HomeMy WebLinkAbout17-32 - Records Retention Schedule - Authorizing Destruction of Certain City RecordsRESOLUTION NO. 17-32
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA MESA,
CALIFORNIA, ADOPTING A RECORDS RETENTION SCHEDULE AND
AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS
THE CITY COUNCIL OF THE CITY OF COSTA MESA HEREBY RESOLVES
AS FOLLOWS:
WHEREAS, the City of Costa Mesa has a records destruction program that was
approved through the adoption of Ordinance No. 75-60 on December 15, 1975, codified
as Section 2-10 of the Costa Mesa Municipal Code, for the destruction of specific public
records as provided by California Government Code Sections 34090, 34090.5, 34090.7,
53921, and other applicable law; and
WHEREAS, Resolution No. 09-63 adopted a records retention schedule for the
City Clerk's office; and
WHEREAS, the records retention schedule establishes orderly procedures for
retaining City records in active files and inactive files, and for disposing of records when
they are no longer needed for administrative, fiscal, historical, or legal purposes in
compliance with Section 34090 et seq. of the Government Code and other relevant
state and federal regulations; and
WHEREAS, the retention periods stated in the Citywide Records Retention
Schedule attached hereto will promote the efficient and cost effective conduct of the
City's business by reducing the number of records that the City retains, eliminating the
unnecessary retention of duplicate or obsolete records, and facilitating the efficient
retrieval of records through the City's document management system.
Resolution No. 17-32 Page 1 of 3
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Costa
Mesa hereby determines as follows:
Section 1. The Records Retention Schedule attached hereto as Exhibit A is
hereby approved, and the disposition of the types of records listed in Exhibit A is hereby
authorized in accordance with Section 34090 et seq. of the Government Code.
Section 2. In order to comply with changes to applicable law, any subsequent
amendments affecting the retention periods will be authorized when approved by the
City Clerk, the Department Head, and the City Attorney.
Section 3. The City Clerk shall certify to the passage and adoption of this
resolution and it shall thereupon be in full force and effect.
PASSED AND ADOPTED this 18th day of April, 2017.
FAT
2r:S*§
�
Brenda Greeff , City Clerk
APPROVED AS' T9 FORM:
Thomas P. Duarte, City Attorne
Resolution No. 17-32 Page 2 of 3
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
I, BRENDA GREEN, City Clerk of the City of Costa Mesa, DO HEREBY
CERTIFY that the above and foregoing is the original of Resolution No. 17-32, and was
duly passed and adopted by the City Council of the City of Costa Mesa at a regular
meeting held on the 18th day of April, 2017, by the following roll call vote, to wit:
AYES: COUNCIL MEMBERS: Mansoor, Righeimer, Stephens, Genis, and Foley
NOES: COUNCIL MEMBERS: None
ABSENT: COUNCIL MEMBERS: None
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the
City of Costa Mesa this 19th day of April, 2017.
6( 4�
Brenda Green, tity Clerk
Resolution No. 17-32 Page 3 of 3
Costa Mesa
RECORDS RETENTION SCHEDULE
EXHIBIT A
Page 1
City Clerk 2017
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
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I
I lllmilll 71
CITY CLERK
CC1
Affidavits:
CC
N
N
O
Y
GC34090
2Y
2Y
- Posted notices/agendas
GC54960.1(c)
CC2
Affidavits: Legal Publications:
CC
N
N
O
Y
GC34090
4Y
4Y
Public hearings;
- public hearings, ordinance
CCP343
Ordinance readings
readings and adoptions,
CCP349
Notice Inviting Bids
notice inviting bids, etc.
CC3
Annexations
CC
N
Y
O
Y
GC34090(a)
P
P
Recorded documents
CC4
Annual Departmental Reports
CC
N
N
D
Y
GC34090
2Y
P
Retain for historical value.
- Prior year accomplishments
- Goals
CC5
Assessment Districts
CC
N
Y
O
N
GC53753(e)(2)
2Y
4Y
Proceedings
(Business Improvement Area):
- Petitions and ballots
relating to the formation,
annexation or expansion
of special districts,
including maintenance,
property- based
improvement and
community based facility
districts.
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 2
City Clerk 2017
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Z-
CC6
Audio & Visual Recordings of
CMTV
N
N
O
N
GC34090.7
P
P
Meetings
- City Council, Housing Authority,
Successor Agency,
Redevelopment Agency,
Oversight Board, Regular,
Special, Joint meetings and
Study Sessions
- All Board and Commission
Regular and Special Meetings
and Study Sessions
CC7
Authorities Dissolved:
CC
N
Y
O
N
GC34090
P
P
Articles of Incorporation/
- Redevelopment Agency
dissolution, minutes,
resolutions, annexations,
financial reports, other official
documents.
CC8
Bids:
CC
N
Y
O
Y
CCP337.2, 343;
P
P
- Successful
B&P7042.5
- Unsuccessful/Rejected
CC
N
N
O
N
GC34090
2Y
2Y
CC9
Budget - Annual
CC
N
Y
D
Y
GC34090
2Y
P
CC10
Certificates of Insurance
CC
N
Y
O
Y
GC34090
T + 2Y
S*
CC11
City Attorney Documents:
CC
Y
Y
O
N
GC34090
A + 2Y
A + 2Y
- opinions
GC6254
- memos and correspondence
- closed session documents
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 3
City Clerk 2017
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
•
Orig..Series
.Legal
T
on
Title
MAM
RecordVital
dential
L
Dup.
Scanned
Citation
Retention
Retention
I
CC12
City Council and Council
CC
N
*Y
O
N
GC34090
2Y
2Y
*Vital only during preparation of
Committee Meeting Ancillary
meeting.
Records:
- Supporting Records for meetings
(presentations, notices,
affidavits, request to speak
cards, and working files)
CC13
City Council and Council
CC
N
*Y
O
N
GC34090(e)
P
P
Committee Meeting Primary
Records:
- Minutes, Ordinances,
Resolutions, and any other
records documenting the
meetings of the City Council
and Council Committee meetings
excludes drafts)
CC14
City Seal
CC
N
Y
Y
N
GC34090
P
P
Historical
(and all Modifications)
CC15
City History Files:
CC
N
N
O
N
GC34090
P
P
Historical
- Log of elected / appointed
officials
- Newspaper clippings,
- Photographs
- Scrapbooks
- Memorabilia
- Sister City
CC16
Claim for Damages
CC
N
Y
O
Y
GC34090;
CL + 5
CL + 5
GC25105.5
CC17
Commissions/Committees
CC
N
Y
O
N
GC34090
2Y
2Y
Applications (not appointed)
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 4
City Clerk 2017
SERIES
•
Orig...Legal
T
Series Title
RecordVital
d
1h #
.Retention
Applications (Appointed)
GC34090
T + 5Y
T + 5Y
- Applcations
GC40801
- General Correspondence
-Handbook
- Local Appointment list
CC
N
Y
O
Y
GC34090
S
S
CC18
Contracts and Agreements
CC
N
Y
O
Y
CCP337.2, 343;
T + 5Y
T + 5Y
Excluding Capital Improvement
B&P7042.5
Including Capital Improvement
CC
N
Y
O
Y
2.08.110*
P
P
- Agreements
GC34090
- Successful bids
24CFR570.502(b)
- Other supporting documents
OMB Cir.A-102
- Recorded Notice of Completion
OMB Cir.A-110
- Insurance Certificates
OMB Cir.A-133
- Franchises
CC
N
Y
O
Y
GC34090
P
P
- Standard Improvement
CC
N
Y
O
Y
GC34090(a)
P
P
- Full Release of Lien
- Hold Harmless
CC19
Correspondence
CC
N
N
O
N
GC34090
2Y
2Y
- General
-Interoffice
CC20
Deeds
CC
N
Y
O
Y
GC34090(a)
P
P
(Easement, Grant, Quitclaim)
CC21
Fee Schedule
CC
N
Y
O
Y
GC34090
2Y
P
Scanned as part of adopted City
Council Resolution
CC22
General Subject Files
CC
N
N
O
N
GC34090
2Y
2Y
(Non -agenda items)
CC23
Indexes
CC
N
Y
O
Y
GC34090
P
P
- Ordinances
- Resolutions
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 5
City Clerk 2017
SERIES
•
Orig...Legal
T
Series Title
RecordVital
d
.Retention
CC24
Memorandum of Understanding
CC
N
Y
D
Y
GC34090
3Y
*P
Original with HR
(Employee Bargaining Units)
29CFR16.5
*Historical
CC25
Minutes:
CC
N
Y
O
Y
GC34090(e)
P
P
- City Council, Housing Authority,
Successor Agency,
Redevelopment Agency,
Oversight Board, Regular,
Special and Joint meetings and
Study Sessions
- All Board and Commission
Regular and Special Meetings
and Study Sessions
CC26
Municipal Code Book
CC
N
Y
O
*N
GC34090(e)
P
P
Updated semi-annually.
