HomeMy WebLinkAboutCity Council Resolution 23-090, Adopting City Council Policy 001, and revised Citywide Records Retention ScheduleRESOLUTION NO.23-090
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
REPEALING RESOLUTION NO.21-064, ADOPTING CITY COUNCIL POLICY 001-
RECORDS MANAGEMENT, AND ADOPTING A REVISED CITYWIDE RECORDS
RETENTION SCHEDULE
WHEREAS, Section 34090, et seq, of the Government Code of the State of California
provides the parameters whereby any City record which has served its purpose and is no longer
required, may be destroyed; and
WHEREAS, a properly prepared and approved Records Retention Schedule establishes
an agency's legal authority to do whatever needs to be done with records and documents entrusted
to the agency's care consistent with the Records Management Policy; and
WHEREAS, on June 3, 2009, the City Council approved a Records Retention Schedule
governing retention of City records which has been updated from time to time; and
WHEREAS, a Records Retention Schedule is a `flexible' document to accommodate legal,
administrative, and fiscal policy changes; and
WHEREAS, the City of Saratoga has recently completed a comprehensive review of its
Records Management Policy and the Records Retention Schedule.
NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Saratoga does
hereby:
(1) Repeal Resolution 21-064;
(2) Adopt the attached Records Management Policy to supersede and replace all other records
management policies adopted by the City; and
(3) Adopt the attached Citywide Records Retention Schedule to supersede and replace all other
records retention schedules adopted by the City.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 61h day of December 2023, by the following vote:
AYES: COUNCIL MEMBERS PAGE, WALIA, FITZSIMMONS, VICE MAYOR
AFTAB, MAYOR ZHAO
NOES: NONE
ABSENT: NONE
ABSTAIN: NONE
Yan Zhao, Mayor
ATTEST:
Britt Avrit, MMC, City Clerk
1713987.1
Resolution 23-090
Page 2
POLICY TITLE:
POLICY NUMBER:
POLICY EFFECTIVE DATE
LAST REVISION:
I. PURPOSE
CITY OF SARATOGA
CITY COUNCIL POLICY
Records Management Policy
CCP-001
12-06-2023
N/A
This policy establishes a Citywide Records Management Program for the proper and
efficient management of records including a Records Retention Schedule for all City
departments in compliance with applicable federal, state, and local laws. This policy
supersedes all previous City of Saratoga records management policies and practices.
The Records Retention Schedule establishes mandatory minimum retention periods for
City records, providing the foundation for the Records Management Program and
playing a pivotal role in its implementation. The City Clerk, in concert with the City
Attorney's Office, recommends to the City Council a Retention Schedule and
recommends updates on a periodic basis to accommodate changes in federal, state, and
local laws.
A properly prepared and approved Records Retention Schedule establishes an agency's
legal authority to do whatever needs to be done with records and documents entrusted
to the agency's care consistent with the Records Management Policy. It certifies the life,
care, and disposition of all agency records. If subpoenaed records have been destroyed,
agency schedules (and evidence of compliance with those schedules) will defend the
agency's actions. However, to prove there was no adverse intent when records were
destroyed, schedules must be specific and consistently used.
II. BACKGROUND
Section 34090 of the California Government Code sets forth the process whereby any
city record which has served its purpose and is no longer required may be destroyed.
The City of Saratoga's Records Management Program is designed to protect the City's
information assets and manage them effectively by employing systematic methods for
creation, maintenance, retention, disposition, and retrieval of official City records.
Through application of sound record management practices, the program ensures the
Resolution 23-090
Page 3
availability of records and information when needed by City officials and members of
the public. These practices also ensure the elimination of unnecessary, redundant
records, the preservation of records of continuing value for historical and legal value,
and the destruction of records that are obsolete in accordance with established
procedures once they reach the end of their approved retention period.
By controlling the life cycle of records from creation to final disposition, the City will
better manage its information assets, facilitate efficient access to information when
needed, provide documentation of compliance to state and federal agencies, and
preserve the valuable history of the organization. Records that are not appropriately
maintained or improperly destroyed expose the City to potential liability. The City Clerk
coordinates the Records Management Program in cooperation with all City
departments.
No department may dispose of any Record prior to the expiration of its approved
retention period or without following the procedure established in this policy.
III. RETENTION POLICY
The City of Saratoga shall retain Records for the period set forth in the attached Records
Retention Schedule unless longer retention is necessary for historical reference, to
comply with contractual or legal requirements, or for other purposes, as determined by
the City Manager (or designee) in consultation with the City Clerk and City Attorney. (The
Records Retention Schedule describes records maintained by City departments and
specifies, in accordance with statutory requirements or other factors, the period of time
established for their retention which must elapse before the records may be destroyed.
In some cases, the schedule calls for retaining specific types of documents for a period
longer than the statutory minimum based on staff experience indicating that the
information will be of use for the specified period of time.) Non -Records may be
destroyed when no longer needed unless retention is otherwise required by law or
directed by the City Manager. If records are scanned, the paper and scanned records
may only be destroyed once retention of that record has been met; scanning does not
authorize destruction of paper records.
IV. TYPES OF RECORDS
A Record is "[A] thing which constitutes an objective lasting indication of a writing, event
or other information, which is in the custody of a public officer and is kept either (1)
because a law requires it to be kept or (2) because it is necessary or convenient to the
discharge of the public officer's duties and was made or retained for the purpose of
preserving its informational content for future reference." (1981 64 Ops. Cal. Atty. Gen.
317, 326, citing People v. Pearson (1952) 111 C.A.2d 9 and People v. Tomalty (1910) 14
C.A. 2d 9.) This includes materials received or generated by the City in the course of its
business, including paper documents, electronically stored information such as e-mails,
electronic documents, databases, text messages, and social media posts, and
information in other formats such as microfilm, videos, audio recordings, photographs,
maps, etc.
Resolution 23-090
Page 4
A Record may be a:
Active Record - These are Records that are referred to by City officials at least
once a month.
Inactive Record - These are Records that are accessed an average of less than
once per month but have not completed their full retention period. These records
may be stored in a separate location from Active Records.
Permanent Record - These are Records that are required to be kept in
perpetuity, usually identified by statute or other written guidance. Examples
include historical records, minutes, ordinances, resolutions, land grant deeds,
title to real property or liens, etc.
Vital Record - These are Records required for daily operations and to resume
those operations after a disaster. A Vital Records program protects records from
the effects of the disaster and assists in recovery from the event.
Non -Records are materials that are not retained in the ordinary course of business and
may include, without limitation, the following materials to the extent that they have no
significant or lasting value: electronic messages created for routine communication or
in lieu of a brief telephone call; miscellaneous notices of employee meetings or
holidays, working files and materials that are considered personal, and papers, drafts,
rough notes or calculations created and used in the preparation or analysis of records
and not retained thereafter. Duplicate copies of Records are Non -Records and may be
destroyed whenever they are no longer necessary for the efficient operation of the City,
unless retention of the duplicate copy is otherwise required by law, specified in this
Policy, or directed by the City Manager (or designee).
V. DISPOSITION OF RECORDS
All records shall be retained and destroyed in accordance with this Policy. Once records
have fulfilled their administrative, fiscal, or legal function, they should be disposed of as
soon as possible in accordance with the Records Retention Schedule.
Unless otherwise provided by federal, state, and local law, the City Manager/or designee
may authorize the destruction of any original document which is more than two (2) years
old, with written consent from the City Attorney, without retaining a copy of the
documents as long as the retention and destruction of the document complies with the
Records Retention Schedule adopted by the City Council.
At least annually, the City Clerk will coordinate with City Departments in reviewing
records against the Records Retention Schedule to apply retention in a routine and
consistent manner. Records review will be conducted with respect to physical records as
well as electronic records such as e-mail and files on personal and networked
computers, the cloud (e.g., SharePoint), Laserfiche, and removable storage devices such
as thumb drives. If the Department Head cannot identify the appropriate category for a
record, the Department Head will consult the City Clerk.
Resolution 23-090
Page 5
Records that have met the retention period according to the Records Retention Schedule
may be destroyed upon written approval of the Department Head, City Attorney, City
Manager, and City Clerk. Department Heads will sign and provide the City Clerk a
'Certificate of Request for Destruction' requesting destruction of records from their
Department according to the Records Retention Schedule.
The City Clerk will ensure records authorized for destruction are destroyed in a secure,
efficient, and economical manner including using a bonded shredding company and
working with Information Technology staff. The City Clerk will keep documentation of
destroyed records.
Records that have met the retention period pursuant to the Records Retention Schedule
and must be retained due to pending claims or litigation will not be destroyed until the
relevant claim or litigation has been resolved.
VI. ELECTRONIC COMMUNICATION TOOLS
The City provides electronic communications tools (such as email, text messages, and
Teams chat) to its employees and certain elected and appointed officials as a convenient
and efficient medium of communication. These electronic communication tools are
intended and designed to be used for communication, but the tools are not intended to
be a medium for storage of City Records.
Users of City electronic communication tools must determine with regard to each
electronic communication (whether email, text, chat, or otherwise) whether the
communication is a Record required to be retained consistent with the Record Retention
Schedule. If the electronic communication is a Record required to be retained, the user
must take timely affirmative steps to retain it in accordance with this policy in the
appropriate storage system (for example, by saving screenshots of the Record and filing
them in the appropriate location with descriptive filenames). If the electronic
communication is a Non -Record or otherwise does not require retention, the user must
delete it from the electronic communication tool as soon as it is no longer needed for
the discharge of official duties. The City does not retain such Non -Records and may
periodically clear such Non -Records from the electronic communications tool (e.g.,
permanently delete "deleted items" from the email system, delete Teams chat threads,
etc.).
