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Home My WebLink AboutCity Council Resolution 15-036 - Amending the City Retention SchedulePage 1 of 26 Record Series Official Retention Citation V H C Description Administrative Policies SU+5 GC 34090 All City policies and procedures, including appropriate policy manuals and handbooks. Records documenting the implementation of management and administrative policies and directions for various City functions. Administrative Records CU+2 GC 34090 Records of a general nature including copies of memos, letters, chronological files, archived calendars etc. that pertain to the general administrative activities and duties of the Department. Association Files SU+2 GC 34090 Records related to membership or the activities of professional or industry associations of which the City or City staff is a member or has a business interest. Bids and Proposals, Successful AU+5 GC 34090; CCP 337 X Bids, proposals, and records of request for qualifications and requests for proposals regarding goods and services, where the proposal was selected by the City. Bids and Proposals, Unsuccessful CU+2 GC 34090 Bids, proposals, and records of request for qualifications and requests for proposals regarding goods and services. Unsuccessful proposals not selected by the City. General Public Complaint Files CL+2 GC 34090 Records related to complaints filed by the public regarding the City's operations, activities, or policies. Contracts and Agreements CL+10 CCP 337, 343 X Does not include capital improvement projects. Includes leases, equipment, services or supplies. Official contract filed with the City Clerk. Contracts and Agreements, Capital Improvement Projects P GC 34090, H&S 19850 X Capital improvement projects. Includes specifications and plans, certificates of insurance, insurance bonds, and scopes of work. Official contract filed with the City Clerk. Delegation of Authority - Signature Authorization Forms P GC 34090 Records authorizing specified employees to sign for and approve certain activities or documents during the absence of the individual normally authorized to do so. GENERAL ADMINISTRATION AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) * = Refer to note in the record’s description for additional retention details Page 2 of 26 Record Series Official Retention Citation V H C Description Delivery Receipts CU+2 GC 34090 Records documenting receipt of items sent by certified mail or hand delivered (e.g., appeals). General Subject Files/ Correspondence CU+2 GC 34090(d) Working documents and correspondence not in project files. Historical Documents P GC 34090 X Documents determined to have historic value; i.e., records and photographs related to significant decisions, projects, or programs of City staff. E.g., pictures on the creation of the city seal; newspaper article documenting the anniversary of the city. Legal Advertising CU+4 CCP 343, 349 et seq.; GC 911.2, 34090 Records related to legal advertising required for public hearings. Includes proof of publication notices. Master Plans/ Strategic Plans SU+2*GC 34090 X Special or long-range program plans and goals for the City, e.g., coordination of services. (*Scan into electronic repository before destroying .) Minutes, Administrative Meetings CU+2 GC 34090 Meeting minutes, records associated with staff meetings, not Council-related. Publications and Presentations SU+2*GC 34090 Records related to providing information to the public and to staff about City activities. Includes internal and external newsletters, news clippings, brochures, and press releases. Records of presentations to public groups by members of the Council or City staff. Associated working files, such as graphics used in document creation, where applicable. (*Scan into electronic repository before destroying .) Reference Files, External Sources CL+2 GC 34090 Documents published by outside organizations, used for reference or research. Includes reports from external providers of services to the City and City residents. Reference Files, Internal CL+2 GC 34090 City-generated files used as reference. Reports, General CU+2 GC 34090 Reports generated by staff, relating to status or progress of routine City activities. Not agenda- related reports. Special Projects CU+2 GC 34090 Records relating to special projects carried out by the department. E.g., Tree-lighting ceremony project records. Page 3 of 26 Record Series Official Retention Citation V H C Description Account Reconciliation AU+5 GC 34090 Reports and related documents showing transactional activity and month-to-month status of balance sheet accounts. Audit Work Papers AU+5 GC 34090 Back up documents and confirmation letters. Banking Records AU+5 GC 34090; 26 CFR 31.6001- 1 Records related to bank transactions including deposit of funds, bank statements, bank reconciliations, disbursements, and wire fund transfers. Bond Documents CL+10 GC 34090; CCP 337.5 X Bonds, revenue records relating to interest bearing certificates (negotiable instruments) issued by City to raise revenues, including certificates of participation and any non- discharged debt. General Ledger P GC 34090; CCP 337 X Summary of all financial accounts. Records relating to postings to the General Ledger. Grants, CDBG and Urban Development CL+4 24 CFR 570.502(b)(3) , 85.42; OMB Cir. A-102, A- 110, A-128, HUD regs X Community Development Block Grants and associated records: applications, reports, contracts, supporting documents. Grants, CDBG - Unsuccessful CL+2 GC 34090 Community Development Block Grants and associated records, where the application was not successful and grant was not awarded. Grants, Financial Records CL+5*GC 34090 X Grant information and documentation, including financial data, for all grants applied for by the City. (*Certain grants may have individual requirements. Refer to grant's close-out procedures .) Journal Entries AU+4 GC 34090 X Documentation of financial transactions entered into the general ledger. ACCOUNTING ADMINISTRATIVE SERVICES AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) * = Refer