*Available online
CC27
Oaths of Office
CC
N
Y
O
N
GC34090
T + 6Y
T + 6Y
29USC1113
CC28
Ordinances:
CC
N
Y
O
Y
GC34090(e)
P
P
- City Council
CC29
Public Records Requests
CC
*N
N
O
N
GC34090
2Y
2Y
*Some information may be
confidential (not public)
CC30
Resolutions:
CC
N
Y
O
Y
GC34090(e)
P
P
- City Council, Housing Authority,
Successor Agency,
Redevelopment Agency,
Oversight Board for Regular,
Special, and Joint meetings
- All Board and Commission
Regular and Special Meetings
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
CC31 Records Management:
(Disposition Certification)
CC32 Subpoenas / Summons
- City is not a party
- City is a party
ELECTIONS
Costa Mesa
RECORDS RETENTION SCHEDULE
CC
N
Y
O
N
GC34090
P
P
CC
N
Y
O
N
GC34090
2Y
2Y
CC
N
Y
O
N
GC34090
A+ 2Y
A+ 2Y
Page 6
City Clerk 2017
CC33
Election Files
CC
N
Y
O
N
EC17100(a)(b)
T + 4Y
T + 4Y
Review prior to destruction
Successful Candidates
GC81009
and retain records of historical
- Campaign Statements
GC84615
significance, i.e.. sample ballot,
- Nomination papers
FPPC Reg. 18944 &
newspaper clippings.
- Candidate Statements
18944.1
- Correspondence
Unsuccessful Candidates
CC
N
Y
O
Y
GC81009
5Y
5Y
GC84615
FPPC Reg. 18944 &
18944.1
Ballot Measure Committees, general
CC
N
Y
O
Y
GC81009
7Y
7Y
purpose (PAC), Independent
GC84615
Expenditure, and Major Donor
FPPC Reg.
Committees
18944
18944.1
Copies when originals are not filed
CC
N
Y
C
Y
GC81009
4Y
4Y
with filing officers
GC84615
FPPC Reg.
18944
18944.1
Sample Ballots
CC
N
Y
O
N
EC17100
T + 4Y
P
Retain one copy for historical
purposes.
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
PetitionsI CC I Y I Y I O I N I EC17200(a)(b)
(Initiative, Referendum, and Recall) EC17400(a)(b)
FAIR POLITICAL PRACTICES COMMISSION (FPPC)
Page 7
City Clerk 2017
8 mos* 8 mos* "After certification of election results
or 8 mos. after Clerk's final exam of
petition if no election is held. Do not
destroy if pending or on-going
investigation of election irregularities
or Political Reform Act violation. Not
open to inspection except by
Officers/Proponents as noted in
GC6253.5
CC34
Filing Logs
CC
N
Y
O
N
GC34090
P
P
CC35
Form 410:
CC
N
Y
D*
Y
GC81009(b)(f)
T + 4Y
T + 4Y
*Originals filed with Secretary of State
Statements of Organization
-Public Copies- 4Y
Successful Candidates
- Council Members and their
supporting committees
CC36
Unsuccessful Candidates and their
CC
N
Y
O
Y
GC81009(b)(f)
4Y
4Y
*Originals filed with Secretary of State
supporting committees
-Public Copies- 4Y
CC37
Form 460:
CC
N
Y
O
Y
GC81009(b)(c)
7Y
T +7Y
Campaign Disclosure Statements
and all other campaign statements
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 8
City Clerk 2017
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
•
Orig..Series
.Legal
EL
Title
RecordVital
dential
Dup.
Scanned
T Citation
Retention
Retention
CC38
Form 700:
CC
N
Y
*D
Y
GC81009(f)
7Y
7Y
*Original filings forwarded to FPPC,
Statement of Economic Interests
(Duplicates retained by City)
including appendices
-Public Copies -4Y
- Candidates / Council members
- City Manager
- City Attorney
- Planning Commissioners
- Designated Employees
CC
N
Y
O
Y
GC81009(e)
7Y
7Y
Public Copies -4Y
- Consultants
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mess.
RECORDS RETENTION SCHEDULE
Page 9
Fire - 2017
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
FIRE DEPARTMENT
F1
Books:
Fire
N
Y
O
N
GC34090.7
P
P
- Uniform Fire Code
GC34090(d)
CCP 340.5
Flerating Mannuals
GC34090
S + 5Y
S + 5Y
F2
General Orders, Policies/
Fire
N
Y
O
Y
GC34090(d)
S + 5Y
S + 5Y
SOP's
Procedures
F3
Incident Reports:
Fire
Y
Y
O
N
GC34090(d)
CL + 7Y
CL + 7Y
- Parametic
CCP338
- Communication/PD
CCP340.5
Reports
F4
ISO Insurance Ratings:
Fire
N
Y
O
N
GC34090 (c)(d)
S
S
Statistical Information on risk and
- Insurance Rating
provides a rating that insurance
Reports
companies use to calculate rates.
- Backup Documentation
Information is gathered on a community's
- Certification
fire -suppression system, including fire
alarms, engine companies and water
supply
F5
Journals (Fire Stations)
Fire
N
Y
O
N
GC34090(d)
CY + 5Y
CY + 5Y
Activities, personnel, engine company
F6
Plan Check:
Fire
N
Y
O
Y
GC34090(c)(d)
L
L
Destroy after building no longer exists
- Blue Prints
CFC 104.6
- Flame Retardancy
CBC 1.8.4.3.1
Certificates
F7
Publically Funded
Fire
N
Y
O
Y
CG34090
L
L
Destroy after building no longer exists.
Schools:
CFC104.6
- Site Plans
CBC1.8.4.3.1
- Water Supply Tests
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mess.
RECORDS RETENTION SCHEDULE
FIRE PREVENTION
Page 10
Fire - 2017
F8
Complaints
Fire
*N
Y
O
N
GC34090
CL + 5Y
CL + 5Y
*Complainant information is confidential
F9
Fire Permits
Fire
N
Y
O
N
GC34090
A + 5Y
A + 5Y
Fire Inspections
Fire
N
Y
O
N
CFC 104.6.1-4
CL + 5Y
CL + 5Y
F10
- Administration
et. seq
F11
Patient Care Records
Fire
Y
Y
O
N
29 CFR
P
P
*Orange County Environmental
- Patient Information
1910.1020
Healthcare Agency (Lead)
- Records
GC34090(d)
- EKG Form
HIPAA
- Signature Form
- Face -Sheets, et. al.
HAZARDOUS MATERIALS
F12
Hazardous Materials
- Disclosure Program
- Business Plans
Fire
N
Y
O
N
CL/S + 5Y
CL/S + 5Y
F13
Training Materials:
Fire
N
Y
O
N
Cal Code: Reg.
S + 5Y
S + 5Y
- Standards
3204(d),
- Administration
et. seq
F14
Underground Storage
Fire*
Y
Y
O
N
GC34090(a)
P
P
*Orange County Environmental
Tanks Documents:
Healthcare Agency (Lead)
- Compliance
- Maintenance
- Operation
- Storage Location
- Installation
- Removal
- Remediation
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
11
Parks Community Services - 2017
SERIES+
—MM
110i "ital
..
ON. # _'d Series Title
D upp.-
Retention Retention
PARKS & COMMUNITY
SERVICES
P/CS-1
Adult Sports:
P/CS
Y
Y
O
N
GC34090(d)
2Y
2Y
(Basketball, Softball, Open Gym, Drop-in
Swim and Open Swim)
Registration Forms
Waivers
Rosters
Schedules
P/CS-2
Agreements / Contracts (Private)
P/CS
N
Y
O
Y
GC34090(d)
A +4Y
A+ 4Y
CCP337
CCP337.2
CCP343
P/CS-3
Agreements / Contracts (Public)
P/CS
N
Y
D
Y
GC34090.7
A +2Y
A+ 2Y
P/CS-4
Audio tapes & DVR
P/CS
N
N
O
N
GC34090.7
90 Days
90 Days
P/CS-5
Commissions:
P/CS
N
Y
O
Y
GC34090(d)
P
*PR
*Permanent: Reference (since
(Cultural Arts Committee, Historical
only action minutes are now
Preservation Committee, Parks and
produced)
Community Services Commission, Senior
Commission
Agenda Packets
Minutes
By-laws
P/CS-6
Correspondence:
P/CS
N
N
O
N
GC34090(d)
2Y
2Y
Final Only -Drafts are non -
General
records.
Interoffice
P/CS-7
Drone/Model Airplane Flying Permits
P/CS
Y
N
O
N
GC34090(d)
A+ 2Y
A+ 2Y
P/CS-8
Facility Rental:
P/CS
Y
N
O
N
GC34090(d)
2Y
2Y
Retain 2Y for auditing
Applications
purposes.
Waivers
Permits
Certificates of Insurance
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Ii VA
Parks Community Services - 2017
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
P/CS-9
General Subject Files:
P/CS
N
N
O
N
GC34090(d)
2Y
2Y
May need to review before
- Non -agenda items
purging.
P/CS-10
Instructors Payments:
P/CS
Y
Y
O
N
GC34090(d)
2Y
2Y
Rosters
Back-up information
P/CS-11
Park Reservations:
P/CS
N
Y
O
N
GC34090(d)
2Y
2Y
Permits
Certificates of Insurance
P/CS-12
Program Adminstration Records
P/CS
N*Y
Y
O
N
GC34090(d)
A + 2Y
A + 2Y
*Participant personal information
is confidential
P/CS-13
Recreation Classes & Trips:
P/CS
N
N
O
N
GC34090(d)
2Y
2Y
Finance Office of Record for
Receipts (duplicates)
duplicate records.
