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1154RESOLUTION NO. 1154 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS, CALIFORNIA ADOPTING A RECORDS RETENTION SCHEDULE AND AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government .of the City of Rolling Hills; and WHEREAS, the approval of guidelines for the ongoing disposition of obsolete City records will assist the City in the effective management of records, as well as provide for the efficient review of records presented for destruction; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and WHEREAS, the State of California has adopted guidelines for retention period for various government records. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ROLLING HILLS DOES RESOLVE, DECLARE, DETERMINE AND ORDER AS FOLLOWS: Section 1. The records of the City of Rolling Hills, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the City Clerk and City Attorney, without further action by the City Council of the City of Rolling Hills. Section 2. The term "records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers. Section 3. The Mayor, or presiding officer, shall affix his or her signature to this Resolution signifying its adoption by the City Council of the City of Rolling Hills, and the City Clerk or duly appointed deputy, shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. Section 4. This resolution shall become effective immediately upon its passage and adoption. PASSED, APPROVED AND ADOPTED THIS 14TH DAY OF OCTOBER 2013. FRANK E. HILL MAYOR ATTEST: , 9/,/f HEIDILUCE DEPUTY CITY CLERK Resolution No. 1154 1 COUNTY OF LOS ANGELES ) H CITY OF ROLLING HILLS ) I certify that the foregoing Resolution No. 1154 entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS, CALIFORNIA ADOPTING A RECORDS RETENTION SCHEDULE AND AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS was approved and adopted at a regular meeting of the City Council on October 14, 2013 by the following roll call vote: AYES: Councilmembers Dieringer, Lay, Pieper and Mayor Hill. NOES: None. ABSENT: Councilmember Black. ABSTAIN: None. and in compliance with the laws of California was posted at the following: Administrative Offices *HEILUCE auj DEPUTY CITY CLERK Resolution No. 1154 2 1 1 W Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Office of Retention No. Records Description Retention / Disposition Record Page CW -1 Comments / Reference Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 'g ua Destroy Image. Active Inactive Total -r: Media Paper 1=Import (OFR) (in office) (Records - A.a�` �' Vital? -Retention' = Options after M=Mfr Center) 6, _ z.4 Imaged & S=Scan QC ;Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e..q. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investi lations suspend normal retention periods 'retention resumes after settlement or completion). Accounts Payable, Invoices, Copies - a °Gogies `tib} All originals go to.Finance Finance CW -001 Petty Cash, Warrant Requests, When No q /J!qn No = : Yes: Before - Mag, (these are copies); GC etc. Longeri,LongerfH_ - - - b - M . t Ppr §34090.7 Required e. ��Requ iFed.fi: t Brown Act challenges must be filed within 30 or 90 days of Affidavits of Publications Mag, action; Statute of Limitations Lead Dept. CW -002 Public Hearing Notices / Legal 2 years sY,r,,years,'_ ? Mfr, OD, on Municipal Government p Advertising/Affidavits of G <°,, a; ` Ppr actions is 3 - 6 months; CCP Posting _,.,e a- §§337 et seq, 349.4; GC t, §§34090, 54960.1(c)(1) Copies - `Copies,. Agenda Packets / Staff When No VVxhenNto Mag' Mfr, OD, Yes: After S City Clerk CW -003 Reports: City Council Longer Longer::'` GC §34090.7 QC &OD Required r�n° ,.•.r �• A .Regwred'- Ppr Agreements & Contracts Copies - =`EE, ��'8",F' «Copies a -0 All agreements that are When No .1N en No c` Mag,Yes: Upon approved by the City Council City Clerk CW -004 (Specifications /Scope of Longer •.=: v•,•6.4c Longer , E,:. Mfr, OD, S Com letio p are sent to the City Clerk; GC Work, Notices of Completion, Required ° • - = -.Required.; Ppr n §34090.7 etc.) Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 Ver. 2.0 Office of Retention No. Record RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Records Description Retention / Disposition a 4 s �=a Image: Destroy Inactive ActiveaTotal-<== Media 1=Import Paper (OFR) (Records y d a (in office) Retention = Vital? Options M=Mfr after Center) _ ,. o.a S=Scan Imaged & QC'd? Page CW -2 Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or t ie "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. Litiqation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Agreements & Contracts: ADMINISTRATIVE FILES, WITH grant funding Lead Dept. CW -005 (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Insurance Certificates, Invoices, Logs, etc.) 10 years or After Funding Completion Agency Audit, if required, whichever is longer dCompleti A ±<I9, years or After Furidihi Agerncy"Auiiit; if.�required; ,wtiichever-is= --aWhichdI gs�� >;,,onge - = 'o a a a' V_ Rolling Hills, CA ©1995-2013 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 Yes: Before Mag, Yes: Upon years, Developers=comp. + 10 Completion Mfr, OD, S/I Completio years; Statewide guidelines Ppr n propose termination + 5 years; CCP §337 et. seq., 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, & 570.502(b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133GC §34090 Adopted: 10/14/2013 C-- - _� r 0 G 0 0 Ver. 2.0 Office of Retention No. Record RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Records Description Retention / Disposition Page CW -3 Comments / Reference Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 i E: P-,,' =Y �.:,r_4 _...� uG = €;"n„ Destroy Image: Active Inactive -F. Total's.? Media Paper 1=Import (OFR) (in office)) (Records..-._,r....-�_ Vital? ;:.Retentions Options after M=Mfr u.`it, Imaged &Center S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". /f you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investi dations suspend normal retention periods (retention resumes after settlement or completion). Covers E&O Statute of Agreements &Contracts: Limitations (insurance certificates are filed with ADMINISTRATIVE FILES, and agreement); Published Audit NOT funded by grant Standards=4-7ears; Statute y 1Corfipl'etion +: Yes: Before Ma Mag, Yes: Upon of Limitations: Contracts & Lead Dept. CW -006 (Correspondence, Project Completion 10 years F1 --l" z p10eyars°`f Completion Mfr, OD; S/I Completio Spec's=4 years, Wrongful Admin istr8tion", Project , Ppr n Death=comp. + 5 years, Schedules, RFPs. Certified) Developers=comp. + 10 years; Payrolls, Insurance `_r; Statewide guidelines propose Certificates, etc.) `a_.p _ , termination + 5 years; CCP §337 et. seq., GC §34090 Agreements & Contracts: UNSUCCESSFUL BIDS, na.u. The RFP / RFQ and the UNSUCCESSFUL "''"«G' "'° successful proposal becomes Lead Dept. CW -007 PROPOSALS or RESPONSES 2 years ``2 years Mag, part of the agreement or to RFPs (Request for..°_>•.. Ppr contract (City Clerk is the :. PFoposals)'and/or RFQs '' �' a „. t-� �„�yz; Office of Record for successful (Request for. Qualifications) _:• `w r: r` contracts) GC §34090 that don't result in"a contract Copies - Copies d' Audits / Audit Reports / CAFR - When No C- When=Nor ` Mag, Finance CW -008 Comprehensive Annual Longer :,- t. . <; �: a K -° = L'onger'--_ Ppr Copies; GC §34090.7 Financial Reports Required `=�' ° _r �. E_ _Required! Bids: See Agreements & CW -009 s `;,_ Contracts i ._.,? Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 i Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Office of Retention No. Records Description Retention / Disposition Record Page CW -4 Comments / Reference Inactive Destroy Image: Paper Active �"nTotal4.' Media (OFR) (Records _ ° a ~ Vital? 1=Import after (in office) .Retention,: Options M=Mfr Center) = ea a p, Imaged & S=Scan a s QC'd? lRetentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". if you are the OFR, refer to your department retention schedule. Retentions be when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investi.7ations suspend normal retention periods (retention resumes after settlement or completion). Brochures: See Reference CW -010 Manuals Copies - ! Copiesi= a.�e..y°., Mag, When No _When IVo" Yes: Current Finance CW -011 Budgets - Finals =°° Mfr, OD, Yes: After S/I GC §34090.7 Longer;Longe�:v Fiscal Year Ppr 5 years Required _--RequiredI.- Copies - >e- . Mag Lead Dept. CW -012 City Attorney Opinions P- tP"�",a Yes Mfr, OD, Department Preference; GC S Ppr §34090 Copies - When No _,When N'. City Clerk CW -013 Claims, Longer �= Longer-,,- n � I..,� << Yes: Before Mag' Mfr, OD, Yes: After S/I GC §§34090.7, 34090.6 Required ;Required - Settlement Ppr p Settlement (Upon (Upon >' Settlement) Settlement).. City preference; Statute of When No a .When No' Limitations for personal Lead Complaints / Concerns from Longer Longer ; Mag, M property, fraud, etc. is 3 years; (Responding) CW -014 Citizens or CorrespondencePpr Required - Required Claims must be filed in 6 Dept. Minimum 2 iriu Minim'2 months; CCP §§338 et seq., years aP -'years . = 340 et seq., 342, GC §§945.6, GC §34090 CW -015 Contracts: See Agreements Copies - m Copies_- a CW -016 Copies or duplicates of any When No =When No Mag Ppr GC §34090.7 record Longer = `Longer A - RequiredReguireda Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 171 X H i Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Office of Retention No. Records Description Retention / Disposition Record D Page CW -5 Comments / Reference nxe Destroy c n~` r`:i=' Image: Inactive ' ; - �� r Paper Active=Tofal'e Media 1=Import (OFR) (Records k f-: b r: tt° Vital? after (in office) Retentiorir Options M=Mfr Center) 3 S=Scan Imaged & Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. Litiqation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Correspondence - ROUTINE Authors Document (e.g. Letters, Memorandums, or CW -017 Administrative, Chronological, 2 yearsi.r2,,years Mag' GC §34090 Receives the General Files, Press Releases, =a,;;.d_ Ppr City's Original Public Records Requests, Reading Document File, Working Files, etc.) Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 i 00 Ver. 2.0 Office of Retention No. Record RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Records Description Retention / Disposition Page CW -6 Comments / Reference Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 ~Image: Destroy Inactive Inactive ' " Paper (OFR) Active Media 1=Import (Records -- d -., Z= i .a Vital? after (in office) Retention• Options M=Mfr Center) . _ . S=Scan Imaged & . & QC'd? 