to note in the record’s description for additional retention details Page 4 of 26 Record Series Official Retention Citation V H C Description Accounts Payable (check runs & check registers) AU+4 GC 34090 X Records relating to payment of financial obligations (money owed by the City). Includes vendor and contractor invoices, bills, statements and any non-discharged debt. Also includes delivery receipts and employee travel reimbursements, petty cash requests for reimbursement, check requests, and expense reports. Records listing individual checks issued, and the date, payee, amount and purpose of each expense. Checks AU+5 GC 34090; CCP 337 X Includes canceled and voided checks. Physical checks returned by the bank, or CD's containing digital images of cancelled checks, received monthly from the bank. Fixed Assets AU+4 GC 34090; 26 CFR 301 65- 1(F); CCP 337 X Records relating to the acquisition, depreciation, accrual, and disposal of fixed assets. Purchase Order Files AU+4 GC 34090; CCP 337 X Original copies of Purchase Orders issued by the City to sellers or service providers, detailing products or services ordered, terms of sale, and payment agreement. Tax Records, Vendor AU+5 GC 34090; 29 USC 436; IRS Reg 31.6001- 1(e)(2); R&T 19530; 29 CFR 516.5- 516.6 X X Forms 1099, and W-9s filed for reporting payments to vendors. Records relating to withholding orders on payments to instructors or vendors from federal, state, or other agencies. Accounts Receivable AU+4 GC 34090 X Records related to accounting for money owed to the City, where the City sends out billing invoices. Includes false alarm cards. Business License Applications P GC 34090, Municipal Code 4- 05.070 X Original applications for business licenses submitted to the City. Business License Files T+4 GC 34090; CCP 337 X Business license renewal notice reports and business license issuance reports. Cash Receipts AU+4 GC 34090; CCP 337 X Records related to payment received by the City. Includes, cash, check, and credit card payments. Tobacco Retailer Licensing CU+2 GC 34090 Includes Application and License ACCOUNTS PAYABLE ACCOUNTS RECEIVABLE Page 5 of 26 Record Series Official Retention Citation V H C Description Budgets, Adopted P GC 34090 X Annual operating and capital budget documents relating to internal planning and financial management. Includes budget vs. cost reports, summaries, schedules, goals and objectives and milestones. Official City budgets as approved by City Council. Budget Adjustments, Journal Entries AU+4 GC 34090 X Records of alterations to the budget due to changes in City revenue or expenditures. Budgets, Proposed CU+2 GC 34090 Budgets presented to City Council for approval. Benefits File: COBRA Files T+10 29 CFR 1602.30-32, 1627.3; 29 USC 1027; GC 34090 X X May include enrollment application, release authorizations, copies of proof of premium payment, if applicable. Benefits File: Medical Leaves of Absence CL+30 FMLA 1993 US OSHA; 29 CFR 1910.20; 29 CFR1602.30. 32; 49 CFR 192-9 X Records filed as part of a request for leave of absence. May include application and applicable medical records. Benefits File: Retirement Plans P GC 12946, 34090, 29 CFR 1627.3(2) X X PERS and beneficiary documents. Cal OSHA CU+5 8 CCR 14300.33 Forms 300-A Annual Summary and 301 (workers compensation injury reports) filed with Cal OSHA. City Volunteer Program Records T+2 GC 34090 X Records of the activities and administration of the City's volunteer program, including all records maintained on active and non-active volunteers. Disaster Service Worker Volunteer Program Records T+5*GC 3105(c), (e)X X The oath or affirmation of any disaster service worker of any city shall be filed in the office of the city clerk of the city. (* If volunteer and not public employee, T = Termination of volunteer service; If volunteer is a public employee, T = Termination of employment .) Employee Handbooks (Personnel Rules and Policies) SU+2 GC 34090 X Authoritative manual of employee policies. HUMAN RESOURCES BUDGETS Page 6 of 26 Record Series Official Retention Citation V H C Description Employees Personnel Files T+10 GC 34090; 29 CFR 1602.30- 32, 1627.3 X X Official records of personnel history for all active City employees of regular status (full-time and part-time) or temporary status (non-benefited full- time and part-time). Includes all job actions such as new hire paperwork, certifications, performance appraisals, personnel action changes - recorded on personal action forms (PAF), warning and discipline letters, commendations, emergency contact information, and records of leave taken under family leave laws. Separated employees’ personnel files are kept as a personnel history record. Not a public record. Employment Applications CU+2 GC34090; GC 12946; 29 CFR 1627.3 Applications submitted for existing or anticipated job openings. (Mostly all electronic files on Calopps.org.) Immigration T+3 8 CFR 274a.2(b)(2)(i ); Immigration Reform/Contr ol Act 1986 Pub. L 99-603 (8 USC 1324a); GC 34090 X X I-9 Form; proof of eligibility to work in the United States of America. Insurance, Workers Compensation P GC 6410; 8 CCR 15400.2(a); LC 110-139.6 X Workers Compensation records relating to employee industrial claims history. Insurance administered through ABAG. Negotiations P 29 USC 211(c), 203(m), 207(g) X X Contracts, memorandum of understanding (MOUs), correspondence, and official meeting notes. Position Recruitment CL+3 GC 12946; GC 6250 et seq.; 29 CFR 1602 et seq.; 29 CFR 1607; 29 CFR 1627.3 X May include applications and resumes for those considered and/or selected for the position, eligibility list, examination material and answer sheets, job announcements, written correspondence with candidates such as rejection letters or invitations to the next phase of the process. Page 7 of 26 Record Series Official Retention Citation V H C Description Salary Range Tables and Job Descriptions SU+2 GC 12946, 34090; 29 CFR 516.6(a)(2); 29 CFR 1602.14 X X Includes classification salary range tables, classification studies and survey's. Note: Only the most current salary range tables and job descriptions are vital records. Training Records and Tuition Reimbursement Program CU+7 AB 1825 (GC 12950.1); 2 CCR 7288.0; GC 6250 et seq. X X Written records of which employees received training and the dates of all training sessions. For sexual harassment training, the name of the training provider. Unemployment Insurance Claim Records T+6 GC 12946, 34090; 29 USC 1027, 1113; 29 CFR 1602 et seq., 516.2 X All documented claims submitted by former employees for unemployment compensation. Records may include: claim records, notices, reports, records generated by the appeal of claim determinations. Computer System Administration SU+5 GC 34090 X X Records regarding activities to maintain and ensure continued operation of computer systems and applications. Checklists and special requests regarding new users, new system set up, and termination. (Electronic documents.) E-Mail Archives CU+4 GC 34090 X Archived e-mail shall be maintained for five years; however, this does not override any specific retention requirements of individual records series. E-mails that constitute records must be preserved according to their retention periods elsewhere in this schedule. Network Configuration SU+5 GC 34090; CCP 337.2 X Network information systems (LAN/WAN) configuration maps and plans. Records relating to the infrastructure and set-up of servers. (Electronic documents.) Security Clearance Records SU+5 GC 34090 X X Records related to authorizing employees or contractors to have access to a City computer system, system module or the data stored in a computer system or system module. Generally tracks permissions by position or employee classifications. Software Application Files SU+2 GC 34090 X Records related to software applications owned by the City. Includes software registrations and records related to the maintenance of software applications. Licenses, authorization codes and certificates for support services. INFORMATION TECHNOLOGY Page 8 of 26 Record Series Official Retention Citation V H C Description Deferred Compensation Records T+5 GC 34090; 26 CFR 31.6001- 1; 29 CFR 1627.3(2) X X Reports and payment records by pay period. Employee contributions and City payments to deferred compensation plan 457. Employee Payroll Files T+6 GC 34090; 29 CFR 516.2, 516.5-516.6; IRS Reg 31.6001- 1(e)(2); 29 USC 436; R&T 19530 X X Records relating to individual employees, including new hire, termination, salary, benefits, deductions, employee benefit enrollment forms, direct deposit authorization, W-4, DE-4, and employee authorizations for deductions. Includes withholding orders on employees. Payroll - Employee Timesheets (Bi-weekly pay run) AU+6 GC 34090; 29 CFR 516.2; 20 CFR 516.6(1); IRS Reg. 31.6001- 1(e)(2); R&T 19530; LC 1174(d) X X Timesheets, signed by employee, supervisor, and department head, for audit and FEMA Reports. Includes applicable sign attachments: requests for time off, overtime authorization. Payroll - Organization Reports P GC 34090, 37207 X Bi-weekly reports listing City costs by employee and program. Payroll Registers P GC 34090, 37207; 22 CCR 1085-2; 29 CFR 516.2, 516.6, 516.6; 26 CFR 31.6001- 1; LC 1174(d) X X Salary, benefits, and deduction information, filed by pay period. Monthly, quarterly, fiscal year and calendar year reports. Records including garnishments, adjustments, and PERS (Public Employee Retirement System) deductions. PERS Payroll Reports P GC34090; CAC 22-1085- 2; 26 CFR 31.6001-1; 29 CFR 516.5- 516.6, LC1174(d) X X Report to CalPERS detailing employee salary information and retirement contributions by pay period. Reports list a group of employees, not one report per employee. PAYROLL Page 9 of 26 Record Series Official Retention Citation V H C Description Premium Billings P GC 34090; 26 CFR 16001-1; 29 CFR 1627.3(a), (b)(2) X X Medical, dental, vision, life, disability, supplemental insurances. Reports list a group of employees, not one report per employee. Quarterly & Calendar Year Tax Reporting P GC 34090; 29 USC 436; 26 CFR 31.6001- 1; IRS REG 31.6001- 1(e)(2); R&T 19530; 29 CFR 516.5- 516.6 X X Records relating to the maintenance of information about tax liabilities, withholding and payment of taxes, records related to payment of State and Federal taxes including annual W-2 Forms, and the quarterly and annual DE-9, DE- 9C, Form 941, DE-6, and DE-7 forms. Annual Reports P GC 34090 X Comprehensive Annual Financial Report (CAFR) and or Financial Statements. Auditor reports relating to the review and monitoring of accounting or financial records to ensure compliance with GAAP standards and the City’s financial procedures. Includes: Single Audit reports; TDA Audit reports; GANN Appropriation Limit report; Public Financing Authority (PFA) reports; and Auditor’s Internal Control memorandum or reports. Other Annual Reports P GC 34090 X Other mandated reports to include: Annual Streets Report; Annual AB 1600 Report; Annual Property Tax Levy Report; Annual SLESF/COP Report; Maintanence of Effort (MOE) - Public Safety; and Annual Possessory Interest Report. Reports to the State Controller P GC 34090 X Reports mandated by the State Controller, detailing the City's revenues and expenditures for purposes of funding: Annual Cities Report; and Streets Report. Treasurer's Report AU+5 GC 34090 Fund balances: total revenue versus total expenditures. (i.e., status update.) REPORTS Page 10 of 26 Record Series Official Retention Citation V H C Description Gifts, Contributions, and Donations CU+4 GC 34090 Records document gifts and contributions to the City that result from fundraising efforts, donations, memorials, or tributes by private individuals or corporations. Median Banner Applications CL+2 GC 34090 Applications for median banner applications. Permits, Special Events CL+2 GC 34090 Permits issued for events requiring a Special Event Permit, Group Use Permit, or Block Party Permit. Press Releases CU+2*GC 34090 Press or news releases. (*Scan into electronic repository before destroying.) AB1234 training CU+2 GC 53235.2 