VII. RESPONSIBILITIES
The City Clerk is responsible for developing and implementing a Records Management
Program for the systematic control of the acquisition, processing, use, protection,
storage, and final disposition of all records, including the establishment and
maintenance of a system for filing and indexing records including:
Resolution 23-090
Page 6
• Developing and implementing an archival program for the storage of records
regardless of the manner in which they are stored
• Providing the training and tools necessary for officials and employees to comply with
this policy
• Coordinating storage of records no longer required in office areas and have not met
their legal retention
The City Clerk is responsible for providing an electronic copy of the City's Records
Retention Schedule to City staff. The City Attorney, City Manager, and City Clerk are
responsible for reviewing and recommending updates to the City's Records Retention
Schedule in accordance with federal, state, and local laws.
City employees, elected and appointed officials are responsible for protecting,
preserving, storing, transferring, using, and managing the City's records in accordance
with the City's Records Retention Schedule and applicable federal, state, and local law.
1713986.1
City of Saratoga - Retention Schedule
AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions
LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination
Rec. No. Applicable Record Category Name and Description Sample Records Retention Legal Citations
Department(s)/Division(s) for the Category
001
All Departments
Community Engagement, Media and Public Relations
Ad,vertismg
4Y
CA -CCP 337-(4Y)
Articles for External Publications
CA - GOV 34090 - (2Y)
Brochures
US -24 CFR 91 Subpart C - (MAINT)
External -facing communications, advertising and press
City Publications
relations materials, including documentation of outreach
Community Training
activities/events held in cooperation or for the benefit of
FAOs
Graphic Designs and Logos
the local community, including the Median Banners
Mailers/Postcards
Program.
Media Packets, Releases, Kits
Median Banner Program Applications
News, Press Releases
Newsletters
Presentations, Speeches
Public / Media Inquiries
Public Information / Outreach / Education
Publications Produced by the City
Social Media Documentation
Special Events
Comments
002
All Departments
Community Services
Administration Files
4Y
CA -CCP 337-(LA4Y)
Project Files
CA - CCP 338(c)- (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LAZY)
Records of activities Coordinated by the City to benefit
CA -GOV 34090-(2Y)
local communities. Includes:
Community garden
Neighborhood watch
Orchard picking program
- Oversight of public service agencies
Public art installations, including loans or donations of
artworks
- Saratoga rocks program
003
All Departments
Contracts and Agreements - CIP and Development
Addendums
Permanent
CA - CCP 315-(LA10Y)
Projects
Amendments
CA - CCP 337 - (4Y)
Attachments / Exhibits
CA - CCP 337.1 - (LA4Y)
Contracts
CA - CCP 337.15 - (LA10Y)
Executed agreements between the City and other parties
Disclosures
CA -GOV 91 -(LA6M; LA2Y)
forac uisition,construction,develo mentor
Q p
Easements/EasementInterest
Joint Power Agreement (JPA)
CA- GOV 8546.7-(CL+3Y)
CA - GOV 34090(a) - (PR)
improvement of City facilities, real property, and
Letters of Intent
US - 2 CFR 200,334 - (CL+3Y)
Infrastructure.
Liability Waivers
US - 24 CFR 91.105(h) - (5Y)
License Agreements
US - 24 CFR 92.508 - (CL+5Y)
Memorandum of Agreement / Understanding
US - 29 CFR 97.42 - (3Y)
Payment Bonds
US -48 CFR 4.705-1 - (4Y)
Performance Bonds for Contracts
Property Improvement Contracts
Real Estate Leases
Statements of Work (SOW)
Surety Bonds
004 All Departments _ Contracts and Agreements - other than CIP and Addendums
Development Projects AmendmenAttachments / Exhibits
Contracts
Executed agreements between the City and other parties Disclosures
for acquisitions of goods and services, including those for Franchises
9 9 g Joint Powers Authority (JPA)
rental of City property. Leases
Letters of Intent
Liability Waivers
License Agreements
Memoranda of Agreement (MOAs)
Memoranda of Understanding (MOUs)
Memorandum of Agreement / Understanding
Payment Bonds
Statements of Work (SOW)
Closed+110Y CA- CCP 315-(LA10Y)
CA - CCP 337 - (4Y)
CA - CCP 337A - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 29 CFR 516.5 - (3Y)
US - 48 CFR 4.705-1 - (4Y)
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Page 1 of 16
City of Saratoga - Retention Schedule
AC = While Active CL = Closed ! Completion / Final Resolution CU = Current Year LA = Limitation on Actions
LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination
A I"icable
,.,.„ S'a`m,r u.,.
r "
,.
-'
Rec_ No.
P O O .
De artment s /Divisions
p.,-.
ecord CategoryName and Description
for thefteoords
Category
Retention Legal Citations Comments
005
All Departments
Council, Commission Speaker Cards
Speaker Cards
6M
Note, these are not records but are listed here for
convenience.
Cards submitted by public attendees at City Council and
Commission sessions who wish to speak during the
session.
006
All Departments
Council, Commissions, and Committees
Agendas
Permanent*
CA-CCP 337-(LA4Y)
Agenda Packets
CA-GOV 945.6(ax2)-(LA6M; LAZY)
Appeals
CA-GOV 34090-(2Y)
Records of meetings, legislative actions, non -legislative
Assessment District Formation
actions, and administrative activities in support of the
City-wide PlanslPrograms Adopted
CItyS Council, Commissions, and Committees, as well
CommendationsCommunications from the Public at Council Meetings
as Task Forces and Citizen's Advisory Boards.
Correspondence (as part of the Agenda/Agenda Packet)
Meeting Minutes
Minute Books & Index
Oaths of Office
Ordinances
Petitions to Council
Proclamations
Resolutions
Supplemental Communications
Transcriptions of audio or video recordings of meetings
007
All Departments
Department Administration
Administrative Hearing Records
2Y
CA-GOV945.6(a)(2)-(LA6M; LA2Y)
Department Committees
CA - GOV 34090 - (2Y)
Department Goals, Objectives
General administrative records of City departments.
Departmental Budget Planning
Departmental Projects
Delegations of Authority
General Correspondence, including Email (not pertaining to another
category)
Gifts, Contributions and Donations to the City
In -House Committees / Employee Committees
Inter -agency Communications
Lists, Logs and General Reporting Icelanders, routine studies &
reports, contact lists, indexes, etc. )
Organization Charts
Permissions, Releases (for copyrighted material)
Recognition Events
Staff Meetings
008
All Departments
Grants and Funding Sources
Applications (including project proposals)
Closed*+5Y
CA -GOV 8546.7 - (CL+3Y)
CL=Close of Grant, Plus All Final Audit Reports
Audits
CA - GOV 34090 - (2)
Completed; if grant is in perpetuity, it never closes; or,
Documents the application, evaluation, awarding,
Awards
Award Notification
US -2 CFR 200,334-(CL+3Y)
US -24 CFR 570.502(a)(7)(i)(A) - (AC+4Y)
retain per contract stipulation, whichever is longer.
administration, monitoring,and status of rants and other
g
Budget Tracking Reports
Continuum Care Records
US -24 CFR 578.103(a)(4)(b)- (CL+5Y)
Unsuccessful applications are retained for 2 years.
funding sources in which the City is the recipient, grantor,
of (CoC)
FEMA / DES Reimbursements
US -24 CFR 578.103(c)(2)- (Where Continuum
Care funds for the
allocator, or administrator. May include:
Federal, state, Local Grants
of are used acquisition, new
construction, or rehabilitation of a project site,
NOTE: If a grant requires longer retention, its specific
Gas Tax
records must be retained until 15 years after the
requirements will take precedence.
including:
Grant Administration
date that the project site is first occupied, or
CDBG and CDBG-R
Grant Funding
Grant Evaluations
used, by program participants.)
US - 29 CFR 97.42 - (3Y)
CIP Project Grants
Program Rules, Regulations, Procedures
- HOME
Property Texas Funding
First -Time Homebuyers Program
Reimbursement Requests (including invoice and backup)
Reports to Funding Agencies
Housing Rehabilitation
Special Revenue Funds
Transportation Funding
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City of Saratoga - Retention Schedule
AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions
LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination
Applicable Sample Records
Rec. No. Record Category Name and Description Retention Legal Citations Comments
Department(s)/Division(s) for the Category
009
All Departments
Historical Documents, Events, and Collections
Articles of Incorporation
Permanent
CA -GOV 34090-(2Y)
Biographies of Public Officials, Agency Heads
City Generated Historical Studies / Reports
Records and information documenting the history and
City Manager Performance Indicators / Performance Measurements
significant milestones of the City.
