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HomeMy WebLinkAbout6177 RESOLUTION NO. 6177 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, ADOPTING A POLICY FOR RETENTIONIDESTRUCTION OF OBSOLETE RECORDS OF THE CITY WHEREAS, Section 34090 of the California Government Code provides that, with the approval of the City Council and the written consent of the City Attorney, the head of a city department may destroy any record, document, instrument, book or paper under his/her charge without making a copy thereof, after the same is no longer required, provided that certain records are exempt from such destruction; and , WHEREAS, the, City Attorney and Staff of the City of Arcadia have prepared a "Records Retention and Destruction Policy" for consideration and adoption by the City Council; and WHEREAS, the proposed Policy complies with the provisions of Section 34090 of the California Government Code. , NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES' HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: , 'SECTION 1. The City Council hereby approves the City's "Records Retention and'Destruction Policy," attached hereto as Exhibit "A". 1 6177 SECTION 2. The City Manager, or his/her designee, shall have ongoing authority, without furthyr approval by the City Council, and with the consent of the City Attorney for each proposed destruction of records, to authorize destruction of city records, in accordance with the "Records Retention and Destruction Policy." SECTION 3. The City Clerk shall certify to the adoption of this Resolution. Passed, approved and adopted this 20th day of June ,2000. 4~l/U/1 A. t'iw'zl-f'j; May6'r of t14: City of Arcadia if ATTEST: ~A flJ--~ . ,Clerk. , '" , - APPROVED AS TO FORM: , ~ p, iJaJ: City Attorney 2 6177 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS: CITY OF ARCADIA ) I, JUNE D. ALFORD, City Clerk of the City of Arcadia, hereby certifies that the foregoing Resolution No. 6177 was passed and adopted by the City Council of the City of Arcadia, signed by the Mayor and attested to by the City Clerk at a regular meeting of said Council held on the 20th day of June, 2000 and that said Resolution was adopted by the following vote, to wit: AYES: Councilmember Chandler, Chang, Marshall, Segal and Kovacic NOES: None ABSENT: None 3 6177 I. PURPOSE City of Arcadia RECORDS RETENTION AND DESTRUCTION POLICY The purpose of this policy is to provide guidelines to staff regarding the retention or destruction of City of Arcadia records; provide for the identification, maintenance, safeguarding and destruction of records in the normal course of business; ensure prompt and accurate retrieval of records; and ensure compliance with legal and regulatory requirements. II. AUTHORIZATION Staff must receive authorization from the City Manager, or his/her designee, and consent from the City Attorney, before destroying any City of Arcadia records. III. GENERAL GillDELINES A. 1. 2. 3, RVPUBINGS\553119 The following general guidelines apply to all City of Arcadia records. The City shall retain all original documents for a minimum of two (2) years. (Gov. Code 34090,) Except where a longer retention period is required according to this policy or according to state law, after two (2) years, the City . Manager, or his/her designee, may approve the destruction of any original document, with written consent from the City Attorney, without the City retaining a record or copy of these documents. (Gov. Code 34090.) In addition to the retention period required under this policy, the City shall retain original administrative, legal, fiscal and/or historical records with continued value (i,e., records for long-term transactions, pending litigation and/or special projects) until all matters pertaining to such records are completely resolved or the time for appeals has expired. (Gov. Code 14755, subd. (a); Gov, Code 34090.) EXHIBIT A 4. The City shall retain indefinitely the following original records: (a) Records affecting the title to real property or liens thereon; (b) Court records; (c) Records required to be kept by statute; (d) Records less than two (2) years old; and (e) The minutes, ordinances, or resolutions of the City Councilor of a city board or commission. IV. SPECIFIC GUIDELINES A. Accounting Records I. Accounting Records include, but are not limited to, the following: (a) Source Documents $ invOices $ purchase orders $ deposit permits $ warrants $ vouchers $ requisitions $ receipts $ claims $ bank statements $ bank deposits $ checks $ bills $ various accounting authorizations taken from Board minutes, resolutions or contracts (b) Journals $ cash receipts or disbursements book $ note register $ deposit permit register $ accounts receivable or payable register $ check or warrant register $ general journal $ payroll journal RVPUB\NGSI553119 2 RVPUB\NGS\553 I 19 2. ( C) Ledgers $ expenditure $ revenue $ taxes receivable $ accounts payable or receivable ledger $ warrants payable $ construction , $ appropriation $ general ledger (d) Trial Balance (e) Adjusting Entries (t) Statements (Interim or Certified - Individual or All Fund) $ balance sheet $ analysis of changes in available fund balance $ cash receipts and disbursements $ expenditures $ revenues $ changes in bonded indebtedness $ profit and loss $ changes in fixed assets (g) Closing Entries (h) Reversing Entries (i) Other $ schedule of investments $ inventory records $ capital asset records $ lease - purchase records $ depreciation schedule $ cost accounting records $ budgets $ petty cash records The City shall retain permanently all original journals, ledgers and statements. After three (3) years, the original journal, ledgers and statement may be microfilmed or reproduced on optical disk or any other medium which accurately and legibly reproduces the original record in all details and does not permit additions, deletions, or changes to the original document images. (Gov. Code 34090, 34090,5,) 3 The City shall retain all other original accounting records for a minimum of three (3) years. After the three (3) year period, the original accounting records may be microfilmed or reproduced on optical disk or any other medium which accurately and legibly reproduces the original record in all details and does not permit additions, deletions, or changes to the original document images. Thereafter, the accounting records reproduced on microfilm or other medium shall be retained for a minimum of twelve (12) years. After the three (3) year minimum retention period and after the original accounting records are microfilmed or reproduced as described above, the City may destroy the original accounting records, except journals, ledgers and statements, if: (a) There is no continuing need for said record (i.e., long-term transactions, special projects, pending litigation, etc). (b) There exists in a permanent file an audit report(s) covering the inclusive period of the record, 3. The City may destroy rough drafts, notes, working papers (except audit), cards, listings, nonpermanent indices, and papers used for controlling work or transitory files at any time. 4. In addition to any required legal retention period, the City shall not authorize the destruction of any record subject to audit until it has been determined that the audit has been performed. (Gov. Code 14755, subd. (b); Gov. Code 34090.) B. Long-Term Debt Records RVPUBINGS\553119 1. The City Clerk shall retain the original records of proceedings for the authorization of long-term debt, bonds, warrants, loans, etc. after issuance or execution, Original records may be microfilmed or otherwise reproduced, as described in Section A. (Gov. Code 34090,34090,5.) 2. The City Clerk shall retain permanently the original records of the terms and conditions of bonds, including authorization, public hearing records, prospectus, proposals, notices, transcripts, etc. Original records may be microfilmed or otherwise reproduced, as described in Section A. (Gov, Code 34090, 34090.5.) 3, The City Clerk may destroy paid bonds, warrant certificates and interest coupons after two (2) years, upon approval of the City Manager and written consent of the City Attorney. The City Manager may set the conditions for destruction of such items. (Gov, Code 34090, 53921.) 4 Unsold bonds may also be destroyed after two (2) years, after public notice requirements are met, pursuant to Government Code sections 43900, et seq, C. City Council Records I, The City Clerk shall retain original records of the minutes of meetings of the City Council indefinitely, 2, The City Clerk shall retain original ordinances and resolutions adopted by the City indefinitely, D. Statements and Reports Filed Pursuant to the Political Reform Act. 1. The City Clerk shall retain original campaign statements and reports of elected Mayor and City Councilmembers permanently. Such statements and reports may be microfilms or otherwise reproduced as described in Section A after two (2) years, (Gov, Code 81009, subds,(b), (g),) 2. The City Clerk shall retain copies of statements or reports for four (4) years. The officer does not have to keep more than one copy of a statement or report. (Gov. Code 81009, subds. (f), (g).) E. Contracts 1. The City Clerk shall retain original contracts for five (5) years after the end of the contracts. (Code of Civ, Proc, 337,) 2. The City Clerk shall retain original contracts with any person or entity who develops real property or furnishes the design, specifications, surveying, planning, supervision, testing, or observation of construction or improvement to real property for ten (10) years after the completion of the construction or improvement. (Code of Civ. Proc. 337.15.) F, Property Records. The City Clerk shall retain original property records, such as title docwnents, indefmitely, or until the property is transferred or otherwise no longer owned by the City. RVPUB\NGS\553119 5 H. Payroll and Personnel Records. RVPUB\NGS\553119 1. Payroll and personnel records include, but are not limited to, the following: (a) accident reports, injury claims and settlements (b) medical histories (c) injury frequency charts (d) applications, changes and terminations of employees (e) insurance records of employees (f) time cards (g) job descriptions (h) performance or rating documents (i) earning records and summaries U) retirements 2. The City shall retain personnel files for five (5) years after an individual's employment terminates. (Code of Civ. Proc. 337.) 