Ethics Training -Certificates of proof of training Administrative Hearings CU+2 GC 34090 Includes hearing request, decision, notes, evidence and tapes. ( *Scan into electronic repository before destroying.) Agency Report of Public Offical Appointments SU+2 GC 34090 Fair Political Practices Commission (FPPC) Form 806. Agendas, City Council CU+2*GC 34090 Original agendas and special meeting notices, including certificates of posting, original summaries, original communications and action agendas for City Council. Agenda packets, including staff reports and attachments. (*Scan into electronic repository before destroying .) Applications, Commissions and Committees - Not Selected CL+2 GC 34090 Citizen applications for vacancies on City commissions or committees, where the applicant was not selected. Applications, Commissions and Committees - Selected T+5 GC 34090, 40801 Citizen applications for vacancies on City commissions or committees, where the applicant was selected to fill the position. CITY MANAGER'S OFFICE CITY CLERK AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) * = Refer to note in the record’s description for additional retention details Page 11 of 26 Record Series Official Retention Citation V H C Description Appointments to the Council P GC 34090 X Records of the appointment of an individual to fill a vacant Council seat and serve out the term of a Councilmember who is unable to complete his or her term. Articles of Incorporation P GC34090; CCP337.2 X X City copy of documents filed with State, establishing incorporation of City and the boundaries thereof. Includes resolutions of the Santa Clara County Board of supervisors and any other records relating to the incorporation of the City. Assessment Districts P GC 34090 X Original documentation of assessment districts in City. Communications from the Public at Council Meetings CU+2* GC 34090 Material provided to City Council from members of the public, relating to agendized or non- agendized items, for consideration at any noticed meeting of the City Council. Retained as part of the official City agenda packet for the meeting to which it pertains. (*Scan into electronic repository before destroying .) Council Administrative Files T+2 GC 34090 X Records relating to Council members, current contact information, biographies, etc. Council Resolutions P GC 34090(d), 40801 X X Formal expression of the will, opinion and intent voted by the City Council and legislative-type actions. Easements, Dedications, Rights-of- Way P GC 34090 X Records relating to easements, rights-of-way, and other dedications associated with construction or subdivision projects. Franchises P GC 65864, 65869.5, 34090; CCP 337.2, 343; 5 CCR 16023 X Records related to franchise agreements with the City, e.g., cable. Includes subdivision agreements, contracts for sale or purchase of property, grant of easements, etc. Legal Advertising CU+4 CCP 343, 349 et seq.; GC 911.2, 34090 Records related to legal advertising required for public hearings. Includes proof of publication notices. Lobbyist Reporting Forms T+2* GC 34090 Forms filed with the State regarding City's lobbyist consultants. (*Scan into electronic repository before destroying .) Meetings, Video Recordings P GC 34090.7 X Video recordings of City Council meetings. Provides a record of legislative history and intent. Minutes, Council Meetings P GC 34090(d), 36814, 40801 X X Records regarding meeting minutes, resolutions, actions and decisions of the City Council. Municipal Code P GC 34090 X The City's Municipal Code, with supplements and changes included. Page 12 of 26 Record Series Official Retention Citation V H C Description Ordinances P GC 34090(d), 40806 X X Regulations enacted by council action and related records. Certificate of Ordinance Adoption – States when the ordinance was adopted and when/how the ordinance was legally advertised. Petitions CU+2 GC 50115, 34090 Petitions submitted to the City Council. Proof of Service Forms CL+2 GC 34090 For official documents sent by the City: Legal forms confirming their delivery either by hand or through Certified Mail. Correspondence CU+3 GC 34090 Archived communications (written or digital) from the public on City matters, not included in Council meeting minutes. Includes official responses from Mayor, City Council, or City Manager. Public Record Requests CL+2 GC 34090 X Records reflecting Public Record Act (PRA) and Freedom of Information Act (FOIA) requests and material sent in response to same. Records Destruction Approvals & Certificates P GC 34090 Documents certifying (confirming) the destruction of official records that have been approved for destruction. The certification attests to the fact that destruction was accomplished in accordance with applicable procedures. Recorded Documents P GC 34090 X X Official version of documents recorded by the County Recorder's Office. Records Inventory CU+2 GC 34090; 80 OPS Atty. Gen. 106 X Inventory of non-current or inactive records holdings and location, indices. Records Management Files CL+2 GC 34090 Records regarding the management of City records, including records maintenance and transfer records. Does not include the retention schedule or destruction certificates. Records Retention Schedules SU+4 CCP 343 X X The document that lists each record series and the associated retention times, characteristics, responsible division, and legal citations, if applicable. Statements of Economic Interest CU+7 GC 81009(e), (f); 82006; 87200 et seq. Form 700 detailing financial assets and investments that might create a conflict of interest for individuals required to file a Form 700 as noted in the City’s Conflict of Interest Code, such as the City Council, City Manager, Commissioners, and other City staff. ELECTIONS* * Please note that elections are administered by the Santa Clara County Registrar of Voters. The City does not handle or retain ballots or voter registration. Page 13 of 26 Record Series Official Retention Citation V H C Description Initiatives, Ballot Measures, Referendum P GC 34090, 34458-34460; EC 