Executive, City official Communications, Speeches, Videos
Final Annual Budgets (Operating and Capital)
History of the Organization
Historical Events, Artifacts, Architecture, Designations, Projects
Historical Parks, Facildles
Historical Preservation Inventory
Memorial and Dedication Programs (plaques, trees, bunches)
010
All Departments
Permits and Licenses Issued
Annual Licenses Issued
Closed+4Y
CA -CCP 337 (4Y)
Copies of appeals are filed with the permit
Appeals Resolved by Hearing Officer'
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
Applications
CA - GOV 34090 - (2Y)
Permits and licenses - other than building permits and
Permits Issued
business licenses - administered, issued and
maintained by the City, including:
Alarm Permits
Animal Permits
- Encroachment Permits
Massage Establishment/Practitioner Permits
Noise Exception Permits
- Oversize Load Permits
Solicitor Permits
- Special Events (block parties, parades, footraces, and
festivals)
Tree Removal Permits
Use/Conditional Use Permits
011
All Departments
Policies, Procedures and Work Instructions
Directives
Superseded+2Y
CA-GOV945.6(a)(2)-(LA6Mi LA2Y)
Guidelines
CA - GOV 34090 - (2Y)
Handbooks
All documentation of City policies and procedures,
Policies
including department internal instructions.
Procedure Manuals
Procedures
Program / Initiative Plans
Records Retention Schedule
Rules / Regulations
Standards
Standard Operating Procedures (SOPS)
012
All Departments
Service Issues, Complaints
Help Desk Data, Tickets
Closed+2Y
CA -GOV 945, 5(a)(2) - (LAW, LAZY)
Issues Log
CA - GOV 34090 - (2Y)
Trouble Reports
Documentation regarding department complaints and
related requests for service.
013
All Departments
Training Records
Attendance
gY
CA-8 CCR 3203(b)(2)-(1Y)
Certification Records, Certificates
CA - GOV 12950.1 - (2Y)
Compliance Training
CA - GOV 34090 - (2Y)
All documents related to education and training,including
Courses/Seminars(TakenbyEmployees-includesSafety Training)
CA- GOV 53235.2b-(5Y)
technical training, taken by paid employees, unpaid
Individual Education, Development
CA -GOV 53237 2b -(5Y)
volunteers, elected officials, and candidates for elected
US -29 CFR 1602.31 -(2Y)
office, including:US
- 411 CFR 60-741(80-(AC+2Y ( )
Ethics
- FEMA/NIMS
Fire Extinguisher
First Aid/CPR
- Harassment Prevention
Hazardous Materials
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CSARATOGA
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City of Saratoga - Retention Schedule
AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions
LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination
Rec. No. ApPlit:able
Record Category Name and Description
,'Sample'"Records
_
Retention
egal Citations
Comments
Department(s)/Division(s) >'
for the Category _
014
All Departments
Training Materials
Attendance Lists
Educational Assistance
Superseded+SY
CA-8 CCR 3203-(AC+1)
CA - GOV 945.8(aJ(2) - (LA6M; LAZY)
Employee Development
CA - GOV 34090 - (2Y)
Materials prepared for training sessions.
Presentation Materials
CA - GOV 53235.2(b) - (5Y)
CA - GOV 53237.2(b) - (5Y)
015
City Attorney
Legal Advice and Opinions
Internal Client communications
While
CA -GOV 945.6(a)(2)-(LA6M; LAZY)
Opinions
Active+10Y
CA-GOV 34090-(2Y)
Records documenting legal counsel and advice on
various matters.
016
City Attorney
Litigation, Arbitration and Resolution
ADA Case Files
Closed•+10Y
CA-2 CCR 11013-(CL+2Y)
CIL Final resolution of all claims, appeals
Appeals
CA -22 CCR 1085-2(c) - (4)
Briefs
CA - CCP 315 - (LA10Y)
Records and information created or collected to support
Case Correspondence
CA -CCP 337-(LA4Y)
the Citys position in actual or potential litigation or to
case Files
CA - CCP 337.15-(LAI OY)
otherwise evaluate actual or otential liti ation relatin to
P g g
Cease 8 Desist Letters
CA- CCP 338.1 - (LA5Y)
the organization,grievances, and worker compensation.
Complaints
Contract Disputes
CA -CCP 583.320-(LA.3Y)
CA- GOV 911.2-(LABM;LAIY)
Litigation includes third party litigation, government
Court orders
CA-GOV 945.6(ai(2)-(LA6M; LA2Y)
investigations, mediations, arbitrations, and other judicial
Demand Loners
CA-GOV 8546.7 Y)
or quasi-judicial proceedings.
EEOC Charges, Cases
Injury Reports
CA - GOV 34090 - (2Y)
(2Y)
CA -LAB 5410-(LA5Y)
Pleadings (affidavits. depositions, exhibits, court filings)
CA - RTC 7164 - (LA5Y)
Subpoenas
CA - RTC 19704 - (LAGY)
Unemploymemnt Copensation Claims
CA - UIC 1132 - (LA3Y)
Unemployment Ccmpensation Data, Weekly Earnings Data
US -25 USC 6531-(LABY)
US - 26 USC 6532 - (LA2Y)
US - 29 USC 255 - (LA2Y)
US - 29 USC 626(d) - (LA3000)
US - 42 USC 2000e5 (e ) - (LAISOD)
US - 42 USC 2000e5 (f) - (LA180D)
017
City Attorney
Significant/Major Litigation
Appeals
Permanent
CA-2 CCR 11013-(CL+2Y)
Briefs
CA - 22 CCR 1085-2(c) - (4)
Case Files
CA - CCP 315 - (LA10Y)
Official documents relating to a case that the City
Complaints
CA -CCP 337-(LA4Y)
Attorney has determined to be a significant case which
Court Orders
CA - CCP 337.15 -(LAI OY)
sets legal or its resolution by settlement..
P Mions Confer
CA
precedent
- CCP 583.320 -- LAW)
Pleadings (affidavits, depositions, exhibits, court filings)
CA - GOV 911.2 - (LA6M; LAI Y)
Settlement Agreements
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
Subpoenas
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
CA - LAB 5410 - (LA5Y)
CA - RTC 7154 - (LA5Y)
CA - RTC 19704 - (LABY)
CA - UIC 1132 - (LA3Y)
US - 26 USC 6531 - (LA6Y)
US - 26 USC 6532 - (LA2Y)
US - 29 USC 255 - (LA2Y)
US - 29 USC 626(d) - (LA300D)
US -42 USC 2000e5 (e) - (LA180D)
US -42 USC 2000e-5 (f) - (LA180D)
018
City Clerk
Appointments to Committees, Commissions, etc.
Applications (appointed, unsuccessful)
Term of
CA-GOV 34090-(2Y)
Interview Notes
Office+2Y
Appointments made by authorized elected officials to
Letters of Appointment
Letters of Recommendation
councils, committees, boards, commissions, task forces,
Oaths of Office
other advisory groups, or public offices, including those to
Resumes
fill vacancies for otherwise elected positions.
Submitted Documents
019
City Clerk
Election Administration Records
of Ptitions
BMCA-EC
17302(b)-(6M)
ecinct and Inspector Files
CA - EC 17503(b) - (6M)
Documentation of the administration of City elections.
froiniistration
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City of Saratoga - Retention Schedule
SARATOGA
AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions
LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination
Rec. No. Applicable Record Category Name and Description Sample Records Retention Legal Citations Comments
Department(s)/Division(s) for the Category
020
City Clerk
Election Records - Petitions
City CharterAmendment Petitions
Initiative, Recall, or Referendum Petitions
1Y
CA -ELEC 17200(a) - (8M)
CA - ELEC 17200(b)(3) - (1 Y)
CA -ELEC 17400-(8 Months)
Records and information related to the filing and
performance of City elections for municipal initiative,
referendum, and City charter amendment petition.
021
City Clerk
Election Records - Rosters
Roster of Voters
5Y
CA - EC 17300(a)-(5Y)
022
City Clerk
Election Records - Successful Candidates and
Ballot Measures
Permanent
CA - ELEC 17100(a)- (TEt4Y)
Election Results
Campaign Disclosures, Nomination Papers
CA - ELEC 17300 - (SY)
Campaign Statements, Successful Candidates
CA - GOV 81009(b) - (PR)
Certificates of Election, Sample Ballots
Records and information related to the filing and
Certification of Election Results
performance of City elections, as well as to elected
candidates.
023
City Clerk
Election Records - Unsuccessful Candidates
Campaign Disclosures, Nomination Papers
5Y
CA -ELEC 17100(a) - (4Y)
CA - GOV 81009(b) - (5Y)
CA - GOV 84616(b) - (4Y)
Records and information related to the filing of campaign
and election documentation by candidates not elected.
024
City Clerk
FPPC Filings
Form 460(Reclplent Committee Campaign Statements)
7Y
CA -GOV 34090-(2Y)
Form 700 (Statements of Economic Interest, SEI)
CA - GOV 81009 - (4Y, 7Y)
Form 801
CA - GOV 84616(b) - (4Y)
Forms mandated by state law related to Fair Political
Form 802
Practices Commission (FPPC) filings, including those for
Form 806
economic interests of certain employees, elected or
appointed officials, or candidates for office.
025
City Clerk
Grand Jury Reports and Responses
Grant Jury Reports
3Y
CA -GOV 34090-(2Y)
Responses to Grand Jury Reports
Reports received from Santa Clara County Civil Grand
Jury, and City responses.
026
City Clerk
Official Meetings- Audio/Video Recordings
Audio and Video Recordings
P
CA -GOV 5491-(30D)
Audio and Video Recordings of City Council,
Commissions, and City Committees.
