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".
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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
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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
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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,
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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
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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,)
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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
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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.)
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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.
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H. Payroll and Personnel Records.
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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.)
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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).
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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).)
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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,
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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,
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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
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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
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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
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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.
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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.
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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)
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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,
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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
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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
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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.
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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
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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
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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
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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
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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
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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
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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)
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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