17200, 17400 X Initiative, referendum, and recall records, including petitions, arguments, rebuttals for measures, and impartial analysis. Campaign Disclosure P GC 81009 (b), (g) FPPC Filings, including forms 410, 460, 496, and 497, which provide a record of candidate or committees’ campaign finance activities during a campaign. Also includes cadidate intention statements, Form 501. Certificates of Election T+4* GC81009(a), (d) Original reports and statements, records used to certify election results. (*Scan into electronic repository before destroying .) History P GC 34090 X History of elections: sample ballots, certificates of election, staff reports, and resolutions regarding elections. Nomination Paper and Election Documents - Elected P EC 17100(a), 17300 et seq., 20442; GC 34090, 81009(b), (e), (f), 82006, 87200 et seq. Nomination paper and other election documents such as, Form 700, Candidate Information Request Forms, Candidate Statements of Qualification, Foreign Language Given Name Translation Forms, Declarations of Intent to Install Temporary Political Signs, and Fair Campaign Practices Signature Forms. Nomination Paper and Election Documents - Not Elected E+5 EC 17100(a), 17300 et seq., 20442; GC 34090, 81009(b), (e), (f), 82006, 87200 et seq. Nomination paper and other election documents such as, Form 700, Candidate Information Request Forms, Candidate Statements of Qualification, Foreign Language Given Name Translation Forms, Declarations of Intent to Install Temporary Political Signs, and Fair Campaign Practices Signature Forms. Oaths of Office T+6*GC 34090; 29 USC 1113 Oath of office forms filled out by elected officials and certified by the City Clerk. (*Scan into electronic repository before destroying .) Emergency Operations Plan SU+2 GC 34090 X The City's plan for preparing for and handling a variety of disasters and emergency situations. EMERGENCY SERVICES Page 14 of 26 Record Series Official Retention Citation V H C Description Emergency Recovery Records CU+25 GC 34090 X Records documenting the City's long-term recovery efforts after a disaster or emergency. Includes records relating to City collaboration with County, State or Federal agencies, and non-profit organizations. Docments go to FEMA. Emergency Response Records CU+25 GC 34090 X Records detailing the work of formal City volunteers, spontaneous volunteers, and City staff during a declared emergency. Also includes records documenting activities of emergency operations center (EOC). Documents go to FEMA. Grant Records and Agreements, Emergency Preparedness CL+10 GC 34090 X Documents related to grants awarded for emergency preparedness efforts. Including applications, agreements, progress and financial reports and compliance paperwork. Primarily Homeland Security grants. (*Certain grants may have individual requirements. Refer to grant's close-out procedures .) Grant Records, Unsuccessful CL+2 GC 34090 Emergency preparedness grants applied for by the City, where the grant was not awarded. Appeals CU+3 CCP 583.320 (a)(3); GC 34090 Civil appeals records. Major Litigation P 42 USC 1983; GC 6254, 34090 Official documents relating to a case that the City Attorney has determined to be a signficant case which sets legal precedent or its resolution by settlement. Any records associated with a case that are filed in court, notorized, or authorized. Includes petitions, complaints, subpoenas (where the City is a party to the case), reply briefs, opening briefs, settlement agreements, filed pleadings, court documents. Does not include internal memoranda or correspondence with opposing side. Case Records, Informal CU+7 42 USC 1983; GC 34090 Litigation related material not subject to major litigation files and includes logs, complaints, police reports, court orders, motions, notes, briefs, closing statements. Supporting case documentation including notes, drafts, correspondence, proposed drafts of settlement agreements, and other less formal or non-signed records. I.e., everything not included in Case Records, Formal. LEGAL/LEGISLATIVE Page 15 of 26 Record Series Official Retention Citation V H C Description Grand Jury Reports and City Responses CU+10 GC 34090, 6276.22 X Reports received from Santa Clara County Civil Grand Jury, and City responses. Opinions SU+2 GC 34090, 6254 X Written legal opinions resulting from research on a given topic. (I.e., Research memoranda.) Subpoenas CU+2 42 USC 1983; GC 34090 Court ordered requests to the City for documents or witnesses, where the City is not a party to the case. Abandonments P GC 34090(a)X Records relating to abandonment, condemnation, and demolition of City-owned buildings. Acquisitions/ Dispositions P GC 34090(a); GC 6254 X Supporting documents regarding the sale, purchase, exchange, lease or rental of property by the City for more than one year. Appraisals CL+2 GC 34090; GC 6254(h)X X Real estate appraisals relating to potential acquisition of property by the City. Exempt from disclosure until final acquisition is made, or until contract agreement is obtained. Deeds and Promissory Notes P GC 34090(a); 24 CFR 570.502(b)(3) , 24 CFR 8.42 & OMB Circ. SA-110 X Title deeds and other records establishing City ownership of property. PROPERTY Page 16 of 26 Record Series Official Retention Citation V H C Description Agendas, Commissions & Committees CU+2*GC 34090 X Original agendas and special meeting notices, including certificates of posting, original summaries, original communications and action agendas. (*Scan into electronic repository before destroying .) Agenda Packets, Commissions & Committees CU+2*GC 34090 X Agenda packets prepared for commissions and committees, including staff reports. (*Scan into electronic repository before destroying .) Communications from the Public at Commission Meetings CU+2*GC 34090 X Material provided to commissions and committees from members of the public, relating to agendized or non-agendized items, for consideration at any noticed meeting of the commission or committee. Retained as part of the agenda packet for the meeting to