027
City Clerk
Proposition 218 Assessment Elections and Protest
Assessment Ballot Proceeding
While Active+2Y
CA - ELEC 17302-(6M)
Property owner elections only.
Procedure
Protest Ballots
CA - GOV 34090 - (2Y)
Protest Letters
CA - GOV 53753 - (2Y)
Public Hearing Materials
CA - GOV 53755 - (AC-2Y)
Records related to Proposition 218 assessment elections,
administration of notifications and protests associated
with taxes, assessments and fees subject to Prop. 218.
028
City Clerk
Public Notices
Affidavits of Posting
2Y
CA- GOV 91-(LAW,, LA2Y)
Affidavits of Publication/Legal Notices
CA - GOV 34090 - (2Y)
Proof of Publication
Records documenting compliance with laws requiring
Public Hearing Notices
public notice of govemment activities. Subjects include
assessments, elections, land use changes, public
meetings and hearings, sale of property, and others.
-0�u
v(D
O
(D O
C
O
Z
IV
W
O
12/6/2023 Page 5 of 16
City of Saratoga - Retention Schedule
` •
AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions
LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination
Rec. No. Applicable Record Category Name and Description Sample Records Retention Legal Citations Comments
Department(s)/Division(s) for the Category
Abandonments CA-GOV 34090a
029 City Clerk Recorded Documents -Vital Permanent ()-(PR)
Agreements
Annexations
Records and information pertaining to those original key City Incorporation
documents recorded on behalf Of the City. Conveyances from the City (Deeds, Easements, Abandonments)
Conveyances to the City (Deeds. Easements, Dedications )
Deeds
Detachments
Easements
Grant Deeds
Liens
Rights -of -Way
Street / Alley Abandonments, Improvements
Vacations
030
City Clerk
Records, Information Management
Box Contents Listings
Closed+10Y'
CA -CCP 315-(LA10Y)
' Exception: Proofs of rewrd dispositions are retained
Destruction Approvals and Authorizations
CA -CCP 337-(4Y)
permanently
Documentation of the compliance with Records and
Document Hold Notices, Updates
Records Inventories
CA -CCP 337,15-(LA10Y)
CA -GOV 34090-(2Y)
Information Management policy and procedures.
US -26 CFR 31.6001-1 - (4Y)
US -26 CFR 301.6501(a)-1-(CY+3Y)
031
City Clerk
Requests for Public Records
Formal Public Records Requests
Closed+2Y
CA- GOV 34090-(2Y)
Subpoenas for Records (subpoenas duces tecum )
Records requested by the public and related inquiries.
032
City Manager
Emergency Management and Business Continuity
Business Continuity Plans
While Active+3Y
CA -GOV 945.6(a)(2)-(LA610; LA2Y)
Planning
Community Emergency Response Team (CERT) Information
CA - GOV 34090 - (2Y)
9
Disaster/Emergency Preparedness
US - 2 CFR 200. 334 - (CL+3Y)
Drill Records
All documentation of City plans for dealing with disasters
Emergency Contact Lists, Employee Lists, Roster of Workers
system failures.
Emerand/or
Emergency operations CentEvacuation er
Emergency Operations Plan
Emergency Recovery
Emergency Response
Emergency Services
Oaths of Office for CERT Volunteers
Telephone Trees
033
City Manager
Personnel Files - Volunteers and Unpaid Interns
Attendance Records
Closed+5Y
CA -GOV 945.6(a)(2)-(LAW; LA2Y)
Human Resources
Recognition Awards, Commendations, Certificates
Change in Status (CIS)
CA - GOV 3105(f) - (TE*5Y)
CA - GOV 34090 - (2Y)
All documents related to unpaid volunteers and unpaid
Complaints, Investigations
intems, including volunteer disaster service workers.
Volunteer Acknowledgements
Liability waiver (copies)
Roles, Responsibilities
Volunteer Interest Forms/Registrations
Volunteer Reference Verifications
034
Community Development
Building Permits
Applications
Permanent
CA -CBC 107.5-(Completion-180D)
Building Inspections
CA - CRC 106.5 - (Completion+180D)
Building Permits (issued, active, expired, history)
CA - CCP 337.1 - (LA4Y)
Records and information documenting the City's building
Building Plans and Specifications
CA -CCP 337.15-(LA10Y)
services activities for both commercial and residential
Certificates of occupancy
CA -GOV 945.6(a)(2)-(LA61,11; LA2Y)
structures.
Permit Fee Records
CA - GOV 3409D - (2)
Plan Reviews
CA - HSC 19850 - (LI)
Project Status Reports
Saratoga Municipal Code 16-15.025 - (PR)
M.
12/6/2023 Page 6 of 16
City of Saratoga - Retention Schedule
Sv (D
AC = While Active CL = Closed / Completion / Final Resolution CLI = Current Year LA = Limitation on Actions
Q cn
LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination
O
� S=
Applicable Sample Record ..
Rec. No. Record Category Name and Description Retention Legal Citations Comments
N
Department(s)/Division(s) for the Categoryr
W
035
Community Development
Code Compliance and Enforcement
Case Files by Address
Closed+3Y
CA -GOV 945.6(a)(2)-(lr,(31vl; IA2Y)
NOTE: Records for repeat offenders may be retained
6
Coda Citations
CA -GOV 34090-(2Y)
longer to document a history of violations
CD
Cod e Enforcement
CA - PEN 802 - (2Y)
CD
Records and information documenting compliance with
Code Violations
Saratoga Municipal Code 7-20,143 - (MAINT)
City codes, including violations.
Complaints
Compliance with Conditions of Approval
Dangerous Animals (incidents of dangerous or potentially
dangerous dog behavior by potentially dangerous dogs reported by
the Animal Control Officer)
Inspections / Enforcement (Business, Residential)
Investigations
Notices of Violation
Photographs
Resolution
Vehicle Abatement (abandoned vehicles)
Violations
Zoning Compliance Certificates
036
Community Development
Planning, Zoning and Land Development
Appeals
Permanent
Arbonst Records (tree protection associated with a project)
Certificate of Compliance
Records and information pertaining to the activities of the
Climate Action Plan
planning division, including development, redevelopment,
Design Reviews
and zoning, as well as tannin a
approved by City Council.
E.I.R., Notice of Determination, Categoncal Exemptions, etc.
g, planning
Environmental Reviews and Analyses
Final CEOA Documents
General Plan (amendments, growfh management element, noise
element, specific plants)
Heritage Resource Alteration
Land Use Permits
Landscape
Master Plans
Plan Reviews
Plans (Specific)
Public Participation Plans
Public Use
Resolutions
Rezoning
Summary of Actions
Use Permit
Variances
Zoning Map Amendments
Zoning Text Amendments
Community Development Safety Program Records Acquisition anduisMaintenance of Safety Equipment (REDS, first aid I Closed+6Y
Human Resources drs, fire exbngners )
Minutes from Safety Meetings
Records and information of the City's program for OSHAAudlts
protecting the safety of employees and those using City
038
Community Development
Deposit Account Project Administration
Applicant ueposits
Public Works
Deposit Account Statements
Payment Transactions
Records of projects for residents or businesses in which
Plans
City receives a deposit from applicant, arranges for
Reports
studies
various surveys and studies to be performed by approved
suNeys
consultants, including City geologist, who are paid through
applicant's deposit, including deposits for City Attorney
review.
CCP 337.1 - (LA4Y)
CCP 337.15 - (1-A10Y)
GOV 945.6(a)(2) - (LA6M; 1-42Y)
GOV 12981 - (FR+1Y)
GOV 34090 - (2Y)
HSC 19850 - (LI)
8 CCR 5157 - (1 Y)
8 CCR 14300.33 - (6Y)
CCP 338.1-(LA5Y)
GOV 945.6(a)(2) - (LA6M', LAZY)
GOV 34090 - (2Y)
LAB 6401.7 - (MAINT)
LAB 6409.6 - (3Y)
29 CFR 1602.14 - (AC+1 Y)
29 CFR 1602,31 - (AC+2Y)
49 CFR 382.401(b)(1) - (5Y)
GOV 945.6(a)(2) - (LA6M; LAZY)
GOV 34090 -(2Y
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City of Saratoga - Retention Schedule
SARATOGA
AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions
LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overv7itten TE = Termination
Applicable Sample Records
Rec. No. Record Category Name and Description Retention Legal Citations Comments
Department(s)/Division(s) for the Category
039
Community Development
Land and Property Maps, Drawings
Aerial Photos
Permanent
CA -CCP 337.15 - (LA10Y)
Public Works
Assessment Distinct Maps
CA - GOV 34090(a) - (PR)
Maps and geographical information pertaining to
Assessor Parcel Maps
Benchmarks
CA - HSC 19850 - (Life of Building)
US-44 CFR 60.3-(MAINT)
properties and developments and improvements within
Bridges
City jurisdiction.
Bu Site Determination
ciilding
ty Boundaries
Drainage
Geologic Maps
Improvement Plans, Drawings
Land Survey Maps
Lot Line Adjustments (LLAs)
Official Plan Line
Parcel Mergers
Parcels
Parking Districts
Parks
Plats
Record Maps
Record of Survey Maps
Reversions to Acreage
Stone Drains
Scree[ Address Files
Street Improvements
S ubdiv's—s
Tract Maps
Traffic
Utilities
Vellums
040
Community Development
Management of City Buildings and Properties
Asset Acquisition and Maintenance Records
Life'+10Y
CA -CCP 337.1-(LA4Y)
Life of Building, Asset
Public Works
As -Built Blueprints
CA - CCP 337.15 - (LA10Y)
Records and information regarding the structure and
Construction Records
Electrical Winng Schematics
CA - GOV 945.6(a)(2) - (LA6M; LAZY)
CA -GOV 34090-(2Y)
maintenance of City -owned physical buildings and
Fire Inspections
CA -HSC 19850-(LI)
facilities, as well as associated equipment.