3. The City need not retain health insurance claims maintained separately from the City's medical program and its records, first aid records for one-time treatment and subsequent observation of minor injuries, or medical records of employees who have worked less than a year if the City provides the employee with the records upon termination of employment. (8 Cat. Code Regs. 3204.) 4, The City may destroy fidelity bonds and garnishments five (5) years after they expire. 5, The City shall retain payroll records containing the name, address, date of birth, sex, job classification, hours worked, and regular and overtime wages for each employee for three (3) years (29 C.F.R. Part 516; Cat. Labor Code 1174, 1197.5.) 6, The City shall retain basic time and earning cards or sheets on which are entered daily starting and stopping time of individual employees for three (3) years. (29 C.F.R. Part 516; 8 Cal. Code Regs. 11000-11150; Labor Code 1174.)) 7. The City shall retain employment applications and employment referral records and files for two (2) years after such records or files are created, (Gov. Code 12946.) 6 8. The City shall retain records regarding the race, sex, and national origin of each applicant and for the job for which such applicant applied for two (2) years from the date of the making of the record or the date of the personnel action involved, whichever occurs later. The City may either retain the original documents used to identifY applicants, or keep statistical summaries of the collected information. (2 Cal. Code Regs. 7287.0.) 9. The City shall retain any records pertaining to any payments, loans, promises or agreements by the City to any labor organization or representative of a labor organization for five (5) years. (29 U .S.c. 436.) I. Construction and Engineering Records. 1. The City may destroy original construction records, such as bids, correspondence, and change orders, after seven (7) years unless the records pertain to a project which includes a guarantee or grant in which event they shall be retained for the life of the guarantee or grant plus seven (7) years. The City shall retain as-built plans for any public facility or works as long as the facility exists. 2. The City may destroy unaccepted bids or proposals for public works after two (2) years. (Gov. Code 34090,) J. Exposure/Safety Records and Material Safety Data Sheets (MSDS). RVPUB\NGS\553 I 19 1. The City shall retain employee exposure records and exposure assessment records for at least thirty (30) years, Such records should reveal the identity of the toxic substance or harmful physical agent and where and when such substance or agent was used. (8 Cal. Code Regs. 3204.) 2. The City may destroy background data to work place monitoring after two (2) years provided a summary of relevant data is retained for thirty (30) years. The summary must contain the sampling results, the collection methodology (sampling plan), a description of the analytical and mathematical methods used, and a summary of other background data relevant to interpretation of the results. (8 Cal. Code Regs, 3204( d)( I )(B)( I.).) 3. The City may destroy the material safety data sheet (MSDS) for a hazardous substance after the City stops using the hazardous substance provided it keeps a record of the substance (chemical name if known) and when and where it was used for thirty (30) years. (8 Cal. Code Regs, 3204(d)( 1)(B)(2).) 7 K. Video Monitoring, Telephone and Radio Communications; Other Video and Audio Recordings 1. The City shall retain recordings of routine video monitoring (e.g., mobile in-car video systems, jail observation and monitoring systems, and building security-taping systems) for at least one (1) year. After the one (1) year retention period, the City may destroy the video recording upon approval by the City Manager, or his/her designee, and written consent of the City Attorney. (Gov. Code 34090.6.) 2. Upon authorization of the City Manager, or his/her designee, and written consent of the City's attorney, recordings of telephone and radio communications maintained by the City may be destroyed after one hundred (100) days. (Gov. Code 34090.6.) 3. If the City keeps another record, such as written minutes, of an event that is recorded on video tape (e.g., City Council meetings), the City must keep the video tape recording of the event for at least ninety (90) days after the occurrence of the event. After ninety (90) days, the video tape may destroyed or erased, upon approval by the City Manager, or his/her designee, and written consent of the City Attorney, (Gov. Code 34090.7.) 