'Retentions apply to the department that is NOT the Office of Record (OFR), or Me "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. iLitigation, claims, complaints, audits, public records act requests, and/or investi lations suspend normal retention periods (retention resumes after settlement or completion). Correspondence - TRANSITORY / PRELIMINARY DRAFTS,: Electronic and paper records Interagency and Intraagency " `' `° ` are filed and retained based Memoranda not retained in the _ _ upon their content. E-mails, ordinary course of businessx electronic records, or social media postings that ARE Dept. that (e.g. calendars, checklists, e-mail made or retained for the Authors or social media posting NOT made purpose of preserving the Document or retained for the purpose of When No ;When No - Mag' informational content for future or CW -018 preserving the informational Longer 4 a .Longer-- : Ppr reference are saved by printing Receives the content for future reference, Required ' "Required, them out and placing them in a City's Original invitations, instant messaging, ,`,-;` file folder, or saving them Document logs, mailing lists, meeting room =, electronically. If not mentioned registrations, supply inventories, •� e here, consult the City Attorney telephone messages, transmittal .3 letters, thank yous, requests from ° `s a '° to determine if a record is other cities, undeliverable g - considered transitory / envelopes, visitors logs, voice p - s s preliminary draft. GC mails, webpages, etc.) = .. §§34090, 6252, 6254(a) Copies - Copies°=. City Clerk CW -019 Deeds, Easements (All) When No -Whe n Noy Mag, Send all originals to the City Longer :Longer ; - Ppr Clerk; GC §34090.7 Required °Required& 7 Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 FE M C Ver. 2.0 Office of Retention No. Record i� RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Records Description Retention / Disposition Page CW -7 Comments I Reference Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 Destroy Image: Inactive g°:, ActiveTotal; s= Paper Media 1=Import (OFR) (Records =z _v F v,z- (in office) n -Retention. Vital? after Options M=Mfr Center) - _ Imaged & r a a S=Scan QC'd? ;Retentions apply to the department that is NOT the Office of Record (OFR), or Me "Lead Department". If you are the OFR, refer to your department retention schedule. :Retentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. !Litigation, claims, complaints, audits, public records act requests, and/or investiryations suspend normal retention periods (retention resumes after settlement or completion). As long as the drafts and notes are not retained in the "Regular When No Wheh*6 Drafts &Notes: Drafts that are Mag,Course of Business". Consult Lead Dept. CW -020 Longer -;' .Longe a= revised (retain final version)Required = the City Attorney to determine Ppr �` Requ�ed'F if a record is considered a draft. GC §§34090,'6252, 6254(a) Grants (UNSUCCESSFULMa ;, Lead Dept. CW -021 2 years t2 years:. g, GC §34090 Applications, Correspondence) Ppr .^.i Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 F Ver. 2.0 Office of Retention No. Record RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Records Description Retention I Disposition Page CW -8 Comments I Reference Destroy Image: Inactive Paper Active `"Total-: Media 1=Import (OFR) (Records 4 «,s a' Vital? after (in office) Retention, Options M=Mfr Center) gK# _ S=Scan Imaged & ;Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. jRetentions begin when the act is completed, and imply a full file folder (e..q. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investi dations suspend normal retention periods (retention resumes after settlement or completion). Grants I Reimbursable Claims (SUCCESSFUL Reports, other records required to pass the After funding agency's audit, if Funding required) Agency C> Lead Dept. CW -022 2 years Audit, if Applications (successful), grant Required - agreement, program rules, Minimum 5 regulations & procedures, reports to grant funding agencies, years correspondence, audit records, completion records Copies - Human CW -023 Grievances and Informal When No Resources Complaints (Employees) Longer Required -�J a - <esr� After= Funding Agency Audit �if�r_equired Miriir`iium:5` 3 e;years' A Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Gopiesa _ �, zW herf No= ="Longe '-gRequl,red� �_ L4 Li Mag, Ppr Yes: Before Mag, Disposition Ppr Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years; 7 CFR 3016.42; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, 570.490, & 570.502(a&b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A- 110 & A-133; GC §34090 Send all grievances to Human Resources; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946,34090 Adopted: 10/14/2013 tTj X x H Ver. 2.0 Office of Retention No. Record RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Records Description Retention / Disposition Page CW -9 Comments / Reference Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 i Destroy Image: Active Inactive- ",U. Tofal' >; Media Paper 1=Import (OFR) (in office) (Records a'.;Rete`.ntion£ Vital? Options after M=Mfr Center) Imaged & S=Scan -t Vtn Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. !Retentions begin when the act is completed, and imply a full file folder (e. q. last document + 2 years), since destruction is normally performed by file folder. Litiqation, claims, complaints, audits, public records act requests, and/or investi 7ations suspend normal retention periods (retention resumes after settlement or completion). Copies - Copies, --�" When No A UV`Fien`No p< Lawsuits, Litigation, Pending Longer f;Longer-^K Mag, Yes: Before Risk Management Yes: After City Clerk CW -024 Litigation Required - t, � Requireii: Mfr, OD, Settlement S/I administrates claim; GC Settlement (Upon r.. _(Glpona_df Ppr §§34090.7, 34090.6 Settlement) °Settlemgnt) When No �A1N<hen�No ,z° Leave Requests / Vacation Lead Dept. CW -025 Longer Lohger r a Mag, Preliminary draft / transitory Requests Required t F.a. r r r. Required Ppr record; GC §34090, GC §6252 Copies - = = xCopids K F: Mag, Originals maintained by City City Clerk CW -026 Minutes - City Council When No Longer `. V1/hen IVo .- = _ �, . } ° 4- f_. ;; Longer ->s, Yes (all) Mfr, OD, S No Clerk Permanently; GC Required -'Req uiied: °" Ppr §34090.7 Copies - Ckopies - Mag' Return any whole unused Municipal Code (these are City Clerk CW -027 When No ° WlienNo.; ,- , -- "_ Yes: Current Mfr, OD, codes to the City Clerk; I No copies) Longer x: Longer°"-.� j Original Ppr Originals maintained by City Required ,s Rered qui. Clerk Permanently; GC §34090 When No ," V1l�iien&No,� r Non -records -may be obtained Lead Dept. CW -028 Newspaper Clippings Longer �.: r.pL<ongera_ Ppr from the newspaper company; Required a ; Requir6' ` GC §34090. t 'VA" �, Statute of Limitations on Notices: Public Hearing v4«; Mag, Municipal Government actions Staffing Dept. CW -029 Notices and Proofs of 2 years u2 years-,,.-,, Ppr is 3 - 6 months; CCP§337 et Publications seq; GC §34090 Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 i E N Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Office of Retention No. Records Description Retention / Disposition Record Page CW -10 Comments / Reference a x , Image: Inactive Destroy - Active .::Total.' Media 1=Import Paper (OFR) (Records' 4 - 4,0-. 6 Vital? after (in office) ,R9teritidn; _ Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. jRetentions begin when the act is completed, and imply a full Me folder (e. q. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investijations suspend normal retention periods (retention resumes after settlement or completion). Copies - v Copies= Mag City Clerk CW -030 Ordinances - City Council When No Longer eWhOn No. ; ' 4 . - Yes (all) ' Mfr, OD, S Originals maintained by City No `,«. Longer,:- Ppr Clerk Permanently; GC §34090 Required F"Required e 2V:_�u .a After Ensure records kept in Human Separation, 'g.1-4 -1 vg.. -A --g' -1 -Separations- g - a%z Before Mag, Department files comply with Resources CW -031 Personnel Files Transfer to Human RTtansfereto -'Humana-= Separation Ppr City policy (all originals are sent to Human Resources); Resources Resources` GC §34090.7 "2,A Before Notes maintained in a separate Personnel Files (Supervisor's When No :When No- - Annual Mag, folder to be incorporated into Lead Dept. CW -032 Notes)_& Longer =' Longer ° A .s Performance Ppr performance evaluation, or to Required _ Evaluation document progressive discipline; GC §34090 et seq. Lead Dept. CW -033 Personnel Work Schedules 2 years 6.2 years''- Ppr' GC §34090 Lead Dept. CW -034 (Public Relations / Press 2 years - ; 2 _years •. Mag, GC §34090 Releases Ppr Records Records Destruction Lists / Copies - .- ; - C, City Clerk CW -035 Certificate of Records When No�1Nlien Noi . Mag, GC §34090.7 Destruction Longer _$. Longe" a Ppr Required _,.Required,_ I Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 w Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Office of Retention No. Records Description Retention / Disposition Record F-1 Page CW -11 Comments / Reference Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:. 10/14/2013 Destroy Inactive ,4" ay `.Total =`' Image: Paper Active Media 1=Import (OFR) (in office) (Records: �,r:,n,==£ Retention Vital? Options after M=Mfr Center) ;y ,nX Gn; c. S=Scan Imaged & ;Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. ;Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Reference Materials: Brochures, Manuals, Policies, Procedures, Brochures, Flyers, When Not'x1NFeriNo:.a CW -036 Manuals, etc: Produced by Longer Longer`__, Mag' Ppr Non -Records OUTSIDE ORGANIZATIONS Required "3RepuFetl.°" (League of California Cities, Chamber of Commerce, etc.) Reference Materials: Policies, When No Longer == WtienNo:. "_'u,Longer;,� Statewide guidelines propose Lead Dept. CW -037 Procedures, Brochures, Flyers, Required - `Required.- ; Mag,rsuperseded + 2 or 5 years; GC Manuals, etc: Produced by Minimum 2 M ` inim Ppr §34090 YOUR Department years_ years` Reference Materials: Policies, #x, Fw;E " £: Procedures, Brochures, Flyers, When "VNlien`,"; Mag, Lead Dept. CW-038"r',u',�: Manuals, etc: Produced by Superseded S,iiperseiied; Ppr p Copies; GC §34090.7 OTHER Departments Reference or Working Files: CW -039 See Correspondence Reports and Studies in ° ,,.