Daily Reports (duplicates)
Trips
Programs
Waivers
P/CS-14
Sports Fields:
P/CS
Y
Y
N
GC34090(d)
2Y
2Y
Banner Request Forms
Endorsement Letters
Field Use Applications, Agreement
P/CS
Y
Y
O
N
GC34090(d)
2Y
7Y
*Retain through lifecycle of
Forms, Permits, Use Schedules
participant
Residency Verification Documents
P/CS-15
Surveys:
P/CS
*Y
N
O
N
GC34090(d)
10Y
10Y
*Surveys are confidential, results
Athletic Use
are not.
Community Centers
Reservation
Statistics
P/CS-16
Youth and Teen Programs:
P/CS
Y
Y
O
N
GC34090(d)
2Y
2Y
(L.E.A.P., ROCKS, Camp Costa Mesa
Day Camp, Summer Teen Camp,
Summer Early Childhood Programs)
Application and Agreement Forms
Sign -in Sheets
Waivers
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
13
Parks Community Services - 2017
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
P/CS
..
P/CS-17
Vehicle Maintenance Logs
N
N
O
N
GC34090(d) 2Y 2Y
8CCR3203(b)(1)
P/CS-18
Youth Sports Teams:
P/CS
N
Y
O
N
GC34090(d) 2Y 2Y
- Rosters
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 14
Building and Safety - 2017
SERIES • OF
rig
..Legal
Series Title Vital
# Record dential Dup.
Scanned
Retention Retention
BUILDING
& SAFETY
131
Abatement / Violations and
Bldg
N
N
O
Y
GC §34090
2Y
2Y
Substandard Buildings
B2
Address Change
Bldg
N
Y
O
Y
GC §34090(a)
P
P
B3
Building / Construction Plans for
Bldg
N
Y
O
Y
GC §34090
L
L
Destroy after building no longer
Commercial
H&S §19850
exists
- Calculations
H&S §19853
B4
Building / Construction Plans for
Bldg
N
Y
O
Y
GC §34090
A + 5Y
A + 5Y
Residential
H&S §19850
- Drawings & Calculations
H&S §19853
- Non- H&S §19850
B5
Certificate of Occupancy
Bldg
N
N
O
Y
GC §34090(a)
L
L
Destroy after building no longer
exists
B6
Fire Sprinkler Plans
Bldg
N
Y
O
_
GC §34090
S/L
S/L
Superceded or Life of building
UFC §103.3.4
B7
Inspection Records
Bldg
N
N
O
Y
GC §34090
2Y
B8
Permits
Bldg
N
Y
O
Y
GC §34090(a)
P
P
- Building
H&S §19850
- Plumbing
GC §4003
- Electrical
GC §4004
- Mechanical
B9
Reports & Specifications
Bldg
N
N
O
Y
GC §34090(a)
L
L
Destroy after building no longer
exists
B10
Warrants / P.O./ Invoices
Bldg
N
N
D
Y
GC §34090.7
2Y
2Y
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mess.
RECORDS RETENTION SCHEDULE
Page 15
Code Enforcement - 2017
Series Title Office of Confi- Vital
Recordl
M=&
LegalSERIES .. Total Comments
Retention
CODE ENFORCEMENT
CE1
Administrative Citations
CE
N
N
D
N
GC34090 (d)
CL + 2Y
CL + 2Y
Retain longer if property has
a history of issues.
CE2
Closed Case Files - Resolved
CE
N
N
O
Y
GC34090
CL + 2Y
CL + 2Y
Retain longer if property has
a history of issues.
CE3
Correspondence - "Chron" file
CE
Y
Y
O
Y
GC34090
2Y
2Y
- General
- Interoffice
CE4
Criminal Complaint Case Files
CE
N
Y
O
Y
GC34090
CL + 2Y
CL + 2Y
CE5
Entertainment Permits
CE
N
Y
D
N
GC34090
ACL + 2Y
*CL + 2Y
*Close of business or
revocation
CE6
Open Case Files
CE
N
Y
O
Y
GC34090
CL + 2Y
CL + 2Y
CE7
Yard Sale Permits
CE
Y
Y
O
N
GC34090
2Y
A+2Y
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 16
Housing and Community Development 2017
LegalSERIES Series Title Office of Confi- Legal
Scanned -'ff—
Recordl ..Citation Retention Retention
HOUSING & COMMUNITY DEVELOPMENT
HCD1
CDBG Agreements
CC
N
Y
D
Y
24CFR85.42
5Y
5Y
5 years from end of contract terms.
- Sub -recipient agreements*
24CFR570.490
- City/Government agreements
24CFR570.502
- Inter -department agreements
OMB Cir. A-102
OMB Cir. A-110
OMB Cir. A-133
HCD2
CDBG Files
HCD
N
Y
D
N
GC34090.7
5Y+ 1
5Y+ 1
- Program expenses
- Request for Proposal
HCD
N
N
O
Y
24CFR85.42
5Y+ 1
5Y+ 1
- Projects / Programs
24CFR570.490
24CFR570.502
OMB Cir. A-110
OMB Cir. A-133
HCD3
CDBG Plans / Reports
HCD
N
Y
D
Y
24CFR85.42
5Y+ 1
5Y+ 1
CAPER -keep final report permanently for
- CAPER -Consolidated Annual
24CFR570.302
historical purposes.
Performance & Evaluation
24CFR570.490
Report*
24CFR570.502
- Environmental Review Record
24CFR570.503
- Sub -recipient quarterly report
24CFR570.506
- Semiannual Labor Standards
OMB Cir. A-110
Enforcement Report
OMB Cir. A-133
- Consolidated Plan and Action
OMB Cir. 2501-0019
Plan
HCD4
CDBG - 3R Committee
HCD
N
Y
O
Y
GC34090
2Y
2Y
-Agendas
- General Subject Files
- Minutes
HCD
N
Y
O
Y
GC34090
A + 5Y
A + 5Y
* Permanent until committee is disolved,
then retain 5 additional years.
HCD5
CDBG - H & PSG Ad Hoc
HCD
N
N
O
N
GC34090
A + 5Y
A + 5Y
Retain minutes permanently until
Committee
committee is disolved then retain 5 more
- Agenda packets
years
- General Subject files
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 17
Housing and Community Development 2017
SERIES
Series Title
..
.
..Legal
.Retention
2Y
2Y
HCD6
Correspondence
HCD
N
N
O
N
GC34090
- General
-Interoffice
HCD7
General Subject files
HCD
N
N
O
N
GC34090
2Y
*2Y
*Longer if background for loans or
property management as affordability
period.
HCD8
Housing Rehabilitation Programs
HCD
Y
Y
O
Y
24CFR85
T +5Y
*P
Permanent for litigation purposes.
(HOME, CDBG, Redevelopment,
OMB Cir. A-87
Neighborhood Stablization, Rental
Rehabilitation, & CALHOME)
- Client Loan Documents
HCD9
- Grants
HCD
N
Y
O
Y
24CFR85
*7Y
*7Y
*2Y monitoring period; then audit at 7Y
OMB Cir. A-87
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 18
Planning 2017
SERIES Office of Confi- Vital Orig. Legal Legal Total I= Comments
Series Title Scanned
# Record clential Dup. Citation Retention Retentionj
PLANNING
PL1
Annexations Prep. Files
Planning
N
N
O
Y
GC34090(a)
P
P
PL2
Audio Tapes:
Planning
N
N
O
N
GC34090.7
90 Days
P
- Planning Commission
Meetings
PL3
Bids - Successful
Planning
N
(refer to: Planning Active files)
PL4
Bids - Unsuccessful / Rejected
Planning
N
N
O
N
GC34090
5Y
5Y
GC26202.1
PL5
Correspondence - "Chron Files:"
Planning
N
N
O
N
GC34090
2Y
2Y
Reneral
Inter -office
PL6
Eminent Domain:
Planning
P
P
Relocation assistance
Title reports
Settlement statements
PL7
Environmental Records:
Planning
N
N
O
Y
GC34090(a)
P
P
CEQA (California
Environmental Impact Reports
CCR15095
Environmental Quality Act) Guidelines.
Initial Studies'
'Records used to create
Negative Declaration
other permanent records retain 2Y
Notice of Exemptions
PL8
General Plans / Amendments:
Planning
N
N
O
Y
GC34090
P
P
Housing Element
Specific Plan
PL9
General Subject Files
Planning
N
N
O
N
GC34090
2Y
2Y
PL10
Landscape Files
Planning
N
N
O
Y
GC34090(a)
P
P
Landscape Standards for
GC4003
each business. Filed by address.
GC4004
PL11
Lot Line Adjustments
Planning
N
N
O
Y
GC34090
2Y
Final through Planning after Engineering approves
GC4003
exhibit
GC4004
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 19
Planning 2017
SERIES
Office of
Confi-
Vital
Orig.
Scanned
Legal
Legal
Tota I
Comments
#
Series Title
Record
dential
Dup.
Citation
Retention
Retention
Public Notices/Legal Publications-Incporporated in
PL12
Legal Notices
Planning
N
N
O
Y
GC34090
4Y
4Y
CCP343
project files.
CCP349
PL13
Plan Permits, Plan Review, and
Planning
N
N
O
N
GC §34090(d)
Expiration
Expiration
Records that have not met the required time period
Applications:
Date +2Y
Date + 2Y
thresholds set forth in the City code to continue
Expired, Withdrawn, Voided, or
I
through the planning and entitlement process.