Floor Inspections
Keys and Access Records
Property Inventory
041
Finance
Accounts Payable/Receivable
1099
6Y
CA -CCP 337-(LA4Y)
1099R
CA - CCP 338 - (LA3Y)
Cash Disbursement
CA - GOV 945.6(a)(2) - (LA6M; LAZY)
Records and information related to the accounting of
Cash Receipts
CA -GOV 8546.7-(CL+3Y)
monies paid or received by the City including payment for
Check Runs, Check Registers, Voided Checks
CA - GOV 34090 - (2Y)
financial obligation, documenting bad debt, paying of
Credit Card Slips, Statements
US-2CFR 200.334-(CL+3Y)
unemployment expenses, employee expense
Credit Memos
Employee Expense Reports, Reimbursements
US - 24 CFR 570.502(a)(7)(i)(A) - (AC+4Y)
US - 26 CFR 31.6001-1 - (CY+3Y)
reimbursement, money paid for fines or fees, services
Facilities Fees
US - 29 CFR 97,42 - (3Y)
rendered, vendor credit cards, cash received,
Fee Maintenance and Collection (r rassessments, licenses,
US - 29 CFR 516.5 - (3Y)
payments
permits, etc. )
US - 48 CFR 4.705-1 - (4Y; 2Y)
etc.
Fixed / Capital Asset Accounting
Form 1099 Records
Form W-9 Records
Invoices and Vouchers
Journal Vouchers
Month -End Cost Records
Operating Invoices, Paid (General, Contract Vendors)
Payables Package, Receipts
Payments
Petty Cash Data
Receivables Package, Receipts
Reconciliations
Security Bonds and Deposits
Taxes (general fund, property, real property, sales/use, transient
occupancy tax (TOT)
Tax Rates
Utility Billing
Vendor Invoices
W
12/6/2023 Page 8 of 16
City of Saratoga - Retention Schedule
SARATOGA
AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions
LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination
Applicable Sample Records
Rec. No. Record Category Name and Description Retention Legal Citations Comments
Departments)/Division(s) for the Category
042
Finance
Audits (Internal, External)
Annual Audit Reports
Closed"+6Y
CA -GOV 945.6(ax2)-(LA6M; LA2Y)
'Audits are considered active until the final report is
Annual Comprehensive Financial Report (ACFR)
CA - GOV 8546.7 - (CL+3Y)
issued and all corrective actions have been completed.
Audit Files, Plans
CA - GOV 34090 - (2Y)
Records and information related to auditing activities,
Audit, Auditors Reports
US - 26 CFR 1.1461-2 - (CU+1 Y)
including reviewing and documenting operational,
Audit schedules
US - 26 CFR 31.6001-1(e)(2) - (CU+4Y)
compliance, or financial information created as a part of
Gewo
Genn eral Puurprppers ose Financial Audits, Single Audits
US -26 USC 6531-(LA6V)
an audit.
Improvement Plans
Investigations, Workpapers
Management Responses
Observations
Recommendations
Remediation Plans / Results
Responses
043
Finance
Bank Account Information
Bank Account Administration
4Y
CA -GOV 945.6(a)(2)-(LA6M; LA2Y)
Bank Statements (All Agencies)
CA - GOV 34090 - (2Y)
Checks, Canceled
US .26 CFR 31.6001-1 - (CU+3Y)
Records and information related to banking activities,
Check copies
US -48 CFR 4.705-1 - (4Y)
transactions and correspondence. This category includes
Check Registers, Journals
deposits and reconciliations.
Corrections/Returns
Deposit Permits
Deposits
Electronic Banking
Reconciliations
Signature Cards
Transactions
Transfers
Voided Checks
Wire Transfers
044
Finance
Budget Management
Gann Limit Annual Review
2Y
CA -GOV 34090-(2Y)
Revenue/Expenditure Reports
Trial Balance/Balance Sheets (Finals)
Records and information relating to implementing and
monitoring City budgets.
045
Finance
Business License Applications
License Applications
Permanent
CA -CCP 337-(LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Business license applications submitted to the City.
Saratoga Municipal Code 4-05.070 (PR)
046
Finance
Business Licenses
Annual Licenses
While Active+4Y
CA -CCP 337-(LA4Y)
Business Licenses (fees, financial history, renewals, rate worksheet,
CA -GOV 945.6(a)(2)-(LA610; LAZY)
-GOV 34090-(2Y)
Records and information documenting the issuance of
RenewalCA
Notices
City business licenses.
047
Finance
Credit, Collections
Accruals
4Y
CA -CCP 337-(LA4Y)
Bad Check Logs
CA - GOV 945.6(a)(2) - (LA6M, LAZY)
Bad Debt Reserves
CA - GOV 34090 - (2Y)
Records and information generated or collected in the
Credit, Collections and Aging
tracking of debtor transactions and balances.
Customer Payments
Refund Claims
Uncollectable Accounts
Write-offs, Adjustments
048
Finance
Debt and Investments
Bonds
Maturity`+6Y
CA -CCP 336a-(LA6Y)
' Maturity includes cancellation and redemption
Bonded Indebtedness
CA CCP 337 - (LA4Y)
Certificates of Deposit (CDs)
_Cr_
CA P .8 - (LA3Y)
Records and information relating to analysis of City
Direct Investments
CA -GOV 945.6(a)(2)-(LA6M; LAZY)
financing and investment activities.
Due Diligence
CA -GOV 8546.7-(CL+3Y)
Financial Investment Planning
CA - GOV 34090 - (2Y)
Investment Performance Reporting
Investment Reporting
Local Agency Investment Fund (IAIF)
Long Term Debt
Money Manager Statements
Performance Bonds, Letters of Credit
Portfolio Management, Quarterly Reviews
12/6/2023 Page 9 of 16
City of Saratoga - Retention Schedule
-0 �Q
AC = While Active CL = Closed
/ Completion / Final Resolution CU = Current Year LA = Limitation on Actions
(p cn
LI = Life (of contract, program, asset)
MAINT = Maintain PR = Permanent
S = Superseded/Overwritten TE = Termination
(D O_
S_
APpticable
Sample Records
Z3
Rec. No.
Record Category Name and Description
Retention
Legal Citations
Comments
Departments)/Division(s)
for the Category
N
w_
is
049 Finance
Financial Reporting - Official
Annual AS 1600 Reports
6Y
CA- GOV 945.6(a)(2)-(LABM;LAZY)
Annual Possessory Interest Report
CA - GOV 34090 - (2Y)
0
Annual Property Tax Levy Report
US - 26 CFR 1,1461.2 - (CY+1Y)
(O
Official City financial reports required by regulations.
Annual Report of Financial Transactions To State
US - 26 USC 6531 - (LAGY)
CD
Annual SLESF/COP Report
Annual State Controller Filings
Annual Streets Report
Audited Financial Statements
Budgets, Adopted
GANN Appropriation Limit Report
Maintenance of Effort (MOE) - Public Safety
Payroll Reports (HRA, RMr ICMA 457 accounts, deferred
compensation)
Public Financing Authority (PFA) Reports
TDA Audit Reports
050
Finance
Financial Reporting - Operational
Expenditures Reports
6Y
CA -GOV 945.6(a)(2)-(LA6M', LAZY)
Monthly Treasurer's Report
CA - GOV 34090 - (2Y)
Possessory Interest Report / Lease Reports
US - 26 CFR 1.1461-2 - (CY+1 Y)
General City financial reports generated to track internal
Quarterly Investment Report
US - 26 USC 6531 - (LA6Y)
transactions and achievements.
Weekly Reports
051
Finance
Financial, Strategic Planning
Busi ass Plane
2Y
CA -GOV 34090-(2Y)
Financial Plans
Forecasts
Records and information relating to financial and strategic
Interim Results
planning.
Revenue Forecasts
Strategic Plans
052
Finance
General Ledger, Journal Entries
Account Ledgers
6Y
CA -GOV 34090-(2Y)
Billing Rates, Journal
US - 26 CFR 31.6001.1 (CY+3Y)
Appropriations Transfers
US - 26 USC 6531 - (LA6Y)
Records and information related to the transfer of
Balance sheets
charges between accounts and summaries of account
Books of Account
information, includingyear end summaries of general
y g
Cash Journals
Chart of Accounts
ledger transactions.