4. When an audio tape recording of a meeting (e.g., City Council) is made solely to facilitate the preparation of minutes for that meeting, the tape recording may be destroyed or erased after it is no longer required and after the minutes for that meeting have been approved. (Gov. Code 34090, 64 Ops.Atty.Gen.317.) 5. Other audio or video tape recordings which are not related to the conduct of the public's business (e.g., educational or promotional videos) are not considered to be official City records and may be destroyed after they are no longer required, upon approval by the City Manager, or his/her designee, and written consent of the City Attorney. (Gov, Code 6252, subd. (e), 34090.) V, RECORDS RETENTION SCHEDULE The "Records Retention Schedule for Cities" is attached to this policy as Exhibit "A" and is incorporated herein by reference. The Records Retention Schedule is intended to be a guideline and may be updated from time to time, RVPUB\NGS\5531 ]9 8 RVPUB\NGS\5S3119 EXHIBIT "A" RECORDS RETENTION SCHEDULE FOR CITIES A-I RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Rccommendcd Rctcntion Rctcntion Pcriod Pcriod AccidentlIllness Reports Not a public record 8 CCR 3204(d) duration of duration of employment Employee 'Medical Records & Employee GC 6254(c) employment plus plus 30 years Exposure Records 30 years Accidents/Damage to City Risk management administration GC 34090 2 years 10 years Property CCP 337.15 Original Journals, Ledgers, Statements, IRS Reg. 1.6001- Permanent Permanent Accounts Payable Inventories I(a) Invoices, Checks, Reports, Investments, IRC 6001 3 years 15 years Purchase orders IRS Reg. 1.6001- I(e) Accounts Receivable Invoices, Checks, Reports, Investments, IRC 600 I 3 years 15 years Receipt books IRS Reg. 1.6001- I (e) Affidavits of Publication / Legal Notices GC 34090 2 years Permanent Posting Affirmative Action Required by the Office of Federal 29 CFR 1602,14 I year I year Records Contract Compliance Programs Agenda / Agenda Packets City Council, Redevelopment Agency, GC 34090 2 years Permanent Commissions B agendas and packets GC 34090.5 should be filmed immediately, A paper copy should be maintained for one year only. The filmed record shall serve as the permanent record, RVPUB\NGS\565290 Page 1 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommended Retention Retention Period Period Agreements Original contracts and agreements and GC 34090 2 years 5 years after tcrmination back-up materials CCP 337 of agreement/contract Anncxations / Notices, Resolutions, Certificatcs of GC 34090 Permanent Pcrmanent Reorganizations Complction Appraisals For Real Propcrty Owned by City or GC 34090 Permanent Pcrmanent Redevelopment Agency B GC 6254(h) Not a public record Audit Reports Financial Scrvices GC 34090 2 years Permanent for historic value A wards Awards given to or by thc City (special Nonc Rctain sclcctcd awards honors) deemed to be historically significant permancntly Bank Account Statcments, canceled checks, certificates IRC 6001 3 years 15 years Reconciliations of deposit IRS Rcg. 1.6001- I(c) Bids, Accepted Includcs plan and specifications; GC 34090 2 ycars 5 years after tcrmination notices/affidavits. CCP 337 of contract/agrcement Bids, Unacccptcd Unaccepted bid packages only GC 34090 2 years 2 years RVPUB\NGS\565290 Page 2 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIlJIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommended Retention Retention Pcriod Period Bonds Finance - authorization/public hearing GC 34090 Permanent Permanent records/prospectus/ proposals/ certificates/noti ces (transcri pts )/regi sters/ statements. Paid Bonds; warrant certificates; interest GC 34090 2 years (City 2 years coupons GC 53921 Treasurer may set conditions for destruction) Unsold Bonds GC 34090 2 years (must give 2 years GC 43900 et seq, public notice before destruction) Brochures/ Retain selected documents only for GC 34090 2 years Permanent Publications historic value, Budget Annual budget documents GC 34090 2 years Permanent Building Plans Not to be reproduced until authority is GC 34090 2 years Permanent obtained from architect of record. Business License Annual Finance GC 34090 2 years Permanent Reports Business Licenses/Permits City issued GC 34090 While current plus While current plus 4 2 years years Cal-OSHA Personnel-Logs, Supplementary Record, 29 USC 651; LC 5 years 5 years Annual Summary (Federal & State) 6410; 8 CCR 14307 R VPUB\NGS\S65290 Page 3 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attomey Record Dcscription Authority Legal Recommcnded Retcntion Rctcntion Pcriod Period California Income Tax R&TC 19704 6 years 6 years Records Campaign Statements - Original statements of elected candidates GC 81009(b) Permanent (can Permanent Mayor, City Council - and committees supporting elected GC 81 009(g) microfilm after 2 elected (originals) candidates for Mayor, City Council years) Campaign Statements - Original statements of candidates and GC 81009(b) 5 years (can 5 years candidates for Mayor, City supporting committees for candidates not GC 81 009(g) microfilm after 2 Council - not elected elected for Mayor, City Council years) (originals) Campaign Statements for Original statements of all other persons GC 81009(c), (e) 7 years (can 7 years other than Mayor, City and committees; other original reports and GC 81 009(g) microfilm after 2 Council; other campaign statements years) reports (originals) Copies of Campaign Copies of reports/statements (if filing GC 81009(f) 4 years (can 4 years Statements/Reports - officer is not required to keep more than GC 81009(g) microfilm after 2 one copy) years) Certificates of Compliance Building department documents GC 34090 2 years Permanent Citizen Feedback General correspondence. GC 34090 2 years 2 years Claims Against the City Risk Management GC 34090 Until settled 10 years after settled Collective Bargaining 29 CFR 516.5 3 years 3 years Agreements R VPUB\NGS\565290 Pagc 4 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHII3IT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Dcscription Authority Legal Recommended Retention Retention Period Period Community Surveys Review final survey reports for historic GC 34090 2 years *only documents deemed significance significant will be imaged and maintained permanently.* Complaints/Requests Various files, non-code enforcement, not GC 34090 2 years 2 years related to specific cases and not otherwise specifically covered by the retention schedule. Complaints Against Police Complaints by members of the public PC 832.5(b) 5 years 5 years Personnel Comprehensive Annual Finance GC 34090 2 years Permanent Financial Reports (CAFR) Conflict of Interest Originals - Fair Political Practices GC 81009(e), (g) 7 years (can 7 years Statements - Form 700 Commission. microfilm after 2 years) Contracts, City Original contracts and agreements and CCP 337 5 years after Permanent for historic/ back-up materials. termination! evidential value completion Correspondence General administrative; GC 34090 2 years 2 years Various files, not rclatcd to specific cases and not otherwise specifically covered by the retention schedule, Deeds, Real Property File with recorded documents; originals GC 34090 Permanent Permanent may not be destroyed. RVPUB\NGS\565290 Page 5 RECORDS RETENTION SCIIEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Rccommended Retention Retention Period Period Deferred Compensation Finance - pension/retirement funds 29CFR 516.5 3 years 3 years Reports Demographic/ Retain for historical purposes. GC 34090 2 years Permanent Statistical Data DMV Driver Information PersonnelnNot a public record, GC 34090 Until Superseded Until Superseded Reports GC 6254(c) Easements, Real Property File with recorded documents; originals GC 34090 Permanent Permanent rnay not be destroyed. Economic Development Administrative records/Staff GC 34090 2 years Permanent Projects reports/Project files Economic Interest Copies of statements forwarded to Fair GC 81009(f), (g) 4 years (can 4 years Statements - Form 700 Political Practices Commission. microfilm after 2 (copies) years) Economic Interest Originals of statements of designated GC 81009(e), (g) 7 years (can 7 years Statements - Form 700 employees microfilm after 2 (originals) years) Election - Administrative Not ballot cards or absentee voter GC 34090 2 years Permanent Documents lists/applications. Election - Ballots and All ballot cards (voted, spoilcd, canceled) EC 17302, 17306, 6 months 6 months Related Documents arranged by precinct, unused absentee 17505 ballots, ballot receipts, absent votcr identification envelopes, absentee voter applications. May be destroyed subject to any pending contest. RVPUB\NGS\565290 Page 6 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHII3IT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Rccommended Rctcntion Retention Pcriod Period Election - Election Package of2 tally sheets, copy of index, EC 17304 6 months 6 months Official=s Package of challenge lists, assisted voters list. Documents Public record - all voters may inspect after commencement of official canvass of voters Election - Nomination All nomination documents and signatures EC 17100 during term and 4 during term and 4 years Documents in lieu of filing petitions years after after Election Petitions - Not a public record - documents resulting EC 17200, 17400 8 months 8 months InitiativeIRecalllRef. in an election - retention is from election GC 6253.5 certification. Election Petitions - No Not a public record. Not resulting in an EC 17200, 17400 8 months 8 months election election. Retention is from final GC 6253,5 examination. Employee Files Personnel--Not a public record. GC 12946 minimum 2 years 5 years after termination GC 6254(c) CCP 337 Employee Information - PersonnelnCalifornia Employer 2 CCR 7287(a), 2 years 2 years CEIR Information Report 2 CCR 7287(c)(I) (for employers of 100 or more employees) GC 12946 