PL14
Planning Commission:
Planning
N
Y
O
Y
GC34090(e)
P
P
Agenda Packets
Minutes
Resolutions
PL15
Planning Files -Active
Planning
N
Y
O
Y
GC34090(a)
P
P
Applications: ie. PUD, CUP,
H&S19850
Zone Changes, Zone
GC4003
Variances, Plan Approvals
GC4004
Site Plan
Reports
Notices
Sign Program Files
PL16
Studies:
Planning
N
N
O
N
GC34090
2Y
5Y
Records used in the creation of other permanent
Economic Studies
records.
Plan Studies
PL17
Tentative Parcel/Tract Maps
Planning
N
N
O
Y
GC34090
2Y
2
Final through Planning after Engineering approves
H&S19850
exhibit.
GC4003
GC4004
Geographic
Information S stem
PL18
Maps/City Atlas
Planning
N
N
O
Y
GC34090(a) P
P
Monitored by IT
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mess.
RECORDS RETENTION SCHEDULE
Page 20
Finance 2017
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit;
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD PLUS CURRENT YEAR.
..
.
FINANCE
F1
Accounting Journals:
Finance
N
Y
O
N
GC34090
2Y
5Y
- Journal Entries
- Closing
- Adjusting
- Journal Vouchers
- Documents for Financial
Transactions
F2
Animal Licensing
Finance
Y
Y
*n/a
N
GC34090
2Y
2Y
*Original printed and given to
resident; City Copy is in
System
F3
Annual Financial/Audit Reports
Fin
N
Y
O
Y
GC34090
2Y
P
GC40805.5
F4
Audits:
Finance
N
Y
O
Y
GC34090
P
P
- CAFR
GC40802
- Compliance Reports
F5
Bank Statements/Reconciliations
Finance
N
N
O
N
FC§3368, 30210
AA + 2Y
5Y
GC43900 et. Seq.
F6
Budget - Adopted
Finance
N
N
D
Y
GC34090.7
P
P*
*Duplicates may be destroyed
when no longer needed.
F7
Business License Applications:
Finance
*
N
O
N
GC34090
4Y
*Redact confidential
- Profit / Non-profit
CCP 337
information.
F8
Checks:
Finance
N
Y
O
N
GC34090(c)(d)
4Y
4Y
- Payroll
CCP337
- Cancelled
- Voided
F9
Cash Receipts Daily Detail Runs
Finance
N
Y
O
N
GC34090
4Y
5Y
CCP337
F10
Correspondence:
Finance
N
N
O
N
GC34090
2Y
2Y
- General
-interoffice
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit;
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD PLUS CURRENT YEAR.
Costa Mess.
RECORDS RETENTION SCHEDULE
Page 21
Finance 2017
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit;
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD PLUS CURRENT YEAR.
Series Title
07,c—e-7-7'5�ni-
RecordSERIES
�- Legal
Total
Retention
Comments
F11
DUI's - Invoices
Finance
N
N
O
N
GC34090
4Y
5Y
Invoices for Emergency
CCP337
Cost Recovery
F12
Fixed Asset Records
Finance
N
Y
O
N
GC34090
P
P
26 CFR1.6001-1
F13
Grant Files:
Finance
N
Y
O
N
GC34090
4Y
5Y
Records Subject to Audit.
- Local, County, State, Federal, and
24 CFR 570.502
*Jobs Training Partnership
external organizations
28 CFR 66.42
Act
29 CFR 97.42
**Child Dev. Prog. Funding
OMB Cir. A-110
Terms & Conditions
OMB Cir. A-133
F14
General Ledgers:
Finance
N
Y
O
N
GC34090
4Y
5Y
- Monthly transactions between
CCP337
each account.
F15
General Subject Files
Finance
N
N
O
N
GC34090
2Y
2Y
May need to review before
purging
F16
Investment Bond Statements:
Finance
N
Y
O
N
GC34090
4Y
5Y
Bonds or Coupons destroy
(Debt Service)
GC53921
upon defeasance or
- Certificates of Participation
CCP337
payment in full.
- Loans
F17
Investment Transactions:
Finance
N
Y
O
N
GC34090
4Y
5Y
- Security purchase forms
CCP337
- Bank slips of purchase
26CFR1.6001-1
maturities
- Various Investment Bank
Statements
F18
Home Occupation Permits
Finance
N
Y
O
Y
GC34090
A + 2Y
A + 2Y
F19
Revenue Receipts by Account:
Finance
N
Y
O
N
CG34090
4Y
5Y
- Daily cash receipts
CCP337
- Daily check stubs
F20
Special Event Permits
Finance
N
Y
O
N
GC34090(c)(d)
A + 5Y
A + 5Y
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit;
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD PLUS CURRENT YEAR.
Costa Mess.
RECORDS RETENTION SCHEDULE
Page 22
Finance 2017
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit;
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD PLUS CURRENT YEAR.
Offi—ce—o—r
—Co—n7i --
----I
NNW.
Legal
mr—le—g—ar---
Total
#
Series Title
RecordSERIES
dential
Vital
Dup.
Scannjw
Citation
Retention
Retentiojmcomments
F21
Treasurer's Reports:
Finance
N
Y
O
N
GC34090
4Y
5Y
- YTD & quarterly of cash
CCP337
holdings
F22
Trial Balances:
Finance
N
Y
O
N
GC34090
4Y
4Y
- YTD & monthly financial
CCP337
reports of balances for each
fund
F23
Warrants
Finance
N
Y
O
Y
GC34090
4Y
5Y
CCP337
F24
Warrant Registers
Finance
N
Y
O
N
GC34090
4Y
5Y
Included in City Council
CCP337
agenda packet
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit;
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD PLUS CURRENT YEAR.
Costa Mess.
RECORDS RETENTION SCHEDULE
Page 23
PAYROLL - 2017
Record—Ce—g—ar— Total
.100&Series Title Comments
.Retention
PAYROLL
F1
Correspondence
Finance
N
N
O
N
GC34090
2Y
2Y
- General
-Interoffice
F2
Deferred Compensation
Payroll
Y
Y
O
Y
GC34090
T + 6Y
T + 6Y
Changes
29CFR1627.3
26CFR31.6001-1
29USC1027
F3
Deferred Compensation Finance
Payroll
Y
Y
D
Y
GC34090.7
6Y
6Y
Runs
29CFR1627.3
26CFR31.6001-1
29USC1027
F4
Payroll Records:
Finance
Y
Y
O
N
GC34090 (c)(d)
5Y
5Y
- Quarterly Payroll Tax Returns
26 CFR1.6001-1
(DE -6 & 941 Forms)
IRS Reg.31.6001-
- Direct Deposit Forms
1(e)(2)
- Garnishments Records
RTC19530
- IRS W-2
F5
Payroll Retirement Records:
Finance
N
Y
O
N
GC34090 (c)(d)
50Y
50Y
- Payroll Registers
- Pension Contributions
F6
Payroll Registers
Finance
Y
N
O
N
GC§34090 &
P
P
Labor costs by employee and program
37207
F7
Payroll Time Cards/Sheets
Finance
N
Y
O
N
GC34090 (c)(d)
AA + 6Y
AA + 6Y
29 CFR§516.6 (1), 2
IRS Reg.31.6001-
1(e)(z)
RTC19530
LC1174(d)
F8
PERS Employee Deduction
Finance
Y
Y
O
N
GC34090
T + 4
T + 4
Record of Deductions:
Reports
CAC22-1085-2
26 CFR§31.6001-1
29 CFR§516.5-6
LC1174(d)
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit;
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 24
Human Resources - 2017
SERIES
Title Orig. Scanned' _Vvu. Legal Total
A
IS Series Comments
"Mmtup. Citation1W Retention Retention
HUMAN RESOURCES
HR1
Agreements/Contracts
HR
Y
Y
O
N
GC34090
4Y
A + 4Y
CCP337
HR2
CalPERS Records
HR
Y
Y
D
N
29 CFR 1627.3(2)
P
P
Reports may be considered copies
- Contract
GC12946
if CalPERS is the author and can
- Amendments
GC34090
reproduce documents?
- Actuarial Reports
CCP 337 et seq.
- Valuation Reports
HR3
Classification & Compensation
HR
N
Y
O
N
29 CFR 1602.31
4Y
4Y
Studies
GC12946
(includes job analysis documentation,
29 USC 1113
pay equity studies, salary surveys,
GC 34090
and other related data and analysis
documents)
HR4
Classification Specification File
HR
Y
Y
O
N
29 CFR 1602.31
5Y
5Y
*One set of testing materials is
(Job Descriptions, Job Classifications,
GC12946
included in file; copies.
Job Specifications)
29 USC 1113
- Job Analysis
GC 34090
- Written Exam and Key
- Oral & Practical exams
- Interview Questions & Rating
Sheets
HR5
Correspondence
HR
N
N
O
N
GC34090
2Y
2Y
- General
-interoffice
HR6
Death Benefits
HR/Payroll
Y
Y
O
N
GC34090
6Y
6Y
29CFR1627.3
29USC1027
HR7
Deferred Compensation -
*HR/Payrol
Y
N
*D
N
GC34090.7
T + 6Y
T +6Y
*Finance is Office of Record for all
Enrollment and Changes
29CFR1627.3
other items related to Deferred
(See Personnel File
26CFR31.6001-1
Compensation.