Demand Register
Expenditure Reports
General Ledger
Journal Entries
Manual Accounting Ledger, Control Ledger
Detail History Report
12/6/2023 Page 10 of 16
City of Saratoga - Retention Schedule
AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions
LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination
Applicable Sample Records
Legal Citations Comments
Rec. No. Record Category Name and Description Retention17
Departments)/Division(s) d for the Category
053
Finance
Payroll
Attendance Records, corrections
5Y
CA-2 CCR 570.5-(5V)
Benefit Payments
CA - 2 CCR 571(b)(1)(E) - (5Y)
CaIPERS Reporting
CA-8 CCR 11040(7)(c)
Records and information related to the accounting of City
Deduction Registers, Reports
CA -CCR 1085-2 (c)-(4Y)
payroll, including garnishment records and information to
Defemed Compensation
CA -GOV 12946-(4Y)
satisfydebts. This also includes records and information
Employee Benefits
Employee Deduction Authorizations, Check Information
CA- GOV 34090-(2V)
CA -LAB 226a - (3V)
reflecting all remuneration paid to each employee,
Employee Master Lists, Addresses
CA - LAB 1174 - (3V)
Including:
Flex Spending
CA - LAB 1197.5 - (LA2Y, LA3Y)
Garnishments
CA - UIC 1132 - (LA3Y))
Longevity Pay
US - 26 CFR 31,6001.1(e)(2) - (CUi4 )
- Name, address, SSN
Payroll Checks, Copies, Stub Reports
US - 29 CFR 516.5 - (3Y)
Total amount and date of payments
Payroll Certifications, Controls
US - 29 CFR 516 6 .(2Y)
- Period of service covered for each
Payroll Deduction Authorizations, History, Liens, Claims
US - 29 CFR 1620.32 - (2Y)
- Withholding
Payroll Journal
Payroll Registers
US - 29 CFR 1627.3 - (3Y)
US - 29 USC 436 - (5V)
Tax collected
Payroll Reports (department, PERS, taxes)
US - 48 CFR 4.705-2 - (4Vi 2Y)
Payroll Tax Returns
Personnel Action Forms
Premium Billings
Processing Reports, Reports to Government Agencies
Time Sheets - Reports
Timekeeping Records Mmecards, Time Sheets, Basic Tme and
Earnings Cards)
Tuition Reimbursements
W-2
W-0
Wage Rate Tables
054
Finance
Procurement, Purchasing and Requisitioning
Bids, Awards (Accepted. Unaccepted. Rejected)
Closed+4Y
CA -CCP 337.(4Y)
Exception: Procurement documents for acquisitions
Change Orders
CA - GOV 945.6(a)(2) - (LA6M: LA2V)
that are canceled or do not get awarded are retained
Records and information created or retained in the
Delivery Records
Exhibits
CA -GOV 8546.7-(CL+3Y)
CA -GOV 34090 -(2Y)
fort years.
purchasing acquisition of goods and services.
P g or ac q g
Price Lists
Saratoga Municipal Code 2A5.090-(MAINT)
NOTE: RFIs, RFPs, and RFQs are retained by the
Documentation that includes the terms and conditions
Proof of Insurance Certificates
Purchase Orders
US - 2 CFR 516s -- (CL-3Y)
US-29 CFR 516.5-(3Y)
originatingde artment not sent to Finance
P ( )
under which vendors Will provide goods or services.
Purchasing Cards/Calcams
Quotations
Requisitions
Requests for Information (RFI)-
Requests for Proposal (RFP)-
Requests for Quote (RFQ)-
Sc,necards
Shipping and Receiving (bills oflading, freight bills, manifests,
waybills)
Specifications
Statement of Reason for Award (where awardee was not lowest
bidder)
Vendor Information
055
Finance
Real Property, Fixed Assets
Acquisitions
Life'+10Y
CA -CCP 337.15-(LA10Y)
'Life of Asset
Amortization
CA - GOV 34090 - (2Y)
Appraisals
US - 26 USC 6531 - (LA6V)
Records and information related to the ownership,
Asset Retirement Records
purchase, sale, lease or improvement of real property and
Attachments
facilities owned by or used by the City.
Buildings
capital Asset Records
Capital Improvements
Deeds
Deeds of Trust
Depreciation Schedules
Excess Right of Way
Fixed Asset Ledger
Land
Mortgages
Parkland
Possessory Interest
Sales
Valuation Information
-0 X
N (D
tQ rn
(D O
v O�
N
W
O
t9
O
12/6/2023 Page 11 of 16
City of Saratoga - Retention Schedule
SARATOGA
Amwrl
1u vuc
AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions
LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination
— T
ApplicableSample
Rec. No. Record Category Name and Description Retentionv Leg al Citations Comments
De artme !Divisions eCategoryRecords
P O l)
056
Finance
Unclaimed Funds, Escheat
Cancelled Warrants (escheat)
10Y
CA -CCP 1513-(3Y)
Uncashed Checks
CA - GOV 34090 - (2Y)
US - Uniform Unclaimed Property Act
Records and information pertaining to unclaimed funds
(2016), Section 404 - (10Y)
and warrants held in trust by the City.
057
Finance
Claims Management
Incident Reports
Closed+5Y
CA-2 CCR 11013-(AC+2Y)
Exception: Accident, incident, and injury reports not
Human Resources
Annual Audit of Open Claims
CA - CCP 337 - (5Y)
resulting in a claim can be disposed of after 2 years.
Records detailing claims submitted to or by the City,
Appraisals
Claims By/Againstthe City
CA-CCP338.1-(LA5Y)
CA -GOV 911.2-(LA1Y)
including those made to insurance Carriers - other than for
Damage Estimate Reports
CA - GOV 945.6(a)(2) - (LA6M, LAZY)
workers compensation - including appraisals and reports.
Supporting Documentation
CA -GOV -(
Investigations
CA - GOV 34090 34090 - (22Y)
Y)
Liability Waivers
CA - VEH 2547 - (LA3Y)
Risk Management Reports
Unemployment Insurance Claims
058
Human Resources
Benefit Plans
Carrier Reporting, Performance
Life`+6Y
CA -CCP 337-(LA4Y)
' Life of Plan
COBRA Rates, Records, Histories
CA - GOV 945.6(a)(2) - (LABM; LAZY)
Employee Benefit Plans
CA - GOV 8546.7 - (CL+3Y)
Plans and systems established to provide employee
Group Insurance Cost Data
CA - GOV 34090 - (2Y)
benefits and associated administrative documents.
PIERS Actuarial Reports
US -29 CFR 1627.3(b)(2) - (TE+2Y)
Summary Plan Descriptions
US - 29 CFR 4007. 10(a)(1) - (6Y)
Supplemental Forms
US - 29 CFR 4041.5 - (LI'+6Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1059 - (AC+1 Y)
US - 29 USC 1113 - (LA6Y)
US - 29 USC 1451 - (LA6Y)
059
Human Resources
Collective Bargaining
Contract Negotiations
Closed+4Y
CA -CCP 337-(LA4Y)
Labor Relations
CA - GOV 945.6(a)(2) - (LA6M, LAZY)
Union Communications
CA - GOV 12946 - (AC+4Y)
Documentation related to the negotiations between labor
Union Petlnona
CA -GOV 34090-(2Y)
unions for collective bargaining purposes.
US - 29 CFR 516.5 - (3Y)
060
Human Resources
Collective Bargaining Grievances
Grievance Files/Commmsion Hearing
Closed+4Y
CA -CCP 337-(4Y)
Grievance/Hearing Logs
CA - GOV 945.6(a)(2) - (LA6M; LAZY)
Union Gnevances
CA - GOV 12946 - (AC+4Y)
Documentation related to labor grievances filed under
CA -GOV 12960-(LA3Y)
current collective bargaining agreements.
CA -GOV 12965-(LAZY)
CA - GOV 34090 - (2Y)
US - 29 CFR 1602,31 - (CL+2Y)
US - 29 CFR 1627.3 - (3Y)
US - 29 USC 255 - (LA2Y)
061
Human Resources
Employee Benefits
Actuarial Analysis for Benefit Reserves and Accounting Appeals
Closed+6Y
CA-22 CCR 1085.2-(CU+4Y)
Benefits Files, Contract Copies, Enrollments, Appeals
CA - GOV 12946 - (AC+4Y)
Beneficiary Designations
CA - GOV 34090 - (2Y)
Employee election (selection), enrollment or termination
Death Claims, Life Event Documents
US -26 CFR 301.6501(a)(1)-(CU+3Y)
forms and related correspondence, including
Employee Cost-ShanngAmountsUS-29
CFR 516.6-(2Y)
transmissions to carriers of additions, changes, claims
g
Employment Authorizations, Terminations, Confirmations, Status
US - 29 CFR 825 500 - (3Y)
and deletions (Includes employee medical records subject
Changes, Coverage Changes
Family & Medical Leave Tracking (Compensation,
US-29 CFR 1602,30-(3Y)
US -29 CFR 1602.31-(AC+2Y)
to H I PAA requirements).
ComplainteDispufes, FMLA Requests, Parental Leave Forms,
US - 29 CFR 1602.32 - (3Y)
Paid/Unpaid Leave)
US - 29 CFR 4007.10 - (6Y)
Flexible Spending Enrollment
US - 29 USC 1027 - (6Y)
Individual Retirement Accounts (IRAs), 401 k Histories
US - 29 USC 1059 - (AC+1 Y)
Life Insurance Notification Leftem/EOI
Leave of Absence Documentation
Medical Billing Statements
Pension Plan Applications, Claims
P.E.R.S. Information
Premium Information
Required Benefits Reporting
Retirement Files
062
Human Resources
Human Resources Compliance Reporting
EEOC Reports
5Y
CA-2 CCR 11013(c)(1) - (2Y)
Labor Reports
CA - 8 CCR 14300.33(a) - (5Y)
P. E.R.S. Reports
CA - GOV 34090 - (2Y)
Official governmental reports issued by City to comply
US -29 CFR 405.9-(5Y)
With regulatory requirements.