Employee Information - Personnel-- Data regarding race, sex, 2 CCR 7287(b), 2 years 2 years Applicant Identification national origin of applicants (c )(2) Records Employment Applications Personnel n Not a public record, GC 12946 minimum 2 years 2 ycars - Not Hired GC 6254(c) RVPUB\NGS\565290 Page 7 RECOIms RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommended Retention Retention Period Period Employment Eligibility Federal Immigration and Nationality Act 8 USC 1324a (b)(3) 3 years after date of 3 years after date of hire, Verification (I-9 Forms) hire, or 1 year after or I year after date of date of termination, termination, whichever is whichever is later later ERISA Records Employee Retirement Income Security Act of 1974 - plan reports, certified information filed 29 USC 1027 6 years 6 years - records of benefits due 29 USC 1059 Indefinitely Indefinitely Events Planning, Review for historic significance GC 34090 2 years *only documents deemed Community significant will be imaged and maintained permanently* Family and Medical Leave Records of leave taken, City policies 29 CFR 825,500 3 years (federal) 3 years (federal) Act (federal); relating to leave, notices, communications GC 12946 2 years (state) 2 years (state) Family Rights Act relating to taking leave (California) Federal Income Tax IRS Reg. 3 years 15 years Records 301.650(a)-1 Fee Schedules/Studies Considered by the City Council GC 34090 2 years Permanent Fire Protection District Administrative documents. GC 34090 2 years Permanent Administration Flood Plain Maps FEMA - not a City record, for information Until Superseded Until Superseded only, R VPUB\N'GS\565290 Page 8 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommcnded Retention Retention Period Period Forms Administrative - blank Until Superseded Until Superseded Fund Transfers Internal; bank transfers & wires GC 34090 2 years 7 After Audit General Ledgers All annual financial summaries--all GC 34090 2 years Permanent agencies General Plan Image on completion. GC 34090 Permanent Permanent General Plan Amendments Image on completion. GC 34090 Permanent Permanent Gifts/Bequests Finance - to the City (kept with cash GC 34090 2 years 7 After Audit receipts) Grading Permits GC 34090 1 year Permanent Grading Variances GC 34090 Until Completed Permanent Grants Administration Grants to the City. GC 34090 Until Completed 3 years After Audit Historic Preservation e.g.; Historical landmarks, historic GC 34090 2 years Permanent register Historical Records Records deemed historically valuable. GC 34090 2 years Permanent History, City Review for historic significance GC 34090 Until Superseded *only documents deemed Organizational significant will be imagcd and maintained permancntly* Home Occupation Permits Business license related GC 34090 While Current 4 years after expiration Housing Programs Planning! GC 34090 2 years Pernlanent RVPUB\NGS\565290 Page 9 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Rccord Description Authority Legal Rccommended Retention Retention Period Period Redevelopment Agency files. Insurance Personnel related. GC 34090 Until Superseded Permanent Insurance Certificates, City e.g.; liability, performance bonds, GC 34090 Until Superseded Until Superseded plus 2 employee bonds, property years Land Use and GC 34090 Until Superseded Permanent Development Code Law Enforcement Records *Governed by separate Police Records * * * Retention Schedule. Documcnts presented to Council are permanent records to be imaged and maintained as part of Administration records. Legal Notices/Affidavits of GC 34090 2 years Permanent Publication Licenses/Permits City issued e,g, solicitation, special GC 34090 While Current 4 years after expiration events. This category DOES NOT include business licenses/permits Litigation Case files GC 34090 Until settled 8 years after settlement Lot Line Adjustments Land use - case files. GC 34090 Permanent Permanent Maintenance Manuals Equipment service/maintenance GC 34090 Until Superseded Until Superseded Maintenance/Repair Equipment GC 34090 2 years 2 years Records RVPUB\NGS\565290 Page 10 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Rccommended Retention Retention Pcriod Period Materials Board, PlanninglEngineering GC 34090 2 years 2 years Renderings Boards & Photographs Media Relations Review for historic significance, only GC 34090 2 years Permanent documents deemed significant will be imaged and maintained permanently, * Medical Files, Employee Personnelunot a public record 8 CCR 3204 duration of duration of employment GC 6254( c) employment plus plus 30 years 30 years Membership Applications/ Other agencies, organizations, GC 34090 Until Terminated Until Terminated Renewals associations Minutes Council/Redevelopment GC 34090 Permanent Permanent Agency/Commissions. Documents are to be imaged immediately, Paper records are to be maintained permanently by the City Clerk Division. Municipal Code Retain old versions for historic value. GC 34090 Until Superseded