29USC1027
HR8
DMV Pull Notices
HR
Y
Y
O
Y
GC34090
2Y
T
- Regular Review of Driving
GC12946
Records
CVC 1808.1
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit;
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 25
Human Resources - 2017
SERIES
Title
..
�Wl
Orig.Legal
Series
.Retention
HR9
Eligibility Lists
HR
N
Y
O
N
GC12946
CL + 3Y
CL + 3Y
GC6250 et seq
29CFR1602 et seq
29CFR1607 et seq
29CFR1627.3
HR10
Employee Exams
HR
Y
N
O
Y
GC34090
3Y
3Y
GC 12946
29CFR1627.3
HR11
Employee Statistical Reports
HR
Y
N
O
N
GC34090
2Y
2Y
Files kept electronically.
- Excess vacation reports
- Sick leave summary
- Vacancy reports
- Payroll/HR reports
HR12
Equal Opportunity Employment
HR
N
Y
O
N
29CFR1602.30
3Y
3Y
- EEOC Reports (EEO -4) Reports
29CFR1602.32
- Complaints/Department of Fair
HR
N
Y
O
N
2 CCR 7287.0
T + 3Y
T + 3Y
Employment & Housing (DFEH or
GC 12946
EEOC) Claims - Employees
GC 34090
- Complaints / Department of Fair
HR
N
Y
O
N
2 CCR 7287.0
3Y
3Y
Employment & Housing (DFEH or
GC 12946
EEOC) Claims - Non -Employees
GC 34090
HR13
General Subject Files
HR
N
N
O
N
GC34090
2Y
2Y
HR14
Grievances / Arbitration /
HR
Y
Y
O
N
29CFR1602.31
T + 3Y
T + 3Y
Investigations
29CFR1627.3(b)(ii)
GC 12946
GC34090
GC12960
29USC1113
HR15
1-9 Forms
HR
Y
Y
O
N
8CFR274a.2
Hire Date +
Hire Date +
- Less than 3 years employment
3Y
3Y
- 3+ years of employment
HR
Y
Y
O
N
8CFR274a.2
T + 1Y
T + 1y
HR16
Memorandum of Understanding
CC
N
Y
D
Y
GC34090
3Y
�P
*Retain one copy for
- Employee Bargaining Units
29CFR516.5
historical purposes. Originals filed
with CC.
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit;
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 26
Human Resources - 2017
SERIES
..
Orig.Legal
Series Title
.Retention
T+ 10Y
T+ 10Y
N
29CFR1602.31
HR17
Personnel Files
HR
Y
Y
O
- Full-time & Part-time
29CFR1627.3
GC34090
GC12946
- Temporary, Volunteers,
HR
Y
Y
O
N
29CFR1602.31
T + 5Y
T + 5Y
Contractors
29CFR1627.3
GC34090
GC12946
- City Employee Medical Records
HR
Y
Y
O
N
29CFR1602.31
T + 30Y
T + 30Y
29CFR1627.3
8CCR3204(d)(1) et seq.
GC34090
GC12946
HR18
Policies & Practices
HR
N
Y
O
N
GC34090
3Y
3Y
- ADA
29CFR1602.12
- EOP
29CFR1627.3
- Death Benefits
- Etc.
HR19
Recruitment Files
HR
Y
Y
N/A
N/A
29 CFR 1602 et seq.
3Y
3Y
- Applicant Tracking Database
(NeoGov)
- Applications, resumes (Not Hired
HR
Y
N
O
N
GC34090
2Y
2Y
and not in NeoGov)
- Applications, advertisements, job
HR
Y
N
O
N
GC12946
A + 3Y
A + 3Y
flyers, examination materials and
GC6250 et seq
answer sheets, interview
29CFR1602 et seq
questions, rating sheets, candidate
29CFR1607 et seq
correspondences, etc.
29CFR1627.3
HR20
Studies/Surveys Conducted on
HR
Y
N
O
N
GC34090
C + 2Y
C + 2Y
Includes classification and wage
Behalf of City
GC12946
rates.
(Attrition, Benefits, Succession
29CFR1602.14
Planning, etc.)
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit;
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 27
Human Resources - 2017
RM1
Accident Reports (City Assests)
RM
N
Y
O
N
29 CFR 1904.2
A + 7Y
A + 7Y
*Reports and related records
29 CFR 1904.6
RM2
Benefit Plans - Medical, Dental
HR
Y
Y
O
N
GC34090
A + 5Y
A + 5Y
Vision, etc.
GC12946
(Policies, Plans, Rates, Transaction
29CFR1627.3
Forms, Enrollment Forms, etc.)
29USC1027
28 CCR 1300.85.1
RM3
Claims - Liability
RM
N
Y
O
N
GC34090
A + 5Y
A+ 5Y
Paid/Denied
GC25105.5
RM4
COBRA
RM
Y
Y
O
N
GC34090
A + 5Y
A + 5Y
- Applications
- Participant Files
RM5
Drug Testing Program/DOT
RM
Y
Y
O
N
49 CFR 655.71 et seq.
5Y
5Y
Testing
49 CFR 382.401 et seq.
(Eligible Pool Lists, Drug & Alcohol
29 CFR 1627.3(b)(1)(v)
Test Results, Referrals, Training,
GC34090
Reports, etc.)
GC12946
RM6
Incident Reports
RM
Y
Y
O
N
29 CFR 1904.2
A + 7Y
A + 7Y
- Theft
29 CFR 1904.6
- Arson
- Vandalism
- Property damage or similar
occurrence (excluding Fire/
Law enforcement)
RM7
Insurance Certificates
RM
N
Y
O
N
GC34090
A + 10Y
A+ 10Y
*Insurance certificates filed
(City not listed as Insured)
separately from contracts; includes
insurance filed by licensees
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit;
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 28
Human Resources - 2017
SERIES..
Series Title
�Wl
Orig.Legal
#
.Retention
RM8
Insurance Policies
RM
N
Y
O
N
CCP 337.2; 343
P
P
Bonds and Insurance Policies
- City - Bonds
insuring City Property and other
assets
- General Liability, Property, Excess,
RM
N
Y
O
N
GC34090
P
P
May include liability, property,
etc.
Certificates of Participation,
deferred, use of facilities.
- Workers Compensation
RM
N
Y
D
N
GC6410
P
P
Indemnity; PERS - working files
29CFR 1910.20
(originals with Administrator.
RM9
Risk Management Reports
RM
N
Y
O
N
OMB 1220-0029
A + 5Y
A + 5Y
- Federal OSHA Forms
29 CFR1904.4
- Loss Analysis Report
GC34090
- Safety Reports
- Actuarial Studies
RM10
Safety Compliance - Inspections &
RM
N
Y
O
N
8 CCR §§3203(b)(1)
7Y
7Y
Audits
LC §6429 (c)
- Logs 200 and 300;
- reports of regulatory inspection
reports, investigations, or
citations;
- reports of regulatory inspection
RM
N
Y
O
N
40 CFR 122.21
5Y
5Y
reports, investigations, or
8 CCR §§3203(b)(1),
citations;
3202(b)(1), 3204(d)(1),
14307;
- monitoring of employee
RM
N
Y
O
N
LC §6429c,
30Y
30Y
exposures;
GC§129446
testing of building
RM
N
Y
O
N
LC §6429c,
P
P
Fdafrom
rials;
GC§129446
RM11
Workers Compensation
TPA
Y
Y
D
N
CCR 14311
P
P
Originals filed with Administrator
- Future Medical Awards
15400.2
CA Labor Code 110 -
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit;
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 29
Human Resources - 2017
SERIES Series Title •. •Total
Scanned'
# Dup. Citation Retention Retention
RM12 Workers Compensation Claims TPA Y Y D N 8 CCR §10102 A+ 10Y A + 10Y Originals filed with Administrator
- Applications, Payment Records,
Release to Work
RM13 Workers Compensation TPA Y Y D N/A CCR 14311 P P Originals filed with Administrator
- Database 15400.2
CA Labor Code 110-
139.6
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit;
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 30
Public Services - 2017
• Orig...Legal
Vit
MW
Scanned
.. ■ Retention Retention ad
PUBLIC SERVICES
PS1
Agreements
CC
N
Y
D
N
GC34090.7
A+ 2Y
A +2Y
- Public / Private agency
PS2
Agreements
CC
N
Y
O
N
GC34090(d)
AA + 5Y
AA +5Y
**Funded/Grant agreements
- Public / Private agency
CCP343
retain indefinitely until audited.
29CFR97.42
45CFR74.53
OMB Cir. A-110
OMB Cir. A-133
PS3
Correspondence
PS
N
N
O
N
GC34090(d)
2Y
2Y
- General
-interoffice
PS4
Policy, Procedures, Rules, &
PS
N
N
O
N
GC34090(d)
2Y
2Y
Regulations
- Internal
- Other agencies
ENGINEERING
DIVISION
PS5
Agreements / Contracts
PS
N
Y
O
Y
GC34090(d)
4Y
A + 4Y
- Public / private agency
CCP337
CCP337.1
CCP337.15
PS6
Annexation Case Files
PS
N
Y
O
Y
GC34090(a)
P
P
Historical
PS7
Deeds
CC
N
Y
D
N
GC34090(a)
P
P
- Easement
- Grant
- Right-of-way
PS8
General Subject Files
PS
N
N
O
N
GC34090(d)
2Y
2Y
Review before purging.