US - 29 CFR 1602.14 - (AC+1 Y)
US - 29 CFR 1602.30 - (3Y)
US - 29 CFR 1602,32 - (3Y)
W
12/612023 Page 12 of 16
City of Saratoga - Retention Schedule
AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions
LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination
Rec. No. Applicable Record Category Name and Description Sample Records Retention Legal Citations Comments
Department(s)/Division(s) for the Category
063
Human Resources
Insurance Coverage
Annual Memorandum of Coverage (MOC)- Declarations &
While Active+4Y
CA-22 CCR 3267-2 - (MAINT)
Exclusions
CA - CCP 337 - (4Y)
Binding Information
CA - GOV 8546.7 - (CL+3Y)
Records detailing the Citys general coverage against
Binders
CA -GOV 34090-(2Y)
property damage and liability and workers compensation,
Broker correspondence
includingrenewal submission information, insurance
Certificates of Insurance
quotes, & broker correspondence.
Completed Applications
Disability Insurance
Insurance Policies
Insurance Procured by Others (Vendors)
Insurance Quotes
Insurance Submissions
Property and Liability Insurance
Unemployment Insurance
Workers Compensation Shared Risk Pool (SHARP) Joint Powers
Association Records
064
Human Resources
Personnel Files - Employees
Applications, Applicant Reference Verifications
Termination+5Y
CA-2 CCR 11013-(AC+2)
Awards, Commendations, Certificates
CA - 8 CCR 11040(7)(c) - (3Y)
Background Check (candidate hired)
CA - 22 CCR 1085-2 - (CU+4Y)
All documents related to paid employees, including but
Change in Status (CIS) & Personnel Action Forms (PAF's)
CA -GOV 3105(f)-(TE+5Y)
not limited to:
Civil Service Examination Results and Rankings
CA - GOV 12946 - (TE+4Y)
Complaints
CA - GOV 12960 - (LA3Y)
Disciplinary Actions
CA - GOV 12965 - (LA2Y)
- hiring
DM V Pull Program (random testing)
CA - GOV 34090 - (2Y)
promotion
Employee Acknowledgements, Executed Policy Receipts
CA - LAB 432.3 - (TE+3Y)
- demotion
Employee Relations Records
CA - LAB 1198.5 - (TE+3Y)
transfer
Employee Training/Certification Records (FEMA/NIMS, Base
Station Forms, Fire Extinguisher, First Aid CPR)
CA - LAB 2810.8 - (3Y)
CA - VEH 1808.1(c) - (1 Y)
layoff / recall / out -placement
Goals
US - 29 CFR 825.500(b) - (3Y)
termination /discharge /resignation
Individual Employee Agreements, Contracts (copies)
US - 29 CFR 1602.14 - (AC+1Y)
pay rates / other terms of compensation
Investigations
Job Descriptions
US - 29 CFR 1602.30 - (3Y)
US -29 CFR 1602.31 - (AC-2Y)
Job Offer Letters
US -29 CFR 1627.3 - (TE+1Y)
Job Title and Wage Rate History
US - 29 USC 1059 - (AC+1 Y)
Leave of Absence / LOA
US - 41 CFR 60-1.12 (a) - (AC+2Y)
Oaths of Office
US -41 CFR 60-741.80 - (AC+2Y)
Performance Evaluations, Reviews
US - 49 CFR 40.333 - (SY)
Performance Improvement Plans (PIPS), Counseling Documents
US - 49 CFR 382 401(b)(1) - (1 Y, if negative; 5Y
Personnel Policy and Procedure Forms (Executed, Signed)
if positive)
Promotions
Resignations, Exit Interview Notes
065
Human Resources
Recruitment
Applications, CVs, Resumes (Rejected, Unsolicited)
4Y
CA.2 CCR 11013(c)(2). (2Y)
Applicant Tracking Records (Hired, Rejected)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
Background Checks,Investigations, candidate not hired(LimScan,
CA -GOV 12946-(4Y)
Records and information related to applications and
Criminal Offender Record Information (CORI), investigations)
CA - GOV 12960 - (LA3Y)
related records of candidates interviewed but not hired or
Drug Testing, Pre -Hire Screening
CA - GOV 34090 - (2Y)
accepted, including applications received but not acted
Interview Notes
US -29 CFR 1602.14 -(AC+1 Y)
Job Descriptions
US - 29 CFR 1602.3131 - (2Y)
upon.
Job Postings, Announcements
US - 29 CFR 1607.4 - (MAINT)
Job Requisition Requests
US - 29 CFR 1627,3(b)(1) - (1 Y)
Job Specifications
US - 41 CFR 60-741.44(f)(4) - (3Y)
Miscellaneous Hiring Process Notes
US - 41 CFR 60-741.44(k) - (3Y)
Position Information
Recruitment
Temporary Intem Staffing
Test Results (Non -hires)
Unpaid Interns (Rejected)
Volunteers (Rejected)
066
Human Resources
Salary, Compensation
Classification Studies
Superseded+2Y
CA -GOV 945.6(a)(2)-(LA6M; LAZY)
Compensation Plans, Planning, Analysis
CA -GOV 34090-(2Y)
Cost of Living
US - 29 CFR 516.E - (2Y)
Documentation of position and employee compensation.
Job Descriptions
US -29 CFR 1602.14-(AG1Y)
Job Evaluation Documentation
US -29 CFR 1602.31 - (AC+2Y)
Salary Range History
Salary Range Tables
Salary Surveys
067
Human Resources
Wellness Program Records
Wellness Program Materials
3Y
CA-8 CCR 3203(b)-(1Y)
CA - GOV 945.6(a)(2) - (LA6M; LAZY)
CA - GOV 34090 - (2Y)
Records and information created for the Citys wellness
CA - LAB 6409.6 - (3Y)
program.
12/6/2023 Page 13 of 16
City of Saratoga - Retention Schedule
AC = While Active CL = Closed / Completion / Final Resolution CLI = Current Year LA = Limitation on Actions
LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TIE = Termination
Rec. No. Applicable Record Category Name and Description Sample Records Retention Legal Citations Comments
Department(s)/Division(s) for the Category
068 Human Resources Work Authorizations and Supporting Documentation 1-9 Documents (and copies of associated documents) 3Y or US-20 CFR655 Subpart H-(TE+lY)
Proof of Eligibility to Work in the United States of America Termination+1Y, US - 8 CFR 274a.2 - (3Y, or TE+1 Y)
Employment eligibility verification forms collected for whichever is
active employees and supporting documentation longer
regarding immigration status.
069
Human Resources
Workers Compensation Records
Cal OSHA Reports (Form 300 series)
Closed+6Y*
CA-8 CCR 10102-(Injury+6Y or Closed+l Y)
• Eception: Records of employee exposure to
Workers Compensation Claims
CA - 8 CCR 14300,33 - (6Y)
hazardous materials must be retained for 30 years after
Records and information created for administering
CA - CCP 33BA - (LA5Y)
CA -GOV 945.6(a)(2) - (LA6M; LAZY)
closure of the claim. See Record #074, below.
workers compensation claims (may include employee
CA - GOV 34090 - (2Y)CA-LAB
records subject to HI PAA requirements).
5406-(LA1 Y; LA240W)
CA - LAB 5410 - (LA5Y)
CA - LAB 6409.6 - (3Y)
NOTE: Workers compensation files may contain records
CA-29 CFR 1904.33 -(6Y)
of exposure to hazardous materials.
070
Information Technology
Computing Systems Management
Audit Trail Files
Life*+3Y
CA -CIV 1798.27-(3Y)
Automated Logs
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
Business, Functional Requirements
CA - GOV 34090 - (2Y)
Documentation related to acquisition or maintenance Of
Change Requests
City technology processes, applications, or systems, as
Data Breaches (notifications, reports, responses)
'Life of Application
well as conversions, changes or modifications to existing
Data Migration Documentation
Database Dictionary / Schema
applications or systems. Includes documentation of
End User Documentation, User Manuals
internal controls and system security, as well as data /
Network Configurations
information security breaches, notifications, and
Network/Equipment Control Support Documentation
Supporting documentation.
Software Documentation
System Documentation (codebooks, record layouts, reference
guides, schematics, specifications)
System, Application Maintenance Documentation
(hardware/operating system requirements. monitoring logs,
operating manuals)
Usage Reports (summary, system )
User Access Records(passwords, security logs, user accounts, log-
in files, data entry logs, accounts)
User Incident, Response Files
Websdes
071
Public Works
Environmental Management
City of Saratoga Charging Evaluation Solutions
Closed+5Y
CA- 14 CCR 188094(a)(4)-(3Y)
Clean Water
CA - CCP 337 - (LA4Y)
Climate Action Plan Reporting
CA - CCP 338 - (LA3Y)
Records and information associated with the Citys
Diversion Goals
CA - CCP 338.1 - (LASY)
activities to appropriately manage compliance with
Electric Vehicle Charging Policy
CA -GOV 945.6(a)(2)-(LA6M; LAZY)
environmental requirements, stormwaterand
q g
Environmental Conservation
CA - GOV 34090 - (2Y)
storm drains.