which it pertains. (*Scan into electronic repository before destroying .) Meetings, Video Recordings P GC 34090 X Video recordings of commission and committee meetings. Provides a record of legislative history and intent. Minutes, Commissions & Committees P GC 34090, 36814, 40801 X X Meeting minutes, records associated with meetings of commissions and committees, including Council committees. Resolutions P GC 34090(e)X Resolutions generated by commissions or committees. Includes approval or disapproval of planning projects, etc. COMMISSIONS AND COMMITTEES AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) * = Refer to note in the record’s description for additional retention details Page 17 of 26 Record Series Official Retention Citation V H C Description Building Permit Files P GC 34090(a); H&S 19850, 4003, 4004 X Permits issued by City. Records related to plans, signs, grading, encroachment, including blueprints and specifications. Approval to construct or renovate property. Includes structural calculations and soil and geotechnical reports as needed; and inspection records. Code Books SU+3 GC 34090; CCP 340.5 X National Electrical Code, Uniform Building, Fire, Mechanical, Plumbing, etc. Includes supplements. House Numbers P GC 34090(a)X Address assignments/changes. Abandoned Vehicles CL+2 GC 34090(d) Records of City-handled code violations relating to abandoned vehicles. Does not include cases handled by Sheriff's office. Alarm Permits SU+2 GC 34090 Security alarm permits for homes or businesses located in the City. Permits, Animal CL+2 GC 34090 Horse and kennel permits issued by the City, associated documentation. Permits, Massage Establishment/Practiti oner CL+2 GC 34090 Permits issued by the City required for establishing, managing, or practicing at a massage establishment within City limits. Associated documentation. Permits, Noise Exception CL+2 GC 34090 Permits issued by the City allowing an exception to the City's noise ordinance for the purposes of construction or other approved activity. Associated documentation. Permits, Solicitor CL+2 GC 34090 Permits issued by the City allowing permit-holders to solicit within City limits. Associated documentation. Violations, Building, Property, Zoning CL+2 GC 34090(d) Building, housing and mobile home code violation records including inspections; public nuisance, rubbish and weed abatement, vehicle abatement, citations, and related complaints. COMMUNITY DEVELOPMENT BUILDING CODE COMPLIANCE AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) * = Refer to note in the record’s description for additional retention details Page 18 of 26 Record Series Official Retention Citation V H C Description Annexations P GC 34090(a)X Reports, agreements, and public notices related to applicants' requests for annexation of property to the City. City Boundary P GC 34090 X Map of city boundary limits. Development Agreements P CCP337, 337.1(a), 337.15; 48 CFR 4.703 X Infrastructure contracts, franchises. Environmental Review (CEQA) Files P GC 34090(a); CEQA Guidelines X California Environmental Quality Act: Exemptions, Environmental Impact Report, mitigation monitoring, negative declaration, notices of completion and determination, comments, statements of overriding considerations. Includes environmental audit records for these files. General Plan and Elements P GC 34090 X General Plan dictating acceptable land uses for the City. Includes sphere of influence. General Plan Amendments, Approved P GC 34090 X Records of proposed amendments to the General Plan that have been approved. General Plan Amendments, Denied CU+3 GC 34090, 65103, 50110 X Records of proposed amendments to the General Plan that have been denied. Historic Preservation Inventory P GC 34090 X List of historic structures and landmarks within City limits. Heritage Resource Alteration Applications CL+2 GC 34090 Special application required in addition to planning application when applicant's proposed plans are alterations to a house or structure designated as historic or declared a heritage resource. Maps, Plans, Drawings, Exhibits, Photos P GC 34090; H&S 19850; GC 34090.7 X Zoning, tentative subdivision, parcel, land use map, street names, specific plans. Included in Project Files, Planning and Zoning. Project Files, Planning and Zoning P GC 34909(a); H&S 19850, 4003, 4004 X May include photographs, planning application, blueprints, drawings, maps, plans, reports (including arborist reports), evaluations, correspondence, use permits, variances, studies, appeals, compliance certificates, public notices, documents confirming delivery of public notices, conditions of approval, lot line adjustments, Council or Planning Commission staff reports and Exhibits, or other planning-related matters. Project specific records that pertain to real t Security Bonds and Deposits CL+2 GC 34090 Records of security deposits provided to the City for certain projects, guaranteeing that the projects will follow specific guidelines. Includes tree deposits. PLANNING Page 19 of 26 Record Series Official Retention Citation V H C Description Tree Removal Permit Applications CU+2 GC 34090; H&S 19850 Tree removal permit applications and photographs. (*Scan into electronic repository before destroying.) Page 20 of 26 Record Series Official Retention Citation V H C Description Air Quality Permits SU+7 GC 34090; CCP 338(k) Annual permits issued to the City by the Bay Area Air Quality Management District, allowing usage of City's gasoline refueling station. Hazardous Materials Training Files SU+2 8 CCR 3204(d) et. Seq. Trainings materials and records regarding the handling of hazardous materials. Hazardous Waste Disposal Records CU+10 CAL OSHA; 40 CFR 122.21 Documentation regarding the handling and disposal of hazardous waste. Material Safety Data Sheets (MSDS)P 8 CCR 3204, 5194(b)(5)(I)( 2) Records relating to the description, use, and safe handling of hazardous substances. Signage L+2 GC 34090 Log books, index register cards, inventory lists, records of traffic signs. Underground Storage Tanks, Compliance