>a z,; Mag, Administratively and Lead Dept. CW -040 (Historically significant - e.g., 10 years P b '`" _' P ;'` i.? Mfr, OD, Yes: After Historically significant, S/I Zoning Studies) FA _ - - Ppr 10 years therefore retained i, t e - - permanently; GC §34090 Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:. 10/14/2013 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Office of Retention No. Records Description Retention I Disposition Record Page CW -12 Comments I Reference Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 trJ H i ' Image: Destroy Active Inactive ." � -=Tbtala �A- Paper Media 1=Import (OFR) (in office) (Records ; — V Retenti4R - Vital? after Options M=Mfr Center) � � c - - Imaged & S=Scan _4-;' _ QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Information is outdated after 10 Reports and Studies (other p years; statewide guidelines Lead Dept. CW -041 than Historically significant 10 years iAyears 4 - Mag, propose 2 years; If historically reports - e.g. Annual Reports) n>�'a:= ° �° P r p significant, retain permanently; GC §34090 Copies - Copies>;- When No aWh6ri No Mag, Originals maintained by City City Clerk CW -042 Resolutions - City Council Longer a. =a;�m_P,,- Conger , Yes (all) Mfr, OD, S No Clerk Permanently; GC Required ARequired# Ppr §34090.7 When No When Nod f Longer Longer a ; Special Projects I Subject Files Lead Dept. CW -043 Required - "Required '= Mag, Department Preference; GC I Issue Files Minimum 2 'Minimum -2= Ppr §34090 et seq. years When No ?When No ' Subject I Reference Files: Longer Longer::. Lead Dept. CW -044 Subjects other than Specifically Required - Required_= d Mag, Department Preference; GC Mentioned in Retention Minimum 2 s h = k . Minimum 2. Ppr §34090 et seq. Schedules years Surveys I Questionnaires (that the City issues). If a summary of the data is Lead Dept. CW -045 compiled, the survey forms are 2 years 2°years. Ppr' GC §34090 considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 trJ H i M Ver. 2.0 Office of Retention No. Record l _� RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Records Description Retention / Disposition Page CW -13 Comments / Reference Destroy FPS. e: g Ima Inactive -.t Paper Active ,:;!- 4Totaf,. > Media 1=Import (OFR) (Records , oil t .tt,�. Vital? after (in office) Center) �',Retention Options M=Mfr Imaged & g"f ic S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. Litiqation, claims, complaints, audits, public records act requests, and/or investi, lations suspend normal retention periods (retention resumes after settlement or completion). Time Sheets /Time Cards / Copies - Finance / When No F, ,,WhehpNo„ Mag, CW -046 Overtime Sheets / Overtime GC §34090.7 Payroll Longer<r;Longerer'z Ppr Cards Requiredr_Require8 t Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 M X x H EXHIBIT A 1 THIS PAGE INTENTIONALLY LEFT BLANK 1 11 Resolution No. 1154 16 Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 tT1 F�1 H i Ver. 3.0 RECORDS RETENTION SCHEDULE: BUILDING Page BL-1 CD Office of Retention No. Records Description Retention / Disposition Comments / Reference Record .= o 4tl:s;aa R =- " A Image: 9 Destroy Active Inactive Media 'tal =��> "To 1=Import Paper z (OFR) (in office) (Records "`bfbi F%a=sj Vital? "Retention Options M=Mfr after o Center) , .:'``�ry t S=Scan Imaged 8 QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards >. 'Retentions begin when the act is completed, -and imply a full file folder (e..q. last document + 2 years), since destruction is normally performed by file folder. Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). BUILDING (LA County or Willdan) Department preference; Building Permit Applications When No ,,When ,N Preliminary Preliminary drafts not retained Building BL-001 where the Permit was Never Longer ,-„'-L6ri9dr. ' Mag, Ppr in the ordinary course of Issued (Expired or Withdrawn) Required _, j�Required f business; CBC §104.7; F41- H&S§19850, GC §34090 Department Preference - Data Building BL-002 Building Permit Database Indefinite F, Indefinite, Yes (all) Mag is interrelated; GC §34090, H&S §19850 Building Permits (Includes Geology r ° u Mag, 6E,yG `f' G-,Y Statewide guidelines propose Yes: After Building BL-003 P and Soils Reports):, hs: nP a` Yes (all) Mfr, OD, n S permanent; GC §34090, H&S QC & OD : [ ..- € Ppr §19850 Law does not require plans to Building Plans and Construction r<` w .a`: a be filed for dwellings less than 2 Documents - Finalled -SINGLE p.', stories, garages & 9 9 FAMILY RESIDENTIAL - SFR and «= .r _ at r _: Mag, days',-Yes Mfr, OD, S Yes: After appurtenances, farms/ranches, 1-story bearing less Building BL-004 APPURTENANCES 180 days .T8Q (all) with walls QC & OD Ppr than 25; CBC requires 180 Includes structural &energy days from completion date; s' calculations, soils &eolo reports g 9Y p `�' ° "' £ CBC 104.7 & 107.5, H&S 19850, GC §34090 Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 tT1 F�1 H i E 00 Ver. 3.0 RECORDS RETENTION SCHEDULE: BUILDING Page BL -2 Office of Retention No. Records Description Record Retention / Disposition Comments / Reference - = =• = `s'..s Destroy Image: Active Inactive e`=". 4-a=Totah` Media Paper 1=Import (OFR) (in office) (Records , «_-3 �. -� Retention--,, Vital? Options after M=Mfr Center) Imaged & S=Scan Ilf the record is not listed here, refer to the Retention for City -Wide Standards (Retentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. ILitigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Building Plans and Construction § jqj',:F� ,4 Department Preference; Law Documents - Finalled - a;a requires for the life of the COMMERCIAL, INSTITUTIONAL, �t�a�i Z8's$" ts �,= building for commercial and PLACES OF PUBLIC Building BL -005 P .,� X1`1-9-"JZtU'A Fi.m=PA-i Mag' Yes (all) Mfr, OD, Yes: After common interest dwellings only; S ACCOMMODATION J ii i. -A ;; P r P QC & OD Statewide guidelines propose 2 _? 7g years for blueprints & Includes structural & energy - specifications; CBC 104.7 & calculations, soils & geology reports gwty n 107.5, H&S§19850, GC §34090 BuildingBL-006 Certificates of Occupancy P P Y .s -x_<" aP"' '='' Ma Yes (all) Mfr, OD, S Yes: After Department Preference; GC Q gd-rF .e pa.s a Ppr QC & OD §34090 Requests & Permissions to Receive Building BL -007 Copies of Plans (to and from 2 years p2 -years, Mag, Ppr GC §34090 et seq. Architects) Uniform BuildingCodes / California BL -008 P $"?=` P` ` _` Mag, Ppr GC §50022.6 Building Code Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 7J Adopted: 10/14/2013 tTj x H i Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -1 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference .ffi•4.F' Image: Destroy p Inactive 1"" CF, , s= Active aTotah" '_ Media 1=Import Paper after (OFR) (Records f' Vital? Z (in office) Retefit on, Options M=Mfr Imaged & c Center) r S=Scan QC'd? Ilf the record is not listed here, refer to the Retention for City -Wide Standards Retentions be when the act is completed, and imply a full file folder (e.•q. last document + 2 years), since destruction is normally performed by file folder. Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). - - t, - Agenda Packets / Staff ° �. � ,�.s.,p. -z Yes: Until Mag, Mfr, Department Preference; GC City Clerk CC -001 5 years Reports: Cit Council e=5 yea�ss. t. `° u « After Meeting OD, P r §34090 et,seq. .�, n'" rG'p {1F,;,� Other contracts are maintained Agreements - Imaged, by the Lead Department Infrastructure, CIPS, MOUS, a managing the contract MOAsg `n _ p'„ a _. Department Preference; All infrastructure, JPAs, & Mutual includes all contractual a_ , . ,n• -b, Aid contracts should be obligations (e.g. Amendments,:,'r permanent for emergency Scope of Work or Successful City Clerk CC -002 P Completion >: r.., _ Yes: Before P -`PU r ;tt Mag, Mfr, S Yes: Upon Preparedness; Statute of Proposal) Completion ,, OD, Ppr Completion Limitations is 4 years; 10 years -'• for Errors & Omissions; land Examples of Infrastructure: records are permanent by law; Architects, CalPERS, CIPs (Capital " f CCP §§337. 337.1(a), 337.15, Improvement Projects, franchise P Projects,) � 343; GC §34090, Contractor agreements, Joint Powers, MOUs, _ '..sk has retention requirements in settlement, etc. 48 CFR 4.703 Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 J Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 c� � ;Office of Record Retention No. Records Description Retention / Disposition Comments / Reference o Inactive Image: Destroy Z o (OFR) Active (Records Total:; Media 1=Import _;Retention= Vital? Paper after .-. (in office) Center),g:a Options M=Mfr _;.-;••: , -. Imaged 8 S=Scan QC'd? 1I1' the record is not listed here, refer to the Retention for City-Wide Standards iRetentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Agreements - Non- Infrastructure that are NOT: Other contracts are maintained Imaged by the Lead Department gin$ ae managing the contract; Covers includes all contractual E&O Statute of Limitations; obligations e. Amendments, 9 ( 9• �_ -`, �.ti Published Audit Standards=4-7 � Scope of Work or Successful �' ,� m`,an. Completion +e Yes: Before Mag, Mfr, Yes: Upon years; Statute of Limitations: X City Clerk CC-003 Proposal) Completion 10 years S/I 3 :40nyearstn: Completion OD, Ppr Completion Contracts & Spec's=4 years, x No 44`: :.e� Wrongful Death=com + 5 9 p• Examples of NOW 71 years, Developers=comp. + 10 Infrastructure: Consulting, years; Statewide guidelines disposal, City Manager ,_ •g,> _< propose termination + 5 years; employment contracts, leases, CCP §§336(a), 337 et. seq., loans, mutual aid, professional "` " a'KK`" GC §34090 services, services, etc. Applications for Boards, Duration of 'Dur.ation of.` City Clerk CC-004 Commissions or Committees - Service + :Service + :; Mag, Ppr Department preference; GC Successful 2 years 2,yea�s:', §34090 Applications for Boards, & °. City Clerk CC-005 Commissions or Committees - 2 years 'e 2years:° ;,; Mag, Ppr GC §34090 Unsuccessful City Council Subcommittees g• _ X15 a °:b -F City Clerk CC-006 (composed solely of less than 2 years t'42-yeais'• Mag, Ppr GC §34090 a quorum of the City Council) Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 N Ver. 3.0 Office of Retention No. Record (OFR) RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -3 Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive Active Total -t LA, Media 1=Import Paper after (Records=..K.,�- Vital? (in office) Retention: `_ Options M=Mfr Imaged & Center) S=Scan QC'd? Ilf the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e..q. last document + 2 years), since destruction is normally performed by file folder. Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). f; ,;,t, „,• Department Preference; Settlement + Settlement;+ Yes: Until Mag, Mfr, Yes: After Covers various statute of City Clerk CC -007 .:, .Claims.(Liability . Claims)5 years 5year'sa Resolution OD, Ppr S QC & OD limitations; CCP §§ 337 et seq.; :• . �, _- s k GC §§ 911.2, 945.6, 34090, 34090.6; PC §832.5 Economic Interest Filings City maintains original (FPPC 700 Series Forms - City Clerk CC -008 2 years 5 years r ' _` r "_' 7ryears-' Mag, Mfr, S / I Yes statements; GC §81009(e)&(g); Statement of Economic OD, Ppr GC §81009(f)&(g); 2 CCR Interests): ALL ,t t_r_e 18615(d) FPPC Form 801 (Gift to` City Clerk CC -009 4 years ^ .' 4; years _;,_ Mag, Ppr Must post on website; 2 CCR Agency Report) 18944.2(c)(3)(G) . FPPC Form 802 (Tickets City Clerk CC -010 7 years a a-, k '' G+ « rs,i 7 yea, Mag, Ppr Must post on website for 4 Provided by Agency Report) _ .; years; GC §81009(e) FPPC Form 806 (Agency Must post on website; 2 CCR City Clerk CC -011 Report of Public Official 2 years' --2 yeais # Mag, Ppr 18705.5; GC §34090 Appointments) Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 171 X rix W H Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 i Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -4 7D CD � Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy z (OFR) Active p Total::' . Media (Records = Vital? 1=Import Paper after p (in office) =_Retention- s Options M=Mfr Imaged & Center) S=Scan QC'd? I f the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ;ELECTIONS -"CONSOLIDATED .° _.. Campaign Filings (FPPC 400 Series Forms & Form 501): City Clerk CC -012 SUCCESSFUL CANDIDATES 2 years � N w Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -5 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive °�-Total". -.' Media 1=Import Paper after (OFR) (Records (in office) K _ r "� Vital? ":`�Retention,; Options M=Mfr Imaged & Center) L - �. __ra S=Scan QC'd? ilf the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. Litiqation, complaints; claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Department Preference; E - Statewide guidelines proposes 4 years for successful Candidate File: Nomination `�:�`��;'.tta�=`-� Term of Papers, Candidate Statements, Term of_ 'o candidates, 2 years for City Clerk CC -016 Office + 4 : Office +"4'.' Mag, Ppr unsuccessful; CA law states etc. - SUCCESSFUL years � _. ,,.,,. -,.,, yea�sj.— b ` term of office and 4 years after CANDIDATES the expiration of term and does f not delineate between the two; .j EC§17100 Statewide guidelines proposes {' 4 years for successful Candidate File: Nomination' ` t a ° `,%` _'_� £ candidates, 2 years for Papers, Candidate Statements, Election + 4 Election'+=4" unsuccessful; CA law states City Clerk CC -017 etc. - UNSUCCESSFUL years Ma P r g, p eyearsr� term of office and 4 years after CANDIDATES the expiration of term and does "£ h not delineate between the two; EC §17100 Elections - GENERAL, WORKING or r�`4 ADMINISTRATION Files (Correspondence, Precinct City Clerk CC -018 2 years ; 4 2nyears.° Mag, Ppr GC §34090 Maps, County Election: Services, Candidate s L-1AuVa Statements to be printed in the Sample Ballot, etc.) EI tions -HISTORICAL --�:4f�.«_,x_��° ec S;K g. Mag, Mfr, Retained for Historical Value, City Clerk CC -019 (Sample ballot, copies of 2 years P , "'P-'--:af S No resolutions, final results) t : = OD, Ppr GC §34090 Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 S FZ CD V) 0 0 0 A Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -6 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactives Image: Destroy (OFR) Active Total' ' Media (Records - Vital? 1=Import Paper after (in office) Retention_= Options M=Mfr Imaged & Center) _ ..... S=Scan QC'd? If the record is not listed here, refer to the Retention for Ciy- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Not accessible to the public; Results or aResuif`s�oi `e The 8 month retention applies Elections -Petitions (Initiative, Final =' `.Final . after election results, or final ,« Q City Clerk CC -020 Examination ;Examinat(or ; Ppr examination if no election, Recall or Referendum) if No Election if=No°Election' unless there is a legal or FPPC +8 months •+.8�month"s`: proceeding. EC §§17200, 17400 Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 r Adopted: 10/14/2013 i N r-� Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -7 i Office of j Record Retention No. Records Description Retention / Disposition Comments / Reference Inactivep�€Total„a Image: Destroy Active Media 1=Import Paper after i (OFR) (in office) (Records -=-;<- : _ Vital? Retention== Options M=Mfr Imaged & Center) ass r S=Scan QC'd? 11f the record is not listed here, refer to the Retention for City -Wide Standards lRetentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ELECTIONS - STAND-ALONE (use in coniunction with Consolidated elections ... records series are not repeated) I Assessment District Ballots City Clerk CC -021 and/or protest letters - Prop. 2 years 2,ye6rs-'- Ppr GC §53753(e)(2) 218 proceedings City Clerk CC -022 Ballots - After Election 6 mo. Xc Ppr EC §17302 City Clerk CC -023 Ballots - After Recount 6 mo. F.r6'r'rio: tJ C) Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Grand Jury Reports and Page CC -8 1 Office of Record Retention No. Records Description Retention / Disposition CC -034 Comments / Reference ' f 5 years _ x = = : ' > • Inactive Image: Destroy (OFR) Active '. Total _° - Media (Records -.-Retention`: Vital? 1=Import Paper after Operations) (in office) Options Center) M=Mfr Imaged & S=Scan QC'd? lif the record is not listed here, refer to the Retention for City -Wide Standards !Retentions beqin when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. !Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 0 Adopted: 10/14/2013 Grand Jury Reports and n, «,a «„ .. 'Department preference City Clerk CC -034 Responses (Pertaining to City 5 years -^ `5 years ='° Ppr (matches the retention of the Operations) Grand Jury); GC §34090 City Clerk determines historical Historical Records &Historical significance; records can City Clerk CC -035 Projects (e.g. Incorporation, P `- `, .T,P-�-z Mag, Mfr, S No address a variety of subjects and media. Some media (e.g. City Seal, Awards of significant OD, Ppr historical interest, etc.) ":r=:�'s audio and video tape) may be limited because of the media's life expectancy; GC §34090 City Clerk CC -036 Insurance Policies (City -owned 2 years ` ' ' '" P; ^:yP Mag, Mfr, S / I Yes: After Department preference; GC policies) cy OD, Ppr QC & OD §34090 When no When -n& Longer '. ;Longer ° „ Department Preference; Cit Clerk Y CC -037 Lawsuits / Litigation 9 Required - Minimum ,Required,-== Mimmum _; Yes: Until Mag, Mfr, S Yes: After Covers various statute of limitations; CCP §§ 337 et seq.; Final :Final ;; ; Resolution OD, Ppr QC & OD GC §§ 911.2, 945.6, 34090, Resolution + Resolution + 34090.6; PC §832.5 5 years: 5 years a City Clerk CC -038 List of City Council Members 2 years P .. «`<' d -; r: F Mag, Mfr, S / I Yes: After Department preference; GC and Mayors ; OD, Ppr QC & OD §34090 City Clerk CC -039 Minutes (City Council) 10 years a :'fit P < _, Px�;� e; Yes (all) Mag, Mfr, S No GC §34090 OD, Ppr Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 0 Adopted: 10/14/2013 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -9 7 0 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive "rye'=s sF °Totals„ Image: Destroy (OFR) Active (Records "Y '� .a«> . Media Vital? 1=Import Paper after (in office) =Retention;= Options M=Mfr Imaged & o Center) r_r S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Municipal Code Administration, When no '°"When no`=: wrn : Preliminary Drafts not retained City Clerk CC -040 Longer Distribution, etc. " hLonge� Mag, Ppr in the ordinary course of Required =Requrede business; GC §34090 City Clerk CC -041 Municipal Code Supplements P ° `° IFS 9;1 Mag, Ppr Department reference; GC p p A-. <; §34090 City Clerk CC -042 Newsletters (City -written) 5 years t 'p-5'ayears` Mag, Ppr Department Preference; GC fi. §34090 et seq. r r a -'P Mag, Mfr, tTJ City Clerk CC -043 Ordinances (City Council) P a_ ,: x Yes (all) OD, Ppr S No GC §34090 et. seq. X -y Proclamations Ppr City Clerk CC -044 Commendations / Memoriums / 5 years?5 Yeats ; Mag, GC §34090 Recognitions, etc. Proof of Publication / Public City Clerk CC -045 Notices / Certificate of Posting 2 years t «' 2:yearsr' Mag, Ppr GC §34090 (Usually kept with Project Files)" Real Property - Records that City Clerk CC -046 Affect the Title to Real Property 2 years P r: c, ° °` : �� ti, :P,= «��, Mag, Mfr, S/1 No GC §34090 (Deeds, Easements, Liens, ;>$ •,;4" b OD, Ppr etc.)_ Recordings /Tapes of City° Tape Department preference; State City Clerk CC -047 Council Meetings -Audio 5 years r 5;years.,, . (Mag), law only requires for 30 days; �GC Recordings ^=t `R. t 4 OD §54953.5(b) Records Destruction Lists ,. ` Mag, Mfr, Yes: After Department Preference; GC City Clerk CC -048 Certificates of Records 10 years .1!O years_. OD, Ppr S QC & OD §34090 et. seq. Destruction Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 FZ CD En 0 o' D 0 N 00 Ver. 3.0 Office of Retention No. Record (OFR) RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -10 Records Description Retention / Disposition Comments / Reference Inactive a `5 Image: Destroy Active'.' Total; ° -` Media 1=Import Paper after (Records - �, <t - Vital? (in office) =Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC -049 Request for Public Records 2 yearsR2 °years°KKR,u Mag, Ppr GC §34090 City Clerk CC -050 Resolutions (City Council) P `1 "s, P,1717 Yes (all) Mag, Mfr, S No GC §34090 et. seq. OD, Ppr Subpoenas / Discovery City Clerk CC -051 Requests / Personal 2 years,2 year_"s"a' Mag, Ppr GC §34090 Appearance / Duces Tecum -- Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 F 07 [v 10 Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/14/2013 C=1 X x H i Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 7� rA Office of o Retention No. Records Description Retention / Disposition Comments / Reference � Record Image: Inactive Destro (OFR) Active °'TotaF---F Media 1=Import (Records F---�, �,-F„,-r4: Vital? Paper after Z ( in office) etention- Options M=Mfr Imaged & o Center) t S=Scan OC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (eq. last document + 2 years), since destruction is normally performed by file folder. Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). When No nWben-Noz City Projects, Programs, Events, Longer tLonger,- Yes: While Manager/ CM-001 Subject & Issues (Issues and/or Required - Krk gRe'guired[ i_. Active Mag, Ppr GC §34090 Lead Dept. projects will vary over time - e.g. Minimum 2 Minimdmk2_ Issues Hotels, Developments, etc.)• yearsq. �,yeafs .= City CM-002 When No Speech Notes / PowerPoint Longer`Lortge� i.W)en;Nob Mag, Ppr Notes, drafts, or preliminary Manager Presentations Required n r.s+. .r r, Reggired , documents; GC §34090 et seq. [v 10 Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/14/2013 C=1 X x H i EXHIBIT A 1 THIS PAGE INTENTIONALLY LEFT BLANK 1 1 Resolution No. 1154 30 Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -1 7� O Office of Retention No. Records Description Retention / Disposition Comments / Reference Record '' Frye •z; Image: Inactive Destroy OO (OFR) Active , _,. Media 1=Import «�i Notal (Records Vital? Paper after z (in office) --Retention,- Options M=Mfr Imaged & O Center ) S=Scan OC'd? If the record is not listed here, refer to the Retention for City -Wide Standards v, Retentions begin when the act is completed, and imply a full file folder (e. q. last document + 2 ears), since destruction is normally performed by file folder. ;Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion): . FINANCE /ADMINISTRATION Audit Reports./ CAFR - Finance / Comprehensive Annual Financial) FN -001 2 years t'.'?,t t ° P ,, ,P Mag, Ppr Department Preference (copies); Admin. Reports and related. Audit GC §34090.7 Opinions a U_ f.= Department Preference (meets municipal government auditing Finance / FN -002 Audit Work Papers 2 years A �: Yes: Until 3 years f5Tyears Mag, Ppr standards); Statewide guidelines Admin. paid propose audit + 4 years; Published articles show 3 -7 years; GC §34090 Statute of Limitations for bonds, =° mortgages, trust deeds, notes or Bond Official Statements / ,° ae, u�• 's debentures is 6 years; Bonds Transcripts /Certificates of FullyDFuull�y-; issued by local governments are Finance / Participations (COPs) FN -003 Defeased + Yes: Until p:efeased + Mag, Ppr 10 years; There are specific Admin. 10 years Maturity �10;ye-611 ' l requirements for disposal of See Bank Statements for statement See nA s;:. �_�' unused bonds; CCP §§336 et retention. c= � �' `ye'T":Fx seq., 337.5(.); GC §43900 et seq. -7: Securities (Performance Bonds, Letters of Credit, CD's, etc.) are Release of _:Release of released after the Notice of Finance / Bonds for Private Development / FN -004 Bond/ = �i I Bonde; Mag, Ppr Completion is issued and Admin. Construction Projects Security ;.Security replaced with the Warranty �; Bond, which is released 1 year after the Notice of Completion date. GC §34090 c: €; Yes: Department Preference; Must be Finance / FN -005 Budgets - Adopted / Final 2 years P ;At -!Pi K-� Current Mag, Ppr filed with County Auditor; GC Admin. -E* Fiscal Year uv.. §34090.7, 40802, 53.901 Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/14/2013 i W tJ Ver. 2.0 Office of Retention No. Record (OFR) RECORDS RETENTION SCHEDULE: FINANCE Page FIN -2 Records Description Retention / Disposition Comments / Reference Inactive " ` `_"F Image: Destroy Active t - g Totah'° - Media 1=Import Paper after (Records -< _ Vital? (in office): Retentign- Options M=Mfr Imaged & Center)e . «r- S=Scan OC'd1 Vf the record is not listed here, refer to the Retention for Citv-W. de Standards 'Retentions begin when the act is completed, and imply a full file folder (e.a. last document + 2 vears), since destruction is normally performed by file folder. ;Litigation, complaints, claims, public records act reauestsl audits and/or investigations suspend normal retention veriods (retention resumes after settlement or completion). When No 'i When =Nd- Yes: Finance / Budgets - Preliminary Backup ,g, , -� -a-- Admin. FN -006 Documents Longer ; :Longera Current Mag, Ppr Preliminary drafts; GC §34090 Required °a Req i'TzII Fiscal Year a Department Preference (meets Finance / Single Audits / Transportation a = y Admin. FN -007 Audits /PERS Audit, et. 5 years P gin, 'R -xu Mag, Ppr municipal government auditing #" 11t: standards); GC §34090 Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/14/2013 tri X x r -i H i Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -3 7� CD Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: g Destro y Active `-Total�-!i Media 1=Import Paper after z (OFR) (in office) (Records =-y 4«'t_: Vital? -Reterition Options M=Mfr Imaged & o Center) :�.. b x S=Scan OC'd? Ilf the record is not listed here, refer to the Retention for Citv-W'de Standards I Retentions begin when the act is completed, and imply a full file folder (eq. last document + 2 ears), since destruction is normally performed b y file folder. ILitination, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement.or completion). FINANCE / GENERAL ACCOUNTING Department Preference; IRS: 4 r:.,'. years after tax is due or paid Finance/ s. F=s., (longer for auditing &contractor General FN -008 1099's Issued / W -9s 5 years -'5=yea�s=;G: sg «:-s ;4 Mag, Ppr delinquency); Ca. FTB: 3 years' Accounting 'f' -H1.:<, IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090 Accounts Payable / Invoices and ?: z'«` Department Preference (meets Finance / Backp L_ `Y'�',H ¢ «"u municipal government auditing General FN -009 2 years 3 years Yes- Until ;:u.5_years _ Mag, Ppr standards); Statewide guidelines Accounting (Includes Invoices, Travel Expense 2 =: Paid propose audit + 4 years; w Reimbursements, Warrant Request, Published articles show 3 - 7 etc.) years; GC §34090 Finance / Accounts Receivable - ALL - °.;E.; Department preference; Meets Accounts FN -010 False Alarms, Parking Citations, 2 years 3 years ' 5'y6ars` Mag, Ppr auditing standards; GC §34090 Receivable Damage to Public Property, �v.' . °. R? et seq. Invoices to Outside Entities, etc. ` "Y ""- ."" 'Department Preference; (meets Finance /'g.;W E'e,.:; municipal government auditing Accounts FN -011 Accounts Receivable: Leases /Yes: 2 years 3 years K Until V5-Qydah§r,X Mag, Ppr standards); Statewide guidelines Receivable Rent / Property Management rnx� a; Paid propose audit + 4 years; 3 Published articles show 3 - 7 Years; GC §34090 Sank:Statements, Fiscal Agent Department Preference; Finance / Statements, Trustee Statements, "� -'_' p Published articles show 3 - 4 General FN -012 Investment Account Statements, 2 years 3 years -5'FyeafsY Mag, Ppr years; GC §34090, 26 CFR Accounting Pars Statements, Bank 31.6001-1 Reconciliations, etc. F`�` :§ ==.tt=: Department Preference; meets Finance / General FN -013 Cash Receipts / Weekly Deposits 2 years 3 years ., ;x 5years n, Mag, Ppr municipal government auditing Accounting standards; GC §34090, CCP § 337 Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/14/2013 Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -4 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive ° ' Image: Destroy Active g ' Tot:0 ° ` Media 1=Import Paper after (OFR) (Records«�9-� ;—=, Vital? (in office) Retention- Options M=Mfr Imaged & Center) -__ --• S=Scan OC'd? If the record is not listed here, refer to the Retention for City -Wide Standards (Retentions begin when the act is completed, and imply a full file folder (eq. last document + 2 Vears), since destruction is normally performed by file folder. ILitigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance General FN -014 Checks /Warrant Register 2 years ;r a -a •aa 3 years ',,5 years:�� Mag, Ppr Department Preference; GC Accounting Report (issued) - <�..,- §34090 Finance Department Preference; meets General FN -015 Checks / Warrants (Cashed) 2 years 3 years r56 Wais—!! - Mag, Ppr municipal government auditing Accounting AccountingA standards; GC §34090, CCP § -;."4, ."4 =s 337 Department preference; All tangible property held by Finance / Escheat (Unclaimed money / a -< a :��y � � government agencies escheats General FN -016 uncashed checks) 5 years Mag, Ppr after 3 ears; Statute of Accounting A= _:y<r Limitations is 1 year for seized property; CCP §§340, 1519; GC §34090 Finance General FN -017 Financial Services Database Indefinite ; it 6i Yes Mag, Ppr Data Fields / Records are Accounting interrelated; GC §34090 Finance General FN -018 Fixed Assets -Annual Listing 5 years Mag, Ppr Department preference; GC Accounting (Source Documents) �5Gyearsa, §34090 Finance General FN -019 Investment Reports /Treasurer's 5 ears Y µ " n` s:5�yearseF Mag, Ppr Department Preference; Meets Accounting Reports e. a=. a auditing standards; GC §34090 Department Preference; Meets Investments /Arbitrage auditing standards; Published Finance / Certificate of Deposit / -1A _.`s �� "� "�,`s ��"' articles show disposal + 7 years General FN -020 Investment Bonds (Receipts / 5 ears y -�:_I I = Yes: Until _� 5_. ears- Y.,l--J! Mag, Ppr for security brokerage slips; AccountingAdvisor Reports and Statements / * I , Paid statewide guidelines propose Trade Tickets / LAIF (Local permanent; FTC Reg's rel on Agency Investment Fund)) s %ia4-:a m7-4 "self -enforcement' Q GC&§ 34090. 43900 Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/14/2013 2 a s If the record is not listed here, refer to the Retention for City -W "de Standards Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 ears), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations sus :end normal retention periods (retention resumes after settlement or completion) Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -5 Office of Retention No. Records Description Retention / Disposition General Journal Entries /Journal FN -021 Comments / Reference Record Mag, Ppr standards; Statute of Limitations Accounting Vouchers: U:: Inactive Image: Destroy Active s't1 Utal`Media .; 1=Import Paper after (OFR) Vital? in office (Records 'Retention ( Options ) M=Mfr Imaged & Reports, Subsidiary Ledgers, Center);t,rs S=Scan AC'd? If the record is not listed here, refer to the Retention for City -W "de Standards Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 ears), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations sus :end normal retention periods (retention resumes after settlement or completion) Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/14/2013 Department Preference; meets Finance / «° <_C«". h, Y£;_ municipal government auditing General Journal Entries /Journal FN -021 2 years 3 years u5 years Mag, Ppr standards; Statute of Limitations Accounting Vouchers: U:: is 4 years; statewide guidelines propose Audit + 5 years; GC :x V, §34090, CCP § 337 Reports, Subsidiary Ledgers, Reconciliations, Registers, �` a ==r L1;_�,; Department preference Finance / General Transaction Histories, Balance FN -022 2 years 3 years ;_ _` n°'•= _5 -years Mag, Ppr (Financial System does not Accounting Sheets, Revenue & Expenditure.