Environmental Programs
Flood Control
CA -HSC 25244.19-(4Y)
CA - HSC 25244.20 - (4Y)
Green Storm Water Infrastructure Plan
US - 40 CFR 122.21IF) - (5Y)
Greenhouse Gas (GHG) Inventories
US - 40 CFR 122,410) - (5Y)
Hakone Master Plan
US - 40 CFR 122.44 - (3Y)
Integrated Pest Management Plan
Lang -Term Trash Load Reduction Plan
Mandatory Waste Disposal Reduction Ordinance
NPDES Permits
Pipe Inventory
Short -Term Trash Load Reduction Plan
Solid Waste
Storm Water Monitoring
Storm Water Pollution Permits
072
Public Works
Fleet Management, Maintenance
California Bureau of Automotive Repair(BAR) Smog Records
Life*+3Y
CA- 22 CCR 66266.130(c)(5)-(3Y)
•Life of Vehicle
California Highway Patrol Biennial Inspection Terminal (BIT) Records
CA - CCP 337 - (LA4Y)
Motor Vehicle Records and Reports
CA - GOV 945.6(a)(2) - (LA6M; LAZY)
Records related to the purchase, management and
Pool Tickets, Vehicle Logs, Usage Logs
CA - GOV 34090 - (2Y)
maintenance of City Vehicles.
Registrations, Operating Permits
CA - HSC 25250.18(b) - (3Y)
Service Calls
CA - VEH 34505.5(c) - (2Y)
Surplus Vehicle Disposal
Tax Exemption Certificates
Vehicle Certificates of Insurance
Vehicle Inspections
Vehicle License Records
Vehicle Maintenance Records, Repair Orders
City of Saratoga - Retention Schedule
SARATOGA
AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions
LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination
Rec. No. Applicable Record Category Name and Description Sample Records Retention Legal Citations Comments
Department(s)/Division(s) for the Category
073
Public Works
Fuel Management
Bay Area Air Quality Management Distnct(BAAQMD) Permits
6Y or Life of
CA-23 CCR 2712-(3Y; 5Y; 6Y; Lie of Tank)
(aboveground diesel storage tank, belowground gas storage tank)
StaraeTank,
g
CA -CCP 338(k)-(LA3Y)
Records related to the purchase, tracking and
California Air Resources Board Certificate
Fuel Card Author. b.na
whichever is
CA - CCP 338.1 - (LA5Y)
CA -GOV 945.6(a)(2)-(LA6M, LA2Y)
management of fuel for City vehicles and travel by City
Fuel Inventory Records
longer
CA -GOV 34090-(2Y)
employees.
Fuel Pump, Fuel Tank Maintenance
CA - HSC 25285(a) - (5Y)
Fuel Reports, Billing Reports, Journals, Fuel Tickets
CA - HSC 25292(b)(4)(A) - (1 Y)
Mileage Reports
CA - HSC 25293 - (MAINT)
074
Public Works
Hazardous Waste, Monitoring and Remediation
Asbestos Abatement Records
Closed+30Y
CA-8 CCR 3204(d) - (CL+30Y)
Electronic Waste (E-Waste)
CA - 6 CCR 5194(b)(5)(I)(2) - (MAINT)
Emergency Response Programs
CA - 22 CCR 66262.40 .(3Y)
Planning, monitoring and contingency/emergency action
Employee Hazardous Chemical Exposure
CA-22 CCR 66263,22-(3Y)
plans for hazardous waste, emergency and spill
Inspections
CA - CCP 338,1 - (LA5Y)
response, exposure emergencies, notifications and
Hazardous Materials Disposal
CA - CCP 340.2 - (LAW after injury or death
response; hazardous communications plans, including
Hazardous Material Incident Reports
Hazardous Substances Shipping Manifests
due to asbestos exposure)
CA- CCP 340.8-(LA2Yafter injury or death
labeling, MSDS Controls, training programs and
Hazardous Waste
due to hazardous exposure)
procedures.
Material Safety Data Sheets (MSDS)
CA - GOV 945.6(a)(2) - (LA6M; LAZY)
Proposition 65 Monitoring
CA - GOV 34090 - (2Y)
Site Mitigation
CA - HSC 25160.8(c)(3)(D) - (AC-3Y)
Toxic Substance Inventory
CA - HSC 25244.19 - (4Y)
CA - HSC 25244.20 . (4Y)
Saratoga Municipal Code 8-35.050 - (3Y)
US - 29 CFR 1904.33(a) - (CU+5Y)
US - 29 CFR 1910.1020 - (CL+30Y)
US - 40 CFR 268.7 - (3Y)
US - 49 CFR 172.201 - (3Y)
US - 49 CFR 177.817 - (3Y)
075
Public Works
Maintenance, Repairs and Inspection Reports
Equipment Certifications
5Y
CA-3 CCR 6623-(2Y)
Horticulture
CA - 3 CCR 6624(g) - (2Y)
Inspections
CA - CCP 337 - (5Y)
Records and information regarding the ongoing
Inspection Logs
CA -GOV 945.6(a)(2) - (LA6M, LAZY)
maintenance and upkeep of City equipment, facilities and
Inspection Reports
CA -GOV 4216.2(f)- (3Y)
infrastructure, including:
Inventories
CA - GOV 34090 - (2Y)
Irrigation
Landscaping
Bridges and overpasses
Maintenance and Repair Work Orders
Parks and park equipment, including playgrounds
Maintenance Reports (buildings, perks, streets, sidewalks)
Roadways
Pesticide/Herbicide Use Reports
Street Light Maintenance Requests
- Trails
Street Lights
Street Sweeping
Trees
076
Public Works
Public Works Project Administration
Certified Payrolls
Closed+5Y
CA -CCP 337.1-(LA4Y)
CIP Project Certified Payrolls
CA - GOV 945.6(a)(2) - (LA6M, LA2Y)
Construction Managers Logs
CA - GOV 8546.7 - (CL+3Y)
Records and information associated with the
Cost Share Agreements
CA -GOV 34090-(2Y)
administration of public works, capital improvement and
Daily Inspections
US - 24 CFR 92.508(c) - (AC+5Y)
engineering projects.
DIR Submittal Reports
US - 24 CFR 570.502(a)(7)(1)(A) - (AC+4Y)
Facilities Projects
US - 29 CFR 97.42(b) - (AC+3Y)
Field Inspections
Material Quantity Tags (truckload lags)
Project Schedules
Progress Meetings
Public Noticing
Real Estate Appraisals
RFIs 8 Responses
N C
12/6/2023 Page 15 of 16
City of Saratoga - Retention Schedule
AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions
LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination
Applicable Sample Records
Rec. No. Record Category Name and Description Retention Legal Citations Comments
Department(s)/Division(s) for the Category
077
Public Works
Public Works Project Files (CIP)
As -Built Plans
Life'+10Y
CA -CCP 337.1-(LA4Y)
• Life of Asset/Facility,
Assessments
CA - CCP 337,15 - (LA10Y)
Bicycle / Pedestrian Trails / Paths
CA - 14 CCR 15095c - (Reasonable)
Records and information related to the analysis, design,
Bonds
CA -GOV 945,6(a)(2)-(LA6M; LAZY)
development,planning, construction and maintenance of
Calculations
CA- GOV 8546.7-(CL+3Y)
public works, capital improvement and engineering
Capacity (water, wastewater) Fees
CA -GOV 34090- (2Y)
Projects for City facilities and infrastructure.
Certificates of Compliance/Notice of Non -Compliance
Change orders
CA - HSC 19850 - (Life of Building or Facility)
US.24 CFR 92.508(c)-(AC+5Y)
Drainage Permits
US - 24 CFR 570.502(a)(7)(i)(A) - (AC+4Y)
E.I.R., Notice of Determination, Categorical Exemptions
US - 29 CFR 97.42(b) - (AC+3Y)
Encroachment Permits, Certificates
Environmental Impact Statements
Final Plans
Geologic Studies
Grading Permits
Insurance Certificates
Invoices
Materials Testing Reports
Notice of Completion
Notice to Proceed
Pavement Management
Pavement Markings / Traffic Legends
Photos/Pictures
RFP, Contract Procurement, and Award Documents (award letters,
bid summaries, contracts. notice inviting bids, pre and post bid
meeting agenda's and sign in sheets, RFP addenda's, RFP
advertisement, RFP packets)
Soils Reports
Standard Plans
Studies
Submittals
Surveys
Title Reports
Underground Utilities
078
Public Works
Special District Administration
Annual Reports
While Active+4Y
CA -CCP 337-(LA4Y)
Ballots
CA - GOV 945.6(a)(2) - (LABM; LA2Y)
Improvement Projects
CA - GOV 34090 - (2Y)
Documentation pertaining to administration of the City's
Petitions
CA -GOV 53753-(2Y)
landscape, lighting, and special assessment districts.
Resident Contributions
079
Public Works
Traffic Management
Bikeways and Pathways Master Plan
While Active+2Y
CA -GOV 945.6(a)(2) - (LA6M; LA2Y)
Crosswalks
CA - GOV 34090 - (2Y)
Impact Studies
Records and information related to the City's efforts to
Local Roadway Safety Plan
manage and improve traffic, traffic safety, and circulation.
Safe Routes to School
School -related Studies/Surveys
Sight -Distance Concerns
Signals
Speed Surveys
Street/Highway Studies/Surveys
Temporary Street Closures
Traffic Counts
Traffic Safety Requests
Traffic Signs
Transportation Planning
-U �a
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N
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12/6/2023 Page 16 of 16