Selective historical value.
PS9
Lot Line Adjustments
PS
N
Y
O
Y
GC34090(a)
P
P
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 31
Public Services - 2017
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Series Title
Office of
Confi-
Orig.SERIES
Total
Maps
Record
PS
N
.—AFRetention
Y
PS10
Y
D*
GC34090(a)
P
P
- City boundaries
- Annexations
PS
N
Y
D*
Y
GC34090(a)
P
P
*Original filed with County
- Parcel
-Tract
PS11
National Flood Insurance
PS
N
N
O
Y
GC34090(d)
2Y
A + 2Y
Program
PS12
Projects - Capitol Improvement
PS
N
Y
O
Y
GC34090(a)
P
P
(CIP) Municipal Facilities
GC4003
- Planning, design, construction
GC4004
of local government-owned
H&S19850
facilities, structures, &
systems
PS13
Projects - Capitol Improvement
PS
N
Y
O
Y
GC34090(d)
A + 10Y
A+ 10Y**
**funded project files retain indefinitely
(CIP)
GC4003
until audited.
- Supporting documents i.e.
GC4004
OMB Cir.A-102
specifications, reports, etc.
CCP337.1
OMB Cir.A-110
- Plans
CCP337.15
P
OMB Cir.A-133
PS14
Projects - not CIP
PS
N
Y
O
Y
GC34090(d)
A + 10Y
A + 10Y
- Supporting documents i.e.
GC4003
specifications, reports, etc.
GC4004
CCP337.1
CCP337.15
PS15
Property, City
PS
Y
Y
O
Y
GC34090(a)
P
P
- Acquisition / disposition
GC6254
PS16
Underground Utility Districts
PS
N
Y
O
Y
GC34090(d)
P
P
GC4003
GC4004
HS 19850
PS17
Utility Problem Locations:
PS
N
N
O
Y
GC34090(d)
2Y
CL + 2Y
- Complaints
- Correspondence
- Inspections
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
PS18 Waste Permits - Commercial PS N N O Y GC34090(d) P P
40CFR122.28
PS19 Water Quality Control PS N N O Y GC34090(d) 12Y
40CFR141.33
40CFR141.91
PS20 Water Wells PS N j Y 1 O Y j GC34090(a) P P
MAINTENANCE SERVICES DIVISION
FLEET
Page 32
Public Services - 2017
PS21
Fueling
MS
N
Y
O
N
CCP337
AA + 3Y
AA + 3Y
- Meter readings, fuel
GC34090(d)
consumption reports, invoices,
receipts, and records
pertaining to refueling
operations.
PS22
Fuel Purchase
MS
N
N
O
N
GC34090(d)
4Y
4Y
CCP337
PS23
Hazardous / Non -Hazardous
MS
N
N
O
N
GC34090(d)
CY + 10Y
CY + 10Y
Orange County Health,
Waste
40CFR122.21
records may be subject to audit.
- Disposal records, shipping &
data forms
PS24
Inventory
MS
N
Y
O
N
GC34090
L + 2Y
L + 2Y
- Vehicles, Equipment, Parts and
VC9900 et.seq.
Supplies, Owners Manuals,
Warranty Documents, DMV
Vehicle Title and Registration
PS25
-Licenses and Permits
MS
N
Y
O
N
GC34090
CY + 2Y
CY + 2Y
PS26
Mechanic Work Orders
MS
N
Y
O
N
GC34090(d)
L + 2Y
L + 2Y
- Requests for Service, Vehicle
and Equipment Maintenance
and Repairs
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 33
Public Services - 2017
PS34
Series Title
Office of
Confi-
Y
Orig.SERIES
N
..Legal
0
2Y
2Y
- Yearly licensing
Record
.Retention
Permits
MS
N
N
O
GC34090(d)
2Y
2Y
PS27
N
PS35
- Air tanks
MS
N
N
O
N
GC34090(d)
2Y
2Y
- Propane tanks
PS36
- Emergency generators
MS
N
Y
O
N
GC34090(d)
2Y
2Y
PS28
Underground Fuel Tank Test
MS
N
N
O
N
GC34090(d)
6.5Y
6.5Y
Orange County Health,
23CCR2712
records may be subject to audit. (*Lining
upgrades retain for life of tank)
PS29
Underground Fuel Tax
MS
N
N
D
N
GC34090.7
2Y
2Y
Required by State, may be
- Quarterly State reports
subject to audit.
PS30
Vehicle & Equipment Safety
MS
N
N
O
N
GC34090(d)
2Y
2Y
Tests
8CCR3203(b)(1)
- NFPA, aerial inspection
PS31
Vehicle Accident
MS
N
N
O
N
GC34090.7
3Y
3Y
- Accident forms
VC2547
- Repair bills
PS32
Vehicle Inspection
MS
N
N
O
N
GC34090(d)
2Y
2Y
- C.H.P.
PS33
Vehicle Smog Test
MS
N
N
O
N
GC34090(d)
2Y
2Y
Required by State, may be
- Annual State reports
subject to audit.
-AQMD
-EPA
CITY FACILITIES
PS34
Elevator
MS
N
Y
O
N
GC34090(d)
2Y
2Y
- Yearly licensing
- Quarterly maintenance
PS35
Facility Maintenance
MS
N
N
O
N
GC34090(d)
2Y
2Y
- Work Orders
PS36
Fire Extinguishers
MS
N
Y
O
N
GC34090(d)
2Y
2Y
- Yearly maintenance
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 34
Public Services - 2017
SERIES Office of Confi- Vital Orig. Scanned Legal Legal Total ornments
ha # Record dential Dup. Citation Retention Retention
PS37 Material Safety Data Sheets MS N Y O N LC6390 S S
(MSDS)
PS38 Pest Control MS N Y O N GC34090(d) CY + 2Y CY + 2Y
- Monthy Service F&A12004
- Pesticide Applications,
Inspections, and Sampling
PS39 Sprinkler System services MS N Y O N GC34090(d) 2Y 5Y
- 5 Year maintenance
PARKS & LANDSCAPE
PS40
Accident / Damage Reports
RM
N
N
D
N
GC34090.7
2Y
2Y
PS41
Agreements
CC
N
Y
O
N
GC34090(d)
4Y
4Y
**Funded/Grant agrmts
- Public / private agency
CCP337
retain indefinitely until
CCP343
audited.
PS42
Agreements
CC
N
Y
D
N
GC34090.7
2Y
2Y
- Public / private agency
PS43
California Conservation Corp.
MS
N
N
O
N
GC34090(d)
4Y
4Y
- Cleanup assignments
PS44
Certificates of Insurance
RM
N
N
D
N
GC34090.7
2Y
2Y
PS45
City Property
MS
N
N
O
N
GC34090(d)
2Y
2Y
- Maintenance / operations
i.e.. Irrigation, tree trimming,
landscape improvements
PS46
Claims
RM
Y
N
D
N
GC34090.7
2Y
2Y
When claim is settled,
- Information & backup
department should be advised.
PS47
Complaints / Requests
MS
N
N
O
N
GC34090(d)
2Y
2Y
- Trees planting, removal,
cement damage etc.
PS48
Correspondence
MS
N
N
O
N
GC34090(d)
2Y
2Y
- General
-interoffice
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 35
Public Services - 2017
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Office of
Confi-
Orig.SERIES
Legal
Series Title
Record
.Retention
PS49
Employee Training
MS
N
N
O
N
GC34090(d)
2Y
- Pesticide, Dept. of Agriculture
8CCR3203(b)(2)
- Safety training
PS50
Equipment
MS
N
N
O
N
GC34090(d)
2Y
2Y
- Inventory
- Manuals
PS51
Equipment
MS
N
N
O
N
GC34090(d)
2Y
2Y
- Maintenance
PS52
Events: Holiday/ Special
MS
N
N
O
N
GC34090(d)
2Y
2Y
- Preparation
- General information
PS53
Grant Project Files
CC
N
N
D
N
GC34090.7
2Y
2Y
**Funded/Grant retain
indefinitely until audited.
PS54
Maps
PS
N
N
D
N
GC34090.7
2Y
2Y
- Irrigation
-Plot plans
PS55
Inspection Records
MS
N
N
O
N
GC34090(d)
2Y
2Y
- General information
PS56
Parks
MS
N
N
O
N
GC34090(d)
2Y
2Y
- Maintenance / operations
i.e. Irrigation, tree trimming,
landscape improvements,
backflow testing,
PS57
Pesticides
MS
N
N
O
N
GC34090(d)
2Y
2Y
- PAPA forms
Food & Agric.12004
- Medfly spraying, etc.
- Monthly Use Report &
Recommendations (State)
PS58
Policy, Procedures, Rules, &
MS
N
N
O
N
GC34090(d)
2Y
2Y
Regulations
- Internal
- Other agencies
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 36
Public Services - 2017
SERIES�
Annexations
- Plot maps
•
N
N
Orig...Legal
N
GC34090.7
2Y
2Y
PS68
ries Title
Reports - Departmental
RecordVit
MS
N
N
.Retention
N
GC34090.7
2Y
2Y
N
O
N
GC34090(d)
PS59
- Cost summary, mowing crew,
PS69
Employee Training
PS
N
N
O
N
GC34090(d)
etc.