•,rr. _.. _. qualify as a trusted system); GC Reports, etc. (MONTHLY OR §34090 PERIODIC) Reports: Annual State or Finance / Federal: State Controller'se -_ Kf,;< -uaa, General Report, Street Report, Local FN -023 2 years 3 years 5;'-`5years-. I- Mag, Ppr Department Preference; Meets AccountingGovernment Compensation :.n" r- �; auditing standards; GC §34090 Report, Public Self Insurer Report(SIP Report), etc. Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/14/2013 E w a1 Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -6 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive " ' Image: Destroy (OFR) Active ° • °Total' ' Media 1=Import Paper after (Records = « *`a _ Vital? (in office)Center) QReteiition4 Options M=Mfr Imaged & S=Scan OC'd? Ilf the record is not listed here, refer to the Retention for Citv-Wide Standards (Retentions begin when the act is completed, and imply a full file folder (eq. last document + 2 years), since destruction is normally performed by file folder. !Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ` FINANCE'/ PAYROLL`... Finance / FN -024 CalPERS Reports 2 years `�`: A _. 3 years '° °5 years;¢: Mag, Ppr Department Preference; GC Payroll Y =° -° - =° §34090 DE -6, DE -7, DE -9 DE -43, W-3, & ` 't Department Preference; IRS: 4 DE -166, 941 Forms, IRS 5500 g _ g yrs after tax is due or paid; Ca. Finance / Forms (Employee Benefit Plans), === FTB: 3 years; Articles show 7 Payroll FN -025 PERS / FICA & Medicare 2 years P `�`�P'`'< Mag, Ppr #. �4 years; IRS Reg §31.6001- Adjustments - Quarterly Payroll :: .- k 1(e)(2), R&T §19530; 29CFR Tax Returns / OASDI, Federal .� _a;, a a 516.5 - 516.6, 29USC 436, GC Tax Deposits, Adjustments, etc. ;y a-� _ §34090 Produced by Deferred Comp. -.a Provider; consistent with Finance / FN-026 Deferred Compensation (City 2 years ?'5�years_`_ j-- MaPr p 3 years �g proposed statewide guidelines; Payroll Statements) pe , published articles for bank statements show 4 -7 years; GC §304090, 26 CFR 31.6001.1 Finance / Payroll Reports (includes Leave `rt .R`rs. NKo ,a _ Department preference (meets Payroll FN -027 Registers, Time Transaction 2 years 3 years ', 5.,years. :- Mag, Ppr auditing standards); GC §34090 Reports, etc.) J,aa Department preference to facilitate grant audits or claim reimbursements; Meets auditing standards (audit + 4 years); IRS Finance / Time Sheet Summaries / Time requires 4 years; Ca. requires 2 Payroll FN -028 2 years Card Summaries 3 years -° `'S -yeas Mag, Ppr yr min.; FTB keeps 3 years; :•-.;e.;«::_ ge _d Published articles show 4 -10 years; IRS Reg §31.6001- ° ' d 1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC <5� §34090 Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission L� Adopted: 10/14/2013 Fz- W Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/14/2013 tri X x H ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -7 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Media Media 1=Import Paper after (OFR) (in office) (Records gnr,,;A«:; Vital? Retenti6K: Options M=Mfr Imaged & Center) S=Scan OC'd? 'If the record is not listed here, refer to the Retention for City W.'de Standards Retentions begin when the act is completed, and imply a full file folder (e. q. last document + 2 ears), since destruction is normally performed by file folder. Litiqation, complaints, claims, public records act requests, audits and/or investiqations suspend normal retention periods (retention resumes after settlement or completion). Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 Finance /-,` FN -029 W -2's 2 years =" P w° p 'R Mag, Ppr years; IRS Reg §31.6001- Payroll 1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/14/2013 tri X x H 1 THIS PAGE INTENTIONALLY LEFT BLANK 1 1 Resolution No. 1154 38 Ver. 2.0 Office of Retention No. Record RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Records Description Retention / Disposition Page HR -1 Comments / Reference Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/14/2013 M x H Inactive a.~, Image: Destroy Active T;Totalu V" Media 1=Import Paper after (OFR) (in office) (Records «sst j.Retention: Vital? Options M=Mfr Imaged & Center) k�o..�::,f° S=Scan QC'd? If the record is not listed here, refer to the Retention for Ciy-Wide Standards Retentions begin when the act is completed, and imply a full file folder (eq. last document + 2 ears), since destruction is normally performed by file folder. Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or com -letioni. EEOC / ADEA (Age) requires 1 year after benefit plan Yes: For termination; Federal law requires Human Benefit Plan Documents HR -001( 6 years n, <„ = ` ' L,'Ayears1',' Duration of Mag, Ppr 6 years after filing date for Resources CaIPERS, etc.) g ;z . r,= Contract retirement; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; GC §§12946,3409 CalPERS Benefit Administration"� When No ` a-When`,N'o= Department Preference; 6 years Longer b, �L'onge-r�. for retirement benefits; State Human (Includes contract amendment, HR -002 Required - �. -Regdired7t Mag, Ppr Law requires 2 years after Resources actuarial reports, service credit Minimum 6 M�inimumrli action; 29 CFR 1627.3(b)(2); 29 reports, annual employee listing,.,,° years L.�.yj arse • k_ USC 1027; GC §§12946,3409 etc.) ` Bureau of National Affairs When No When No recommends 2 years for all Classification / Reorganization Longer ?rLonger,z. supplementary Personnel Human Studies (for employee HR -003 Required - �.-a Required _-, Mag, Ppr records; Wage rate tables are 1 Resources classifications and department Minimum 3 a:.,.. Minimum3 � or 2 years; State requires 2 structures) years= years years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 34090 gy=p;n jr Department preference; EEOC/FLSA/ADEA (Age) When No `'; 0, EL' When No -. requires 3 years for promotion,, Longer`rLonger,&y. "=• demotion, transfer, selection, or Human Classification Specifications / Job HR -004 Required-Requiredt * Mag, Mfr, S / I Yes: After discharge; State Law requires 2 - Resources SpecificationsOD, Minimum 6 .Mininium=-t, 6 Ppr 1 year 3 years; retirement benefits is 6 years from last action; 29 CFR years cyears 1602.31 & 1627.3(b)(ii), 8 CCR ut §3204(d)(1) et seq., GC _ §§12946, 34090; 29 USC 1113 Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/14/2013 M x H Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive a Image: Destroy Active -Total Y - Media 1=Import Paper after (OFR) (Recordsz ::g a�a is _.s Vital? (in office) ;"Retention:; Options M=Mfr Imaged & Center) �_�aa4 S=Scan OC'd? lif the record is not listed here, refer to the Retention for City -Wide Standards 'Retentions begin when the act is completed, and imply a full file folder (eq. last document + 2 ears), since destruction is normally performed by file folder. lLitigation„ complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/14/2013 7— L i Bureau of National Affairs When No -When Noa recommends 2 years for all Longer ;Monger 4 supplementary Personnel Human HR -005 Compensation Surveys & Studies Required - Required = Mag, Ppr records; Wage rate tables are 1 Resources( Minimum 3 :.H_kl'A-A tM mmum 3 or 2 years; State requires 2 .years i yeayripgJ1 years; 29 CFR 516.6(2), 29 CFR 1 11 29 -4S ` Vi 1602.14, GC §§12946, 34090 All State and Federal laws 1 3, 7PFinal F.4nal,;cp ," require retention until final Human Department of Fair Employment & HR -006 Disposition Sie ) Disposition- Mag, Ppr disposition of formal complaint; "fully Resources Housing (DFEH or EEOC) Claims + 3 9 P: � I;Y�-�a. K =f + ears` State requires 2 years after years ry and finally disposed"; 2 CCR �a-5t1 x 7287.0; GC §§12946, 34090 ,A.zi!- 39ei"AM, Transitory or source records not i 14 1d P A "�I retained in the ordinary course Human When Superseded B- _W,".hena .�m�.��,>�_- °Supe.'rseded of business; CHP audits every 2 Resources HR -007 DMV Pull Notices <. �. -� A Mag Ppr years; Bureau of National Affairs or it or.s" recommends 2 years for all Separated Separated supplementary Personnel = a records; GC §34090 i-4=. jf :1`u"3 D.O.T. Requires 5 years for i to 7i .14 Q A positive tests, 1 year for "f negative tests; Human Drug &Alcohol Test Results (All - i ` "1 ` �evt��;:��-�.�� EEOC/FLSA/ADEAA e (Age) Resources HR -008 Positives and Negatives) 2 years 3 years iA5zyearsi:j Mag Ppr requires 3 years physical "_ examinations; State Law A p:v 4<a`=tt�a requires 2 years; 29 CFR g M 1-3.14 -i 1i44= 1627.3(b)(v), GC §§12946, 34090, 49 CFR 655.71 et seq.; Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/14/2013 7— L i 0 0 z 0 Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337 -3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/14/2013 i Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active4iG=Total='° Media 1=Import Paper after (OFR) (in office) (Records nRetention Vital? Options M=Mfr Imaged & Center) tabnsi;c S=Scan OC'd? If the record is not listed here; refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (eq. last document + 2 years), since destruction is normally performed by file folder. Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). OSHA requires 5 years; State Human HR -009 OSHA.Insp. io . & Citations, ns5 years 5':years Ppr law requires 2 years; 8 CCR Resources Log 200 and Log, 300, 301, 301A �� aII, II, �;,._ _ §3203(b)(1), GC §34090; LC Department Preference; statute of limitations for retirement benefits is 6 years from last -•: <_"r.;n g Yes: After action; EEOC/FLSA/ADEA (Age) Human HR -010 Separation + Personnel Files - Employees $eparatiori + 24 years - Mag, Mfr, S Separation requires 3 years for promotion, demotion, Resources 6 years x,,30 years:, OD, Ppr + 1 year transfer, selection, or discharge; State Law requires 2 - T, R` . £'=' ' 3 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 60201; 29 USC 1113 Department preference; Files Personnel Files - Medical File (all Q € , , .: maintained separately; Claims Human employees)` . Separation + G'"'~` ° °> - Separation.+ Yes: After Yes: Until Mag, Mfr, can be made for 30 years for HR -011 Resources 6 years 24 years 30 years S Separation Separation OD, Ppr toxic substance exposure; 8 Includes Hearing Tests, Respirator Fit, + 1 year CCR §3204(d)(1) et seq., 29 Tests, etc. F:' CFR 1910.1020(d)(1)(i), GC §§12946,34090 Recruitment and Testing File: i_,.'