Permanent Neighborhood Planning Area and neighborhood Planning case GC 34090 Until Completed Permanent records. Newsletter, City Rctain permanently for historic reference. GC 34090 2 years Permanent Nuisance Abatement Includes citations (not police), nuisancc GC 34090 Until Settled Until Settled plus 2 years abatement, and liens resulting from nuisance abatement. RVPUBINGS\565290 Page II RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommended Retention Retention Period Period Oaths of Office Personnel/Council/ GC 34090 While Current plus Permanent Commission 2 years Offers of Dedication Kept even though some may not occur. GC 34090 Until Completed Permanent Opinions, City Attorney GC 34090 2 years Permanent Ordinances Vital records - originals may never be GC 34090 Permanent Permanent destroyed. Image immediately. . Organizations, Outside General correspondence, This category is GC 34090 2 years 2 years inclusive of all outside organizations, community groups, other governmental agencies, etc. OSHA OSHA Log 200, Supplementary Record, 29 USC 651; LC 5 years 5 years Annual Summary (Federal & State-Cal- 6410; 8 CCR 14307 OSHA) 29 CFR 1904.2 - 1904.6 OSHA (Accident/Illness Personnel - Employee Exposure Records 29 USC 651; LC Duration of Duration of employment Reports) & Employee Medical Records 6410; 8 CCR 14307; employment plus plus 30 years Not a public record 8 CCR. 3204; GC 30 years 6254(c) Paramedic Services Documents other than original contracts, GC 34090 2 years Permanent Parcel Map Waivers Land use - planning case files GC 34090 Until Completed Permanent Parcel Maps Land usc - planning/engineering case filcs GC 34090 Until Completed Permanent Parking Studies Engincering GC 34090 2 ycars Permanent RVPUB\NGS\565290 Page 12 RECORDS RETENTION SCIIEDULE FOR CITY OF ARCADIA EXHIBIT A Deslruction of any City record must have City Manager approval and consent of City Attorney Record Dcscription Authority Lcgal Rccommended Retention Retention Period Period Payroll - Federal/State Annual W-2's, quarterly and year-end IRC 600 I 3 years 15 years Reports reports IRS Reg. 301.6501(a)-1 Payroll Deduction! Finance 29 CFR 516,6(c) While Current 5 years after termination Authorizations Payroll, registers Finance 29 CFR 516.5(a) 3 years Permanent LC I I 74(d) . Payroll records, terminated Finance files 29 CFR 516,5 3 years from date of 7 years after audit employees last entry Payroll, time cards/sheets Employee 8 CCR 11000-11150 3 years 7 years after audit 29 CFR 516,6(a)(I) LC I 174(d) PERS - Employee Benefits Retirement Plan 29 USC 1027 6 years 6 years Personnel Records Records relating to promotion, demotion, 29 CFR 1627.3 3 years 3 years transfer, lay-off, termination Personnel Rules and Including employee handbook GC 34090 Until Superseded Permanent Regulations Planning Commissioners Applications and other documents relating GC 34090 Until Superseded Until Superseded + 2 to commissioners, years R VPUB\NGS\565290 Page 13 RECORDS RETENTION SCIIEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Managcr approval and consent of City Attorney Record Description Authority Legal Recommcnded Retcntion Retention Period , Period Police Records *Govemed by separate Police Records * * * Retention Schedule. Documents presented to Council are permanent records to be imaged and maintained as part of Administration records. Policies, Administrative GC 34090 Until Superseded Until Superseded Policies, Council! Original policies adopted by the City GC 34090 Until Superseded Permanent CRAlCommission Council!CRA/ Commission. Imaged immediately as part of Council packet or minutes, Political Related to legislation. GC 34090 2 years 2 years Support/Opposition, Requests & Responses Polygraph tests Records relating to the administration of a 29 CFR 801.30 3 years after test 3 years after test polygraph examination Press Releases City related. GC 34090 2 years 2 years Procedure Manuals Administrative, GC 34090 Until Superseded Until Superseded Proclamations City issued proclamations GC 34090 2 years 2 years Property Acquisition! City and CRA owned. GC 34090 2 years Permanent Disposition RVPUB\NGS\565290 Page 14 RECORI>S RETENTION SCIIEI>ULE FOR CITY OF ARCAI>IA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Anomey Record Description Authority Legal Recommended Retention Retention Period Period Public Relations Review for historic significance, GC 34090 2 years *only documents deemed significant will be imaged and maintained permanently* Recordings - audiotaped CounciVCommission/ GC 34090 Until no longer Until minutes are (for preparation of meeting Redevelopment Agency meetings 640ps.Atty.Gen required for approved minutes) 317 preparation of minutes Recordings - routine video Routine daily taping/recording of GC 34090, 34090,6 Videos - I year; Videos - I year; monitoring, telephone, and telephone communications & radio Phone & Radio Phone & Radio radio communications communications; routine video communications - communications - 100 monitoring including