personnel records; GC§34090 ,v P o(?) Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved • v. Do not duplicate or distribute without prior written permission • Adopted: 02/28/2013 • Ver.2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Retention No.1 Records Description Retention/Disposition Comments/Reference Record • Inactive '` ' Image: Destroy (OFR) • Active (Records i Total '' Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged& i i i __ _ _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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). D.O.T. Requires 5 years for ' positive tests, 1 year for • . . ,.;,,LIgH -- negative tests; Human Drug&Alcohol Test Results(All- i"•' I EEOC/FLSA/ADEA(Age) HR-009 2 years 3 years i 5 years , Mag Ppr requires 3 years physical . Resources Positives and Negatives) • ,,i,,,' examinations; State Law i .i requires 2 years; 29 CFR o i.:::: 1627.3(b)(v), GC§§12946, ! 34090,49 CFR 655.71 et seq.; -- J a Department Preference to cover • E the possible length of employment of any employee or W i volunteer(DOJ allows retention . Human HR-010 LiveScan Logs 50 years i 56years Mag, Ppr for legitimate business needs); Resources must be maintained in a secure , and confidential file; DOJ ,,,1:;. Information Bulletin No. 02-17- i:!!! §34090 et seq. 111 1i.:i ,,,i,,,,,'' Department Preference;statute i of limitations for retirement!li • _•,..„„„,„„, ..,„.„.:::,„„, benefits is 6 years from last action; EEOC/FLSA/ADEA(Age) Personnel Files-Employees Yes:After requires 3 years for promotion, Human Separation+ • Separation+ Mag, Mfr, HR-011 S Separation+ demotion,transfer,selection, or Resources 6 years 6 ears OD, Ppr Includes Background Investigations I y 1 year discharge; State Law requires 2- i. • 3 years; 29 CFR 1602.31 & .,:,1 1627.3(b)(ii),8 CCR -1 §3204(d)(1)et seq., GC • ;.....,..... §§12946, 60201;29 USC 1113 b P % Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved . rn Do not duplicate or distribute without prior written permission Adopted: 02/28/2013 Ver.2.0 • RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record . Image: Destroy Active Inactive i TotalMedia I=Import Paper after • (OFR) (Records Vital? (in office) Retention; Options M=Mfr Imaged& Center) . I 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). s Department preference; Files Personnel Files-Medical File(all illillitilimaintained separately; Claims fil employees) Yes:After Human Separation+ Separation+ Yes: Until Mag, Mfr, can be made for 30 years for HR-012 24 years S Separation+ Resources 6 years 30 years; Separation OD, Ppr toxic substance exposure; 8 Includes Hearing Tests,Respirator Fit1 year CCR§3204(d)(1)et seq., GC Tests,etc. il!: ;'• ' §§12946, 34090 Recruitment and Testing File , , i.... G (Includes Applications, ` 1' Department preference; EEOC/ 0 • Advertisements;Job Brochures, # FLSA/ADEA(Age)requires 1-3 F(ximan Test Data,Testing Analysis& Hiring Hiring i years; State Law requires 2-3 HR-013 Decision+3 Decision+3 Mag, Ppr years;29 CFR 1602 et seq& • Reipurces statistical Metric,Job Analysis, years ears 1627.3 a 5 and(6),2 CCR Rating Sheets;Scantrons, 7287.0(c)(2), GC§§12946, Rater's Profile&Confidentiality 1 Agreement, Flowchart, Eligible l; i 34090 Lists,etc.) . . • When No ' When No - • Studies&Surveys Conducted on Longer Langer Human Department preference; GC Resources HR-014 Behalf of the City(Sick Leave, Required- Regwredl Mag, Ppr §34090 . Attrition, Benefits, etc.) Minimum 3Minimum 3. .0 Human Workers Compensation Claim years years Meets auditing standards; GC • Resources HR-015 Runs 5 years i 5;;years Mag Ppr, §34090 b P0 °Q Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved DO not duplicate or distribute without prior written permission Adopted: 02/28/2013 Ver.2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of • Retention No. Records Description • Retention I Disposition Comments/Reference Record Image: Destroy Inactive i • Active Total Vital? Media I=Import Paper after (OFR) (Records (in office) Retention Options M=Mfr Imaged& ' Center) 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Department preference; Claims can be made for 30 years for • I i toxic substance exposure; ;197 • Claims are required for five Human Separation+ $9ParatiOnlit Mag, Mfr, Yes:After years after the end of HR-016 Workers Compensation Claims 28 years S Resources 2 years 30years ;• .OD, Ppr QC&OD compensation, or injury, 1 i whichever is longer; 8 CCR §3204(i. 10102,1)5 00e.2; GC§§12946, o' • I i 34090 F • • • • • • • • • b Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/28/2013 Ver.2.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference • Record Image: Destroy Inactive i Active TotalMedia I=Import Paper after (OFR) (Records Vital? (in office) Retention . Options M=Mfr Imaged& Center) 1 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, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Used for Disaster Recovery Purposes Only; Considered a 0 copy and can be destroyed Information When No When No when no longer required;tapes Technology IT-001 Backup Tapes-Daily Longer Longer Yes • Mag. are in autochangers and are Required Required overwritten;store off-site in a ;? commercial facilityfor disaster recovery purposes; GC§34090 o i:i F. et seq. iiiittiniiiiiiiiniiii RR, 6' Used for Disaster Recovery Purposes Only; Considered a W copy and can be destroyed Information Backup Tapes-Weekly/ When No When No when no longer required;tapes Technology IT-002 Monthly Longer i -Longer Yes Mag. are in autochangers and are Required Required:: overwritten;store off-site in a' commercial facility for disaster recovery purposes; GC§34090 i ( , et seq. Information Network Configuration Maps& When No Whe ,,; n Na Preliminary documents not IT-003 Longer „Longer . Yes Mag. retained in the ordinary course Technology Plans Required Required of business; GC§34090 et seq. • • • b CR Los Altos Hills, CA ©1995-2012 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/28/2013