.,f •,; Department preference; EEOC / (Includes Applications, . . FLSA / ADEA (Age) requires 1-3 Advertisements, Job.Brochures, Hiring ; ,,Hiring -- years; State Law requires 2 - 3 Human HR -012 Test Data, Testing Analysis & Decision + 3 D'ecisibZ,: �3 Mag, Ppr years; 29 CFR 1627.3(b)(i), 29 Resources statistical Metric, Job Analysis, yearsyears `%`?, CFR 1602.14 et seq. 2 CCR Rating Sheets, Scantrons, Rater's< 7287.0(c)(2), GC §§12946, Profile & Confidentiality y '" ``` t<f: _ '_" • 34090 Agreement, Flowchart, Eligible Lists, etc.) Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337 -3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/14/2013 i c� 0 z 0 -41 N Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -4 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive g _° Image: Destroy Active r Total_ Media 1=Import Paper after (OFR) (in office) (Records = q Retention-� Vital? Options M=Mfr Imaged & Center) �Qp.`s a_gq S=Scan OC'd? 'If the record is not listed here, refer to the Retention for City -Wide Standards ;Retentions begin when the act is completed, and imply a full file folder (eq. last document + 2 years), since destruction is normally performed by file folder. Litigation„ complaints„ claims„ public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). When No C:Wh'en°N'brR Human Studies & Surveys Conducted on Longer } __ Longery Department preference; GC Resources HR -013 Behalf of the City (Sick Leave, Required - aRegticedt= Ma P r g' p §34090 Attrition, Benefits, etc.) Minimum 3 Minmum:3s years 2� years r 1214_ Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) Human Volunteer/ Unpaid Intern HR -014 3 years seg`= ;;3 ygars.M Ppr requires 3 years for promotion, Resources Timesheets demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946,34090 Human Workers Compensation Claim HR -015 5 years t', x .:,< s < s:a5year§'= Mag Ppr Meets auditing standards; GC Resources Runs §34090 �4: Department preference; Claims can be made for 30 years for toxic substance exposure; Claims are required for five Human Separation + HR -016 Workers Compensation Claims S'epar'atiori-LL+ 28 years s�a - a e. Mag, Mfr, S Yes: After years after the end of Resources 2 years 30 years:. OD, Ppr QC & OD compensation, or injury, whichever is longer; 8 CCR §3204(d)(1) et seq., 8 CCR ff`�Pk`� 10102, 15400.2; GC §§12946, x<< .."_zz 34090 Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/14/2013 i Ver. 2.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY . Page IT -1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive' Active b.<°Total£' Media 1=Import Paper after (OFR) (Records G. < . Vital? (in office) `Retention:- Options M=Mfr Imaged & Center) -`�;ra,`sK S=Span OC'd? If the record is not listed here, refer to the Retention for Town -Wide Standares Retentions begin when the act is completed, and imply a full file folder (eq. last document + 2 rears), since destruction is normally performed by file folder. Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/14/2013 M x H i Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed When No h`1Nfien Nod when no longer required; tapes Information IT -001 Backup Tapes -ALL , ANG �� 4� Longer q. _ Lon'ge(:'sYes Mag. are in autochangers and are Technology Required Required overwritten; store off-site in a *.°'nr"• commercial facility for disaster '..} «r.`«°_ recovery purposes; GC §34090 k zwr syn:, et seq. When No '.VNhen,Nb : Preliminarydocuments not Information Network Configuration Maps &_ IT -002 _e .r• r. Longer longer,,., Yes Mag. retained in the ordinary course Technology Plans Required A;%Required °: of business; GC §34090 et seq. Rolling Hills, CA ©1995-2013 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 10/14/2013 M x H i EXHIBIT A 1 THIS PAGE INTENTIONALLY LEFT BLANK 1 Resolution No. 1154 44 Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 Ver. 2.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL -1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Ezg.? . J,r, -..� Image: Destroy Active .<riL"kk,�," Inactive ;�;;_� " � a «:Totals-': Media 1=Import Paper (OFR) (in office)Refentio�ry;; (Records,'_, r, Vital? Options M=Mfr after Center) _ _A n sg.t''i S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Address Files / Planning Case } k Project Files - Approved -r : =- Permanent Entitlements & Code•` - Enforcement; FIN (Includes associated CEQA Department preferences; Final Noticing, Conditions of Approval, ``+' F= b.''S- environmental determinations Public Noticing, Environmental `u" p_.�.- Mag' Yes: After are required to be kept a Planning PL -001 Determinations, Staff Reports, P L ,` z:Pr a r- '�.'�; r� ;sL-,�� , , Yes Mfr, OD, S QC & OD "reasonable period of time'; 14 Plans & Maps, Code Enforcement' p a _ r, r vr:,; Ppr CCR §15095(c); GC§§34090, Site Plans) _ «'" = « 34090.7 Examples: Conditional Use Permits (CUPs), Lot Line Adjustments, Parcel :ya E Ell, K Maps, Site Plans, Tentative �` Subdivisions, Variances, Zone Changes,, etc. Address Files / View Cases (by Department preferences; Final address of tree location) ry? 'a- '£fit; a-�E,v i Mag, environmental determinations Planning PL -002 P " P °Ky.: Yes Mfr, OD, S Yes: After are required to be kept a "reasonable EIR ` °, " `f Ppr QC & OD period of time'; 14 (Includes application, / CEQA, ;s^ a of g ; CCR §15095(c); GC§§34090, mediation,. agreement / resolution) t ,r ;, ° g";b r 34090.7 vk'�<�e C ✓�b .�. k.< Mag, Planning PL -003 Annexations / Boundaries /.'k, 5 years ,.ri-.. a,.. P P_A ; Mfr, OD, S / I Yes: After Land Records; GC §34090 Consolidations / LAFCO =' «';c= Ppr QC & OD Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 o*N Ver. 2.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL -2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive ' . = Paper (OFR) Active (Records.uTotal9 Vital? Media 1=Import after (in office) Center) Reteritiori Options M=Mfr Imaged & Feet S=Scana 74-4 7A G1C'd? !If the record is not listed here, refer to the Retention for City -Wide Standards !Retentions begin when the act is completed, and imply a full file folder (eq. last document + 2 years), since destruction is normally performed by file folder. 'Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). When No hen'No W Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 trJ x H PL-004 Census, Demographics Longer f Lon e_3 - ;,Aq 9v. Ma Ppr g' p (Non -Records - Census Bureau Required V o Required'-,' is OFR; GC §34090 et seq. Committee of Trees & Views 4a5 _m_ ,W ; +� Rlf;3 ;j Department Preference; GC Planning PL -005 5 years 35�yearsszs �M Mag, Ppr § 34090 AGENDA PACKETS A� 5. i 4,n:Iaoa Committee of Trees & Views "�A.. A --j a Notes taken to facilitate the Planning PL P g- 1ai -zg Mag, writing of the minutes can be Yes: After -006 AGENDAS, MINUTES, -F-was. Yes Mfr, OD, S destroyed after minutes have 10 years RESOLUTIONSmr=a Ppr been adopted; GC §34090 et seq. 4 ns �1N�1 Committee of Trees & Views A i$ gie^d ==A Ta pe Department preference; State Planning PL -007 5 years 5 yga�s' a. (Mag) law only requires for 30 days; AUDIO RECORDINGS `' "`' GC §54953.5(b) Planning PL -008 Construction, Demolition and I 2 years ; a2=years Mag, Ppr GC §34090 Waste hauling PermitsQ -atlYL, e Environmental Determinations: ;ft <:. Usually filed in the project file; Environmental Impact Reports :A ; ~�_ r ff Mag, Final environmental Planning PL -009 (EIRs), Negative Declarations, etc.) P e:_a; ,:� P�a __ Mfr, OD, Yes: After determinations are required to S ;.:a-:r1 Ppr QC & OD be kept a "reasonable period of Inside City boundaries time'; 14 CCR §15095(c); GC §34090 Environmental Determinations: Environmental Impact Reports When No 'When No-- Non -records; EIRs and Planning PL -010 (EIRs), Negative Declarations, etc.) Longer 1a Lion && R Ppr Negative Declarations within the Required i _N �A .I. ; Regwred City Boundaries are with the Outside Cit boundaries', project file % Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 trJ x H Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 tri x H i Ver. 2.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL -3 Office of Retention No. Records Description Retention / Disposition. Comments / Reference Record xR,,c;<n_.= ;a:,q �#`r?: Image: Destroy Active Inactive _p «S=Total,°'= Media 1=Import Paper (OFR) (in office) (Records `-. :Retention=; Vital? Options M=Mfr after Center) `I S=Scan Imaged & If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). General Plan, Elements and'.°g;� P-= d Mag' Yes: After Planning PL -011 Amendments P _ - „ Yes (all) Mfr, OD, S / I GC §34090 QC & OD Ppr P Log of Zoning Cases / Log of �r: =.= = Mag, Yes: After Department Preference; GC Planning PL -012 Planning Entitlements 9 P �,=c:P'<� ,< a Yes Mfr, OD, S / I 1 year 34090 Y § r' r;",r Ppr :_°,u" `;# Mag, Planning PL -013 Master Plans, Specific Plans, P = ° «P .n °' Mfr, OD, S / I Yes: After Department Preference; GC Bikeway Plans, etc. a` c "` = f'= ° Ppr QC & OD §34090 When No ;�,Wfieh No i Longer _ ¢Longer Department Preference; Planning PL -014 NPDES Monitoring and Inspections Required - Apquired;- ; Mag, Ppr Monitoring records required for Stormwater Minimum 3 Minlim— u ' `3 3 years; 40 CFR §§122.21, k- = � � k 122.41; CCP §337 et seq. . years �_ � years" � __ #" l Planning Commission Planning PL -015 5 years ;r"; 5;years_°:`P Mag, Ppr Department Preference; GC AGENDA PACKETS §34090 Planning Commission ` Notes taken to facilitate the . _ o � n rv::t; tt-t Mag, writing of the minutes can be Yes: After Planning PL -016 AGENDAS, MINUTES, P _ P ;> g.` � «__._.,;t,e Yes Mfr, OD, S destroyed after minutes have 10 years RESOLUTIONS Ppr been adopted; GC §34090 et seq. Planning Commission = Tape Department preference; State Planning PL -017 5 years n `5 years=;; (Mag) law only requires for 30 days; AUDIO RECORDINGS "n ` "-`-= = GC §54953.5(b) When No K: 1Nyt%en_No : Department preference; Planning PL -018 Preliminary Review File Longer a:fLon Mag, Ppr Preliminary Documents (no Required `Required - application submitted); GC §34090 Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 tri x H i E 0 0 0 R Ver. 2.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL -4 Office of Retention No. Records Description Record Retention / Disposition Comments / Reference a Image: Destroy Inactive _ Paper (OFR) Active (Records Media 1=Impor after(in t office) Retention.pVital? Options M=MfrCenter) Imaged & i a a - a S=Scan QC'd? IIf the record is not listed here, refer to the Retention for City -Wide Standards lRetentions begin when the act is completed, and imply a full file folder (e p. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). When No ', When No- Longer y ,ff .