in-car video 100 days days (destruction must systems, jail observation/monitoring (destruction must have approval of City systems, building security systems have approval of Council & written City Council & consent of City Attorney) written consent of City Attorney) Recordings, videotaped Council/Commission/Redevelopment GC 34090, 34090.7 90 days after event 90 days after event Agency meetings recorded and recorded and minutes minutes approved approved Recordings, videotaped PromotionallEducational videos broadcast GC 34090 Until no longer Until no longer required on local cable access channel, not required generally considered as official records of City business Recruitments and Selection Records relating to hiring, promotion, 29 CFR 1627,3 3 years 3 ycars selection for training R VI'UB\NGS\565290 Page 15 RECORDS RETENTION SCIIEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Dcscription Authority Legal Rccommended Retention Retention Period Period Refuse Collection General administrative records GC 34090 2 years 2 years Registration Forms Human Services Recreation Programs GC 34090 2 years 2 years Release Forms/Waivers Human Services Recreation Programs GC 34090 2 years 2 years Reports - Agenda reports, Council/Redevelopment GC 34090 2 years Permanent staff reports Agency/Commission. All staff reports and GC 34090,5 correspondence presented as part of a meeting are pcrmanent records. Paper copies of CounciVCRA packcts will be maintaincd for I year as complctc packcts. Originals are imaged immediately for pcrmanent rctention. (Paper records will be maintained I year in thc City Clerk Division as part of a complete copy ofthc agenda packet materials). The filmed record shall serve as thc permanent record. Resolutions Vital records - originals may ncver be GC 34090 Permanent Pcrmanent destroyed. Image immediatcly, Returned Chccks Financc-NSF (not City checks) GC 34090 2 years after audit 2 ycars aftcr audit Salary Surveys GC 34090 2 years 2 years Sewer Construction! Administrative records. GC 34090 2 ycars Permanent Improvcment! Maintenance Sister Citics Retain permancntly for historic refercnce. GC 34090 2 ycars Pcrmanent R VPVB\NGS\565290 Page 16 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXH1I31T A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommended Retention Retention Period Period Social Events/Celebrations Review for historic significance, only GC 34090 2 years Permanent* documents deemed significant will be imaged and maintained permanently. * Speed Surveys Engineering GC 34090 Until Superseded Until Superseded plus 6 plus 2 years years State Controller Annual reports. GC 34090 2 years 7 years after audit Stop Payments Finance - bank statements GC 34090 2 years 7 years after audit Storm Drain Construction! Administrative records. GC 34090 2 years Permanent Improvement! Maintenance Strect Construction! Administrative records GC 34090 2 years Permanent Improvements Studies, Various City Various file number locations, GC 34090 2 years Permanent Subdivision!Tract Files PlanninglEngineering GC 34090 Until Completed Permanent Surplus Property Administration relating to auctions. GC 34090 2 years 2 years Tax Administration Includes Tax & Revenues Anticipation GC 34090 While Current 7 years After Audit Notes, Utility User=s Tax and related documents, Telephone Reports Finance - monthly sumrnary and detail GC 34090 2 years 2 years reports, Treasurer=s Report GC 34090 2 years Permanent RVPUB\NGS\565290 Page 17 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommended Retention Retention Period Period Unemployment Insurance IRC 3301-3311 4 years 4 years Records Vacations Street; offers to dedicate; drainage; access GC 34090 2 years Permanent rights, etc. Wage and Hour Records- For covered employees and other records 41 USC 35-45 3 years 3 years federal requirements for employees under 19 years old Wage Rates / Job Employee records LC 1197,5(d) 2 years 2 years Classifications LC I I 74(d) Warrant Registers Finance - list of demands (retain as part of GC 34090 Permanent Permanent agenda packet information) Waste Management Solid Waste - Administrative GC 34090 2 years Permanent Water System records Sampling data, analyses, reports, surveys, 22 CCR 64692 12 years I 2 years letters, evaluations, schedules, Department determinations Wires Finance - fund transfers GC 34090 2 years 7 After Audit Work Orders Community Services GC 34090 2 years 2 years Workers Compensation Work-injury claims (including denied 8 CCR 10102 5 years 5 years Files claims) RVPUB\N'GS\565290 Page 18 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Legal Authoritv Abbreviations CCP CCR CFR EC GC IRC Code of Civil Procedure (California) California Code of Regulations Code of Federal Regulations Elections Code (California) Government Code (California) Internal Revenue Code IRS LC PC R&TC USC RVPUB\NGS\565290 Internal Revenue Service Labor Code (California) Penal Code (California) Revenue & Taxation Code (California) United States Code Page 19