P GC 34090 Documents related to underground storage tanks and compliance with regulations. Underground Storage Tanks, Maintenance and Operation P GC 34090 Location, installation, removal, remediation. Vendor Files AU+4 GC 34090 Invoices and copies of purchase orders by vendor. Work Orders CU+2 GC 34090 Work orders received from Traffic Safety Committee, the public, and upper management. Benchmark Data P GC 34090(a) Map and description of benchmarks - elevation points. Four-page document unlikely to ever change. Bonds, Insurance P CCP 337.2, 343 X Certificates of bonds insuring City projects. Includes material bonds and work performance bonds. Incorporated into contract. Bridge and Overpass Reports L+4 GC 34090 X State reports on status of bridges and overpasses in the City. ENGINEERING CORPORATION YARD PUBLIC WORKS AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) * = Refer to note in the record’s description for additional retention details Page 21 of 26 Record Series Official Retention Citation V H C Description Capital Improvement Projects P GC 34090 X Public projects carried out by the City. Includes plans, permits, and supporting documentation. Deposit Account Projects P CCP 337; GC 34090 Records of projects for residents or businesses in which City receives a deposit from applicant, arranges for various surveys and studies to be performed by approved consultants, including city geologist, who are paid through applicant's deposit. File includes plans, and reports generated, such as soil reports. Drawings P GC 34090 Part of project files for both Capital Improvement Projects and Deposit Account Projects. Includes site map, plan, and specifications, traffic control plans. Included in Capital Improvement Projects and Deposit Account Projects. Easements, Dedications, Rights-of- Way P GC 34090 X Records relating to easements, rights-of-way, and other dedications associated with construction or subdivision projects. Includes abandonments and vacations of the above. (Officially recorded documents are held by the City Clerk.) Environmental Review (CEQA) Files P GC 34090(a); CEQA guidelines X California Environmental Quality Act: Exemptions, environmental impact report, mitigation monitoring, negative declaration, notices of completion and determination, comments, statements of overriding considerations. Often included in Capital Improvement Project Files. For subdivisions, filed in Deposit Account file. Environmental Review - Supporting Documentation CL+2 GC 34090(d) Correspondence, consultants, issues, conservation. Grants, Federal and State CL+5*GC 34090 X Grants applied for by the City for funding capital improvement projects. Includes applications, reports, contracts, supporting documents. Included in Capital Improvement Project Files. (*Certain grants may have individual requirements. Refer to grant's close-out procedures .) Grants, Unsuccessful CL+2 GC 34090 Grants applied for by the City for funding projects, where the grant was not successful. Maps and Plats P GC 34090 X Paper maps of fire hydrants, lighting districts, wheel chair ramps, storm drains, streets, sidewalks, sewers, etc. Includes survey maps (Record of Survey). Plats of City property lines and parcels. Page 22 of 26 Record Series Official Retention Citation V H C Description NPDES Permit Books P 40 CFR 122.28 National Pollutant Discharge Elimination System permit booklet describing Clean Water Act requirements for City projects and stormwater runoff. Called Municipal Regional Permit (MRP). NPDES Report CU+5 40 CFR 122.41(j)(2) Annual report on the City's compliance with the National Pollutant Discharge Elimination System permit. Permits, Encroachment - Issued by City P GC 34090 X Permits issued by City to residents or organizations allowing improvements along City- owned property or roads, e.g., for driveway alterations or underground utility trenches. Permits, Encroachment - From External Entities P GC 34090 X Encroachment permits issued to the City, e.g. for maintenance along Highway 9 or Big Basin Road. Included in Capital Improvement Project Files. Permits, Oversize Load CL+2 GC 34090 Permits issued by City allowing transportation of oversize load within City limits. Soil Reports P GC 34090(d) Final reports on soil analysis, construction recommendations. Included in Deposit Account Project files. Special Districts P GC 34090(a) Annual reports regarding amount of contribution made by city residents toward landscape and lighting districts. Standards and Specifications SU+2 GC 34090 City standards and specifications for projects that impact roadways, infrastructure, or storm drains. Traffic Signals L+4 GC 34090 X Logs, drawings, wiring diagrams, codes, circuit numbers, installation records, testing, and maintenance records. Siemens produces and maintains these files. City may have copies of particular reports incorporated in Capital Improvement Projects file. Landscape Records CU+2 GC 34090 Drawings, specifications, photos, and reports for lighting and landscaping districts. Maintenance/ Operations CU+2 GC 34090 Copies of invoices held for reference for future contracts. Maps P GC 34090 Irrigation, plot plans. Pest and Weed Control - Agricultural Use Reports P 3 CCR 6624(g); GC 34090 Copies of monthly reports sent to state Department of Agriculture. Reports list the type of pesticide, amount used, for what purpose, and acreage applied to. Pesticide/ Herbicide Use Reports P 3 CCR 6624(g); GC 34090 Internal records of pesticide and herbicide use by park and employee. Plaques P GC 34090 X Records of plaques in the City. Includes tree and bench dedication plaques. PARKS Page 23 of 26 Record Series Official Retention Citation V H C Description Reports, Playground Safety CL+2 GC 34090 Monthly inspection reports on the safety of playground equipment in City parks Fueling AU+3 CCP 337 Meter readings, fuel consumption reports, invoices, receipts and records pertaining to refueling of City vehicles. Inventory, Equipment L+2 GC 34090 X Includes vehicles and related documentation regarding repairs. Inventory, Vehicle