« �' a -9, Planning PL -019 Special Studies Required - _g Reouire0z-& P r Mag, Ppr Department Preference; GC Minimum 2 Minimums 2' §34090 years ryears C.4i-I�-t!A'-t &N :a i AF '� Mag, Department Preference; City Planning PL -020 Zoning Maps P '. P."=. Yes (all) Mfr, OD, S No Clerk Maintains originals of all as Ppr documents that were presented to Council; GC §34090.7 Mag' Zoning Ordinance Amendments, Planning PL -021 P;;:_a: �`€ P > a Yes Mfr, OD, Yes: After S / I Department Preference Reclassifications / Zone Change a-1 ,� Ppr 1 year (copies); GC §34090.7 Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 i R Ver. 3.0 Office of Retention No. Record (OFR) RECORDS RETENTION SCHEDULE: PUBLIC WORKS Records Description Active Inactive (in office) (Records Center) If the record is not listed here, refer to the Retention for City -Wide Standards Retention / Disposition ".Totalq' Vital? a Retention-' Image: Destroy Media 1=Import Paper after Options M=Mfr Imaged & S=Scan QC'd? Page PW -1 Comments / Reference Retentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ENGINEERING Public Works AB 939 Compliance, Solid Waste ` r=` ;cY;-4 ' Mag, Yes: After Department Preference; GC / Engineering PW -001 Diversion, Tonnage Reports 10 years .; 1-0`yeaWvs a; Via; Mfr, OD, S/I QC & OD §34090 Ppr Public Works PW 002 Aerial Maps / Photographs - Analog P rV — P r" Mfr OD, S/I Yes: After Department Preference; GC / Engineering or Digital & Index to Aerials_. Po; ~w� �.y=i '. -_,e, Ppr QC & OD §34090 s< n� a� 'i,Pc" Mag' Yes, After Department Preference; Public Works PW -003 Benchmarks P,yP Mfr, OD, S/I GC / Engineering Pp r QC & OD §34090 ..xi.,l, Some grant funding agencies „ require audits; Statute of Capital Improvement Projects (CIP): 1 years or Cohipl'etion;+ Limitations for Errors & Administration File After %lb yearns ora, Omissions is 10 years; Funding M, t �nFtypd— g Published Audit Standards=4-7 Public Works PW -004 Project Administration, Certified Upon Agency- 'Agency, ; Yes: Until Mag, Ppr years; Statute of Limitations: / Engineering Payrolls, Construction Manager's Logs, Completion « Audit, if 'A;rAu lite if','�' Completed Contracts & Spec's=4 years, Daily Inspections, Project Schedules, «� . . required, Q required,:= Wrongful Death=comp. + 5 Progress meetings, Real Estate og g whichever is `=wtliCflEvef'is'f years, Developers=comp.+ 10 Appraisals, RFIs & Res onses, etc. longer -L.7,�1o=ngerz z� years; Statewide guidelines ptopme termination'+ 5 years; CCP §337 et. seq., GC §34090 Q K" Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 M E CD W 0 G 0 D 0 v, Ver. 3.0 1 Office of Retention No. Record (OFR) RECORDS RETENTION SCHEDULE: PUBLIC WORKS Records Description Active Inactive (in office) (Records Center) Retention / Disposition 9Tiitaf -� ,Reten_tion: Vital? Image: g Destroy Media 1=Import Paper Options M=Mfr after S=Scan Imaged & Page PW -2 Comments / Reference Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 _-1 Adopted: 10/14/2013 17 Wt. Ur ,If the record is not listed here, refer to the Retention for City -Wide Standards (Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Capital Improvement Projects (CIP): Permanent File Plans, Specifications & Addenda, 5n'`` -e.= Department preference; Agreement /Contract, Successful g k ` fi �":'�� `��" �h."st Mag, Yes: retained for disaster Public Works PW 005 Proposal, Change Orders, EIRs, Upon PPcm� Yes: Until Mfr, OD, S/I Complet. preparedness purposes; / Engineering Negative Declarations, Categorical Completion « ;A - . .a•-"-=, a: Completed Ppr +10 (Statewide guidelines propose Exemptions, Materials Testing Reports, years Permanent for Infrastructure Gradin Permits, Insurance Certificates, 9 plans; GC §34090 Hazardous Materials Plans, Notice of A Completion, Photos, Soils Reports, Studies, Submittals, Surveys, etc. ^° Public Works Capital Improvement Projects (CIP): PW -006 2 years 2 years- Mag, Ppr GC §34090 / Engineering Unsuccessful Proposals - � i -. `8 ' it of Drafts should be destroyed; Drawings, Maps, Plans and Record Ma Some maps are also retained Public Works PW -007 Drawings, Large -Format Drawings, P' 'P" = Yes (all) Mfr, OD, S Yes: After by Planning; Selected maps / Engineering Survey Record Maps, Capital _:� i. a`- QC & OD are retained in Public Works Improvement Project "As-Builts") " " Ppr for administrative purposes; GC §34090, 34090.7 Public Works PW -008 Engineering Studies / Surveys P ;a--_:- -- ., -2 Mag, Mfr, OD, Yes: After Department Preference; GC S/I / Engineering g g r- g,KP Ppr QC & OD §34090 Public Works Geotechnical and Soils Reports; a _s ;;a`mt Mag, Yes: After Department Preference; GC Engineering / En meerin PW -009 Hydrology Reports (Authored by the P .P� :: a Mfr, OD, S QC & OD 34090 § City) � d�� :��: Ppr p Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 _-1 Adopted: 10/14/2013 17 Fz- Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Office of Retention No. Records Description Record (OFR) Retention / Disposition Image: Destroy Inactive °ta�.'FI F - IEE Active TotaiE' (Records (in office) i Vital? Retention,-. Center) Master Plans - Transportation P es._ P= x ti,;,= Yes (all) Mfr, OD, 4, ,,.r="-_tr Image: Destroy Media 1=Import Paper Options M=Mfr after Imaged & S=Scan QC'd? Page PW -3 Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards ;Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. �Li0gation, complaints, claims, public. records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). TRAFFIC & TRANSPORTATION Copies - a Copies :;s When No F- When -Nb "= Yes: Mag, Yes: After Sheriff PW -010 Accident Reports «L -��:.g ,� : Before Mfr, OD, S/I GC §34090.7 Longer , n Longerv, -, QCPayment Ppr Required .Required,n Public Works �` -' ` " -` '.#:..€_°`n. Mag, Department preference; Drafts Yes: After / Traffic & PW -011 Master Plans - Transportation P es._ P= x ti,;,= Yes (all) Mfr, OD, S/I QC should be destroyed; GC Trans. c; 4s t.: f x'. g Ppr §34090 When No V1Fhen:°No Public Works Longer yr :. S Longer` ., Mag, Drafts / source records entered / Traffic & PW-012Required Studies - Transportation (authored - 'EtequiFred =: Mfr, OD, Yes: After into database and not retained S/I Trans. by the'City) Minimum 5 =>r �' Minimum -:5 Ppr QC in the ordinary course of business; GC §34090 years fir, ayearsU ( Public Works Traffic Commissions;°a`r', Department Preference; GC / Traffic & PW -013 5 years 5 years. K;- Mag, Ppr §34090 Trans. AGENDA PACKETS ' f :rC o �eia.-�L ttr� Traffic Commission.:_ 4;•=; i^ Notes taken to facilitate the Public Works c ;__, ..` << Mag, writing of the minutes can be Yes: After / Traffic & PW -014 P= J, 'P; r` Yes Mfr, OD, S destroyed after minutes have Trans. AGENDAS, MINUTES, =eri.- E:° nYps«: Ppr 10 years been adopted; GC §34090 et RESOLUTIONS. t,f. �k". <Fzf seq. Public Works Traffic Commission Tape Department preference; State /Traffic & PW -015 5 years 5''04"TS" ; , .•:�J,_=� (Mag) law only requires for 30 days; Trans. AUDIO RECORDINGS ;ru,d�,_o;,r x_ GC §54953.5(b) Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 W 0 0 0 v, v, N Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS n'$` Page PW -4 Office of / Traffic & PW -016 Traffic Speed Surveys 15 years.3 15ryearrs, Retention No. Record Records Description Retention / Disposition Trans. Comments / Reference a a ; Image: Destroy Inactive ' - :.; Paper (OFR) Active = ;Notal==- Media (Records a «,; Vital? 1=Import after (in office)Retention, . Options Center) :. M=Mfr Imaged & Ma g' s`a`x: S=Scan Required - Required, . - � Mfr, OD, S/I § QC 34090 QC'd? If the record is not listed here, refer to the Retention for Ciy-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by rile folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion) Public Works n'$` Mag, Department preference / Traffic & PW -016 Traffic Speed Surveys 15 years.3 15ryearrs, Mfr, OD, Yes: After (required every 5 years, but S/I Trans. Ppr QC can be extended to 7 or 10 -qr.�,.. eyears); GC §34090 When No aWhgmNo' i Public Works Traffic Studies / Traffic Counts / Longer -- Longer Ma g' Yes: After Department preference; GC / Traffic & PW -017 Traffic Calming Requests Trans. Required - Required, . - � Mfr, OD, S/I § QC 34090 Minimum 5 ,MiniinuM-511 Ppr years ,a -5'M � A'- - a`:;yearsm a- Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 tTj x y I'M Ul W If the record is not listed here, refer to the Retention for City -Wide Standards Page PW -5 Comments / Reference Retentions begin when the act is completed, and imply a full file folder (eiq. last document + 2 years), since destruction is normally performed by file folder. Litioation„ complaints claims, public records act requests, audits and/or investiqations suspend normal retention periods (retention resumes after settlement or completion). PUBLIC WORKS J OPERATIONS Life -of~ u Public Works Operations & Maintenance Manuals Life of Facility PW -018 nab'"-- `ten . Facility qr E Mag, Ppr Department Preference; GC / Operations Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Office of Retention No. Records Description Retention / Disposition When No `:Wh&,No c Record Longer rid, E. 1r- c a o p, a Longer�y: Public Works PW -019 Tree Arborists Reports (City Trees) Required - i";Required `: Mag, Ppr Department preference; GC Destroy Minimum 2 Inactive = - Image: Paper (OFR) Active (Records °rkrTotal 'r,a Media u „fii,,�-n, Vital? 1=Import M=Mfr after (in office) Center) L,Reter9tion,, Options ,r1_, :�I mage u,}te,, — - A�: S=Scan Q C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Page PW -5 Comments / Reference Retentions begin when the act is completed, and imply a full file folder (eiq. last document + 2 years), since destruction is normally performed by file folder. Litioation„ complaints claims, public records act requests, audits and/or investiqations suspend normal retention periods (retention resumes after settlement or completion). PUBLIC WORKS J OPERATIONS Life -of~ u Public Works Operations & Maintenance Manuals Life of Facility PW -018 nab'"-- `ten . Facility qr E Mag, Ppr Department Preference; GC / Operations (O&M Manuals) or Equipment k~��« . °, •: ��E,quipment;,; §34090 et. seq. When No `:Wh&,No c Longer rid, E. 1r- c a o p, a Longer�y: Public Works PW -019 Tree Arborists Reports (City Trees) Required - i";Required `: Mag, Ppr Department preference; GC / Operations Minimum 2 `Minimum �2? §34090 s rd.Yr .,yearsf:- years < Rolling Hills, CA. ©1995-2013 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 10/14/2013 EXHIBIT A THIS PAGE INTENTIONALLY LEFT BLANK Resolution No. 1154 54 3•. 1 1 1