2Y
- Pesticide, Dept. of Agriculture
PS60
Reports - State
MS
N
N
O
N
GC34090(d)
2Y
2Y
Close Site maintenance
- Close Site Inspection Report
Standards reference
CIWMB
27CCR21100
PS61
Safety Board Committee
MS
N
Y
O
N
GC34090(d)
P
P
- Minutes
PS62
Schedules
MS
N
N
O
N
GC34090(d)
2Y
2Y
- Maintenance operations
PS63
Schools - Athletic Fields
MS
N
N
O
N
GC34090(d)
2Y
2Y
- Maintenance / operations
i.e. Irrigation, tree trimming,
landscape improvements
- General Information
PS64
Streets / medians
MS
N
N
O
N
GC34090(d)
2Y
2Y
- Maintenance / operations
i.e. Irrigation, tree trimming,
landscape improvements,
street light repair requests, etc.
PS65
Studies, Surveys
MS
N
N
O
N
GC34090(d)
2Y
2Y
PS66
Utilities
FINANCE
N
N
D
N
GC34090(d)
2Y
2Y
- Water Bills
STREETS DIVISION
PS67
Annexations
- Plot maps
PS
N
N
D
N
GC34090.7
2Y
2Y
PS68
Bike Routes
PS
N
N
D
N
GC34090.7
2Y
2Y
- Maps
PS69
Employee Training
PS
N
N
O
N
GC34090(d)
2Y
2Y
- Pesticide, Dept. of Agriculture
8CCR3203(b)(2)
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 37
Public Services - 2017
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Title
Office of
Confi-
Orig.Series
..Legal
Record
.Retention
PS70
Equipment
PS
N
N
O
N
GC34090(d)
2Y
2Y
- Inventory
- Manuals
PS71
Events: Holidays / Special
PS
N
N
D
N
GC34090.7
2Y
2Y
- Placement traffic control and
signs, etc.
PS72
General Subject Files
PS
N
N
O
N
GC34090(d)
2Y
2Y
PS73
Inspection Records
PS
N
N
O
N
GC34090(d)
2Y
2Y
- Storm channel
PS74
Paint Records
PS
N
N
O
N
GC34090(d)
3Y
3Y
*Retain until audited
- AQMD requirements
CCP338
PS75
Policy, Procedures, Rules, &
PS
N
N
O
N
GC34090(d)
2Y
2Y
Regulations
- Internal
- Other agencies
PS76
Safety Meeting Sign -In Sheets
PS
N
N
O
N
GC34090(d)
2Y
2Y
8CCR3203(b)(2)
PS77
Standard Details:
PS
N
N
D
N
GC34090.7
5Y
5Y
- Traffic control
- Street construction
- Sidewalk construction
PS78
Streets
PS
N
N
O
N
GC34090
2Y
2Y
- Maintenance / operations
i.e. monthly work reports,
street sweeping records,
damaged sidewalk
recommendations, etc.
PS79
Studies / Surveys
PS
N
N
O
N
GC34090(d)
2Y
2Y
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 38
Public Services - 2017
Title Office of Confi-
RecordME Series
.Retention
TRANSPORTATION SERVICES
PS80
Agreements / Contracts
PS
N
Y
O
Y
GC34090(d)
A + 4Y
A + 4Y
- Public / private agency
CCP337
CCP337.1
CCP337.15
PS81
AQMD Program
PLANNING
O
N
GC34090
3Y
7Y**
**AB2766 funded project files retain
- Annual progress reports
H&S44242
indefinitely until audited.
- Surveys
H&S44244.1
- Sub -recipient agreements
CCP338(k)
- Receipt & Expenditures
PS82
Certificates of Insurance
RM
N
N
D
Y
GC34090.7
2Y
PS83
City Infrastructure and
PS
N
Y
O
N
GC34090(d)
Completio
**Completi
*Certain redactions necessary
Transportation Projects
8CA Labor Code
n +10Y
on +10Y
**If Audit is required, whichever is longer.
(Administration)
Article 2; section 1776
- Project Administration Records
- Schedules
- Certified Payroll Records*
- Invoices
- Correspondence
PS84
City Infrastructure and
PS
N
Y
O
Y
GC34090(d)
P
P
Transportation Projects
- Plans
- Specifications
- Materials Testing Records
- Permits/Certificates of
Occupancy
- Design Exception Report
- Records Drawings
- Regulatory Agency Approvals
- Soils Reports
- Surveys
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 39
Public Services - 2017
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
PS85
Curb Ramp Acceptances and
PS
N
Y
O
Y
GC34090(d)
P
P
Inspections
- Acceptances
- Inspections
- Complaints
- Construction Data
- Specifications
PS86
Mapping Routes - Bike Trails
PS
N
N
O
Y
GC34090(d)
2Y
PS87
Mapping Routes - Bus Stops
PS
N
N
O
Y
GC34090(d)
2Y
PS88
Parking Facility Plans
PS
N
Y
O
Y
CBC Appendix
P
P
Chapter 1,208.4.3.1;
HSC 19850.a -d;
CA CC 1351;
GC34090(d)
PS89
Permits (Temporary)
PS
N
Y
O
N
GC34090(d)
A + 4Y
A + 4Y
- Oversized Transportation
- Storage Containers
- Material Storage
- Banners
- Street Use
PS90
Permits (Permanent)
PS
N
Y
O
Y
GC34090(d)
P
P
- Sidewalk
- Driveway
- Approaches
- Curbs and Gutters
- Revocable
PS91
Permits
PS
N
Y
O
Y
GC34090(d)
10Y
10Y
- Trench Encroachment
PS92
Speed Studies
PS
N
N
O
Y
GC34090(d)
S/2Y
S/2Y
Superseded, but not less than 2 -years
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 40
Public Services - 2017
SERIES•
Title
Vit
.
..Legal
Studies / Reports: periodic
Recorder,es
PS
N
.Retention
Y
GC34090(d)
ornments
PS93
N
O
2Y
studies and recommendations
- Pavement Management
Inventory
- Street
- Drainage Study
- Sewer Study
- Storm Drain
- Ground Water
-Hydrology
PS94
Survey Field Books (Records
PS
?
?
O
?
GC34090(d)
?
related to Features within City
Right -of -Way)
- Parks
- Bikeways
- Streets
- Sidewalks
- Pavement
PS95
Traffic Calming Measures
PS
N
Y
O
?
GC34090(d)
2Y
2Y
(Implemented and investigations by
the City)
PS96
PSineering (Records Relating to
PS
N
Y
O
Y
GC34090(d)
10Y
S
Which ever is longer
Traffic Management, Signage, and
Investigations)
- Traffic Investigations
- Ordering of Signs
- Traffic Counts
- Traffic Summaries
- Other Traffic Reports
PS97
Traffic Fee Assessments
PS
N
N
O
N
GC34090(d)
2Y
2Y
PS98
Traffic Signals
PS
N
Y
O
N
GC34090(d)
P
P
- Locations Inventory, Operations
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Costa Mesa
RECORDS RETENTION SCHEDULE
Page 41
Public Services - 2017
Retention Legend:
Y = Years; A = Active; P = Permanent; AA = After Audit; CY = Current Year
R = Reference; S = Superseded; T = Term; L= Life; CL = Closed/Completion
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Page 42
Police 2017
Costa Mesa
RECORDS RETENTION SCHEDULE
Retention Legend:
Y = Years A = Active P = Permanent AA = After Audit
R = Reference S = Superseded T = Term of Office L = Life
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
POLICE
PD1
Alarm Records
PD
N
N
O
N
GC34090
2Y
2Y
- Billing Letters
PD2
Arrest Register & Monthly
PD
Y
N
O
N
GC34090
2Y
2Y
re. PC13010, PC13011,
Citation
GC6254
PC13012, PC13020,
- Department of Justice
PC13021, PC13022
PD3
Arrest / Booking Files:
PD
Y
Y
0
Y
GC34090
P
P
Homicide, Child Abuse, Unsolved
GC6254
missing person, & Sexual Assault
PC802
(Crimes subject to death penalty,
life imprisonment) Traffic
Collision resulting in fatality;
Including juveniles
(Refer to applicable DR file)
PD4
Arrest / Booking Files:
PD
Y
Y
0
Y
GC34090
6Y
6Y
Felonies (All other felonies not
GC6254
described in PD4); including
PC802
juveniles
(Refer to applicable DR file)
PD5
Arrest / Booking Files:
PD
Y
Y
O
Y
GC34090
2Y
2Y
Misdemeanors, Infractions,
GC6254
Non -Criminal Occurrences,
PC802
i.e. Information reports, Towed
vehicles, Restraining orders,
Traffic Collisions, etc.; Including
juveniles
(Refer to applicable DR file)
PD6
Arrest Files:
PD
Y
Y
O
Y
GC34090
2Y*
2Y*
*Mandatory destruction
marijuana less than 28.5 grams,
GC6254
2Y from date of conviction or date of arrest
occurring after January 1, 1976
H&S11357(b)(c)(d)€
with no conviction, juveniles destroy after
(Refer to applicable DR file)
H&S11360(b)
age 18
H&S11361.5
Retention Legend:
Y = Years A = Active P = Permanent AA = After Audit
R = Reference S = Superseded T = Term of Office L = Life
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Page 43
Police 2017
Costa Mesa
RECORDS RETENTION SCHEDULE
Retention Legend:
Y = Years A = Active P = Permanent AA = After Audit
R = Reference S = Superseded T = Term of Office L = Life
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Title
EmmrMiDup.