Ownership and Title L+2 GC 34090 X Owner's manual, warranty documents, Department of Motor Vehicle title and registration, and related documents. Licenses and Permits L+2 GC 34090 X Forms and related documents related to licenses and permits required by federal or state agencies. License is received once for the life of the vehicle. Maintenance/ Operations L+2 GC 34090 Records related to requests for service and work orders for fuel, vehicle, and equipment maintenance and repairs. Vehicle Inspection Records CU+3 GC 34090 Records related to monthly inspection and certification of fleet vehicles. STREETS AND FLEET Page 24 of 26 Record Series Official Retention Citation V H C Description Asbestos Records P GC 34090(a)Documents relating to abatement projects for city buildings. Building Permits P GC 34090(a); H&S 19850, 4003, 4004 Building permits issued for City facilities projects. Approval to construct or renovate property, zoning variances and conditional use permits. Capital Improvements, Construction P 2.083110; GC 34090(a), 4004; H&S 19850 Records regarding the planning, design, construction, conversion or modification of City- owned facilities, structures, and systems. Drawings L+2 H&S 19850 X Drawings and plans for City-owned buildings and facilities. Drawings may be associated with renovations or improvements, or new construction. Equipment Ownership L+3 GC 34090 Records relating to ownership of equipment, including drawings, operating instructions, warranties, and registrations. E.g., HVAC, generator, ovens, fridges, appliances. Facility Rentals CU+4 GC 34090 All records relating to rental usage of City-owned facilities, including application, reservation form/contract, permission to serve alcohol form, "clean and ready" agreement, clean-up checklist, schedules, calendars, receipts, and invoices. Grants, Federal and State CL+5*GC 34090 X Records related to grants received for City facilities projects. (*Certain grants may have individual requirements. Refer to grant's close-out procedures. Grants usually close when money is used and City receives a certificate of completion .) Grants, Unsuccessful CL+2 GC 34090 Grants applied for by the City to fund facilities projects, where the grant was not awarded. Inspections, Fire CL+5 UFC 103.34, GC 34090 Certificates of inspection by fire department of fire alarms and sprinkler systems in City-owned facilities. RECREATION/FACILITIES FACILITIES AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) * = Refer to note in the record’s description for additional retention details Page 25 of 26 Record Series Official Retention Citation V H C Description Inspection Records, Construction Specialty CL+5 GC 34090 Records related to specialty inspection of construction activities to ensure compliance with specifications. Maintenance Records CU+2 GC 34090(d) Work orders and invoices relating to maintenance of City-owned facilities. Includes monthly work order status reports. Project Files L+2 GC 34090 Records related to improvements, renovations, or construction of City-owned facilities. Includes photographs of the construction sites. Smaller projects. Reports, Facilities Projects CU+2 GC 34090 Status reports detailing current and recently- completed facilities projects and present status. Specifications and Plans L+2 GC 34090 Records of the precise details and description of the service or project to be completed, or the item to be ordered. Included in Project Files. Activity Guides SU+2*GC 34090 X Quarterly Activity Guides listing all classes, camps, trips, events, etc. (*Scan into electronic repository before destroying .) Bottom Line Reports CU+2 GC 34090 Reports generated quarterly to see bottom line of Recreation classes. Class Rosters CU+2 GC 34090 List of registered students in a class or program. Instructor Applications and Contracts T+4 CCP 337; GC 12946; IRS.GOV X Recreation instructor records including contracts, applications, W-9 forms, and all contact information for all current Contract Instructors. Promotional Marketing CU+7 GC 34090 Trip and class fliers, photographs of classes, press releases, etc. Includes materials used in preparation of marketing materials. Registration Forms CU+2 GC 34090 X Registration forms for classes or programs, filled out by participants with credit card payment information redacted. Done electronically now. Release of Liability/ Health Forms CU+4 GC 34090 X Release of Liability and Health Forms required of trip participants. Sports Organization Agreements SU+2 CCP 337 Payment records relating to field rentals by sports organizations. RECREATION Page 26 of 26 Record Series Official Retention Citation V H C Description Association of Bay Area Governments (ABAG) Plan Liability Insurance Information and Documents CL+5*GC 34090 X Copy of annual Memorandum of Coverage (MOC), declarations, and exclusions. (*Hold onto as long as claim files are held . Scan into electronic repository before destroying.) Claim Files CL+5 GC 34090, 25105.5 X X Records regarding claims of wrongdoing by the City or its employees. Claims generally request compensation for damage or loss. Records include photographs taken by City employees or members of the public documenting claims, accidents, or incidents involving City property or employees. Employee Safety Information CU+10 GC 34090 Evacuation drills, Safety Committee records and minutes, Safety Inspection Reports, Injury Illness Prevention Program records, and Safety Training. Insurance Certificates P GC 34090 X Insurance certificates issued by the City's insurance administrator. Insurance certificates naming the City as additionally insured for events taking place on City property. Minutes, Risk Management Committee CU+2*GC 34090 Meeting minutes, records associated with staff meetings, not Council-related. (*Scan into electronic repository before destroying .) Risk Management Reports CL+5 OMB 1220- 0029; 29 CFR 1904.4; GC 34090 X ABAG Plan reports related to City claims, loss runs, loss analysis and related records. Safety reports, actuarial studies. RISK MANAGEMENT