Orig.
LegalSERIES
.. l
Total
Comments
.J"�
Series
Scanned
Citation
Retention
Retentiolm
PD7
Background files
PD
Y
N
O
N
GC34090
2Y
5Y
- Non -hired
GC6254
PD8
Background files
PD
Y
N
O
Y
GC34090
T+ 6Y
L
- Hired
GC6254
29USC1113
PD9
Bicycle Registrations
PD
N
N
O
N
GC34090
2Y
2Y
PD10
Child Abuse Registry
PD
Y
N
O
Y
GC34090
10Y*
10Y*
*Information from any prior
- As required by agencies i.e.
GC6254
report and subsequent report shall be
Orange County Social Svcs,
PC11169
maintained for a period of 10 years from
Dept. of Justice, etc.
PC11170
time the most recent report is received.
PD11
Citations
PD
N
N
O
N
GC34090
2Y
2Y
Original sent to Court
- Moving / Traffic violations
- Transmittals to Court
PD12
Citations
PD
N
N
O
N
GC34090
2Y
2Y
- Parking
- Transmittals to billing
company for processing
PD13
Communication Tapes
PD
N
N
O
N
GC34090.6
100 days
100 days
- Telephone and radio
PD14
Correspondence
PD
N
N
O
N
GC34090
2Y
2Y
- General
-interoffice
PD15
Court Transmittals
PD
N
N
O
N
GC34090
2Y
2Y
- Listing in custody paperwork
being filed with DA's office
- "On -Call Logs"
Retention Legend:
Y = Years A = Active P = Permanent AA = After Audit
R = Reference S = Superseded T = Term of Office L = Life
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Page 44
Police 2017
Costa Mesa
RECORDS RETENTION SCHEDULE
SERIES
Title '09�WLrWlOrig.
Legal
Legal
Total
Comments
#
Series
Y
Y
Dup.
O
Scanned
Citation
Retention
P
Retention
P
�
PD16
(DR) Police Reports:
PD
Y
GC34090
(Homicide, child Abuse, unsolved
GC6254
missing person, & sexual assault;
PC799
crimes subject to death penalty, life
CCP340.1
imprisonment; traffic collision
resulting in fatality)
PD17
(DR) Police Reports: Felonies
PD
Y
Y
O
Y
GC34090
6Y
6Y
except Homicide, Juvenile, Child
GC6254
Abuse, & Sexual Assault
PC800
PC801
PD18
(DR) Police Reports: H&S
PD
Y
Y
O
Y
GC34090
2Y*
2Y*
*Mandatory destruction
11357(b), (c), (d), (e) or H&S
GC6254
2Y from date of conviction or date of arrest
11360(b) violation, Marijuana less
H&S11361.5
with no conviction, juveniles destroy after
than 28.5 grams, (occurring after
age 18
January 1, 1976.)
PD19
(DR) Police Reports:
PD
Y
Y
O
Y
GC34090
2Y
2Y
Misdemeanors, Infractions,
GC6254
Non -Criminal Occurrences,
PC802
Information reports, Towed
vehicles, Restraining orders,
Traffic Collisions, etc.
PD20
(DR) Police Reports:
PD
Y
Y
O
Y
GC34090
*
*
*Court ordered destruction
Sealed records - Petitions for
GC6254
sealing
sealing
date or sealing date + 5 yrs
Records Destruction; Including
PC851.8
date + 5y
date + 5y
Upon petition, records of
juveniles
WIC781
agency must be sealed /
WIC826
destroyed in accordance
with the provisions set by
court record.
PD21
Field Interview Cards
PD
N
N
O
N
GC34090
2Y
2Y
- Non -gang*
Retention Legend:
Y = Years A = Active P = Permanent AA = After Audit
R = Reference S = Superseded T = Term of Office L = Life
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Page 45
Police 2017
Costa Mesa
RECORDS RETENTION SCHEDULE
Retention Legend:
Y = Years A = Active P = Permanent AA = After Audit
R = Reference S = Superseded T = Term of Office L = Life
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Series Title arMi—ceof
Confl-
—viol
Orig.
LegalSERIES
..
denial
Dup.
Scanned
Citation
An
PD22
General Subject Files
PD
N
N
O
N
GC34090
2Y
2Y
PD23
Grant Files
N
N
N
GC34090
3Y
**AA + 5Y
**Funded project files retain indefinitely
- from local, county, state,
PD
D
28CFR66.42
until audited
federal, and external
29CFR97.42
organizations.
OMB Cir. A-110
- Application & supporting data
CC
O
OMB Cir. A-133
- contracts (copies; orig. City
Fin
O
Clerk)
PD24
Incident Reports - Adult
PD
Y
N
O
N
GC34090
3Y
3Y
From 1/1/2003 through
FD
UFC104.3.2
6/30/2005 records to PD
CCP338
Effective 7/1/2005, records
transferred to Los Angeles
County Fire Department
(LACFD).
PD25
Incident Reports - Child
PD
Y
N
O
N
CCP340.5
3Y
3Y
From 1/1/2003 through
FD
6/30/2005 records to PD
Effective 7/1/2005, records
transferred to Los Angeles
County Fire Department
(LACFD).
PD26
Internal Affairs files
PD
Y
N
O
N
GC34090
A + 5Y
A + 5Y
- Complaints, reports, findings
GC6254
initiated by citizens complaints
EVC1045
or internally initiated
PC832.5
PD27
Investigations (Structures):
PD
Y
Y
O
N
PC 801;
CL + 3Y
CL + 3Y
- Evidence Arson
UFC 104.32
Retention Legend:
Y = Years A = Active P = Permanent AA = After Audit
R = Reference S = Superseded T = Term of Office L = Life
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Page 46
Police 2017
Costa Mesa
RECORDS RETENTION SCHEDULE
Retention Legend:
Y = Years A = Active P = Permanent AA = After Audit
R = Reference S = Superseded T = Term of Office L = Life
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Title Mpffl—ceof
Confl-
Viol
Orig.
LegalSERIES
imhn�m
Series
..
denial
Dup.
Scanned
Citation
PD28
Jail Register
PD
Y
N
O
N
GC34090
4Y
4Y
- Daily activity records
GC6254
i.e., Bookings, Releases,
Transfers
- Jail checks (Detox wand report)
- Sobering cell log
- Safety log
PD29
Jail Inspection/Survey files
PD
Y
N
O
N
GC34090
2Y
2Y
Agency has originals
- By various agencies:
GC6254
CA Board of Corrections
OC Health Department
PD30
Pawn Slips
PD
N
N
O
N
GC34090
2Y
2Y
B&P21628
PD31
Payroll work sheets
PD
Y
N
O
N
GC34090
2Y
2Y
- Department summary time
GC6254
sheets
29CFR516.6
- Backup information
PD32
Policy, Procedures, Rules, &
PD
N
N
O
N
GC34090
2Y
*P
*Historical
Regulations
- Produced by Police
Department
PD33
Press Log
PD
N
N
O
N
GC34090
2Y
2Y
GC6254(f)(1)(2)
PD34
Reports - Activity (Internally
PD
N
N
O
N
GC34090
2Y
2Y
generated)
- Weekly / Monthly / Quarterly /
Annual activity / Statistical
reports by division; i.e.,
Response time, curfew,
tobacco
Retention Legend:
Y = Years A = Active P = Permanent AA = After Audit
R = Reference S = Superseded T = Term of Office L = Life
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Page 47
Police 2017
Costa Mesa
RECORDS RETENTION SCHEDULE
Retention Legend:
Y = Years A = Active P = Permanent AA = After Audit
R = Reference S = Superseded T = Term of Office L = Life
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.
Orig.
LegalSERIES
.. l
Total
#
Series Title
IMM301Dup.
Scanned
Citation
Retention
2Y
Retention
2Y
Comments
N
GC34090
Required statistical reports
PD35
Reports - Required by FBI, DOJ
PD
N
N
O
- Uniform Crime Reports;
re. PC13010, PC13011,
Crimes against Senior Citizens;
PC13012, PC13020,
Domestic Violence; Return
PC13021, PC13022
A/Supp.; Hate Crimes,
Supplementary Homicide
Report, etc.
PD36
Subpoenas
PD
N
N
O
N
GC34090
3Y
3Y
CCP583.21
PD37
Warrants
PD
N
N
O
N
GC34090
A
A
Retain active warrants
- Still working
until served, recalled or purged.
PD38
Watch Commander Logs
PD
N
N
O
N
GC34090
2Y
2Y
PD39
Work Schedules
PD
N
N
O
N
GC34090
2Y
2Y
29CFR516.6
PD40
Vehicle Abatement
PD
N
N
O
N
GC34090
2Y
2Y
-Logs
VC10650(c)
- Records
PD41
9-1-1 Log
PD
N
N
O
N
GC34090
2Y
2Y
- Automatic printouts
Retention Legend:
Y = Years A = Active P = Permanent AA = After Audit
R = Reference S = Superseded T = Term of Office L = Life
RETENTION PERIOD IS TIME PERIOD NOTED PLUS CURRENT YEAR.