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HomeMy WebLinkAboutCC Reso 2015-44 RESOLUTION NO. 2015 - 44 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CATHEDRAL CITY, CALIFORNIA, ADOPTING UPDATED RECORDS RETENTION SCHEDULES AND PROCEDURES FOR THE DESTRUCTION OF RECORDS OF THE CITY MANAGER'S OFFICE, CITY CLERK'S OFFICE, POLICE DEPARTMENT, PLANNING, ENGINEERING, PUBLIC WORKS, BUILDING, FINANCE, FIRE DEPARTMENT AND CODE ENFORCEMENT WHEREAS, the keeping of numerous records is not necessary after a certain amount of time; and WHEREAS, retention is not required for non-records, preliminary drafts, or notes, which are not retained by the City of Cathedral City (the "City) in the ordinary course of business; and WHEREAS, Section 34090 of the California Government Code provides a procedure whereby any public record which has served its purpose and is no longer required may be destroyed, except for specific statutory provisions; and WHEREAS, pursuant to Government Code Section 34090.7, the City may prescribe a procedure whereby duplicates of records less than two years old may be destroyed if they are no longer needed; and WHEREAS, a records retention schedule is a public agency's legal authority to receive, create, retain and dispose of official public records, and in the event of litigation, a Court will accept the retention schedule as establishing which records which are produced or maintained in the "normal course of doing business"; and WHEREAS, the City Council has previously adopted the City's records retention schedule and destruction of records procedure; and WHEREAS, it is necessary to update and revise the City's records retention schedule to reflect current law and City policy; and WHEREAS, the City Council believes that a sound records management policy for the maintenance and destruction of public records which no longer serve administrative, legal, fiscal and historical purposes is deemed appropriate and essential for the effective operation of the City's governmental process; and WHEREAS, it is the City's policy to maintain public records according to its various retention schedules. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CATHEDRAL CITY DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. The Records Retention Schedules, attached hereto as Exhibit "A": (a) identify the official public records that City staff produces or maintains in the "normal course of doing business" for the following departments/divisions/offices; City Clerk's 9 9 p Y Office, City Manager's Office, Police Department, Planning, Engineering, Public Works, Building, Finance, Fire Department, and Code Enforcement; and (b) constitutes a policy for the efficient maintenance and regular destruction of public records which have outlived their legal, administrative, historical, or fiscal value, according to the established retention period. SECTION 2. The records of the City of Cathedral City, as set forth in the Records Retention Schedule Exhibit "A", attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the City Clerk and City Attorney, without further action by the City Council of Cathedral City. SECTION 3. The Records Retention Schedules, attached hereto as Exhibit "A" are hereby approved and adopted and shall supersede and/or replace any previously adopted records retention schedules for the City. SECTION 4. The City Clerk shall certify as to the adoption of this resolution and shall cause the same to be processed in the manner required by law. PASSED, APPROVED, AND ADOPTED this 22nd day of July, 2015. , V i tai Stanley E. enry, •r ATTEST: I Gary . H. ell, City Clerk APPROVED AS TO FORM: Charles R. Green, ity Attorney I, GARY F. HOWELL, CITY CLERK of the City of Cathedral City, do hereby certify that the foregoing Resolution was introduced and adopted at a regular meeting of the City Council held on the 22"d day of July, 2015 by the following vote: AYES: Councilmembers Aguilar, Carnevale and Kaplan; Mayor Pro Tem Pettis and MAyor HEnry NOES: None ABSENT: None ABSTAIN: None � .. Gary , owell, 'ityv er'P EXHIBIT "A" RECORDS RETENTION SCHEDULES RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE: July, 2015 CITY MANAGER Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL LEGAL RECORDS 1 City Attorney memoranda and legal opinions S+2 - S+2 C Note: Retain until updated;these items are Confidential Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090; GC 6254(k). 2 Appeals(Copies) CL+3 - CL+3 V,H Note:Original copy should be date-stamped and forwarded to City Attorney. Authority: Secretary of State Local Government Records Management Guidelines(February 2006). 3 Litigation Files(Copies) CL+2 - CL+2 C Note: Duplicate series;original is with City Attorney Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). ADMINISTRATIVE and MISCELLANEOUS RECORDS 4 Correspondence CU+2 - CU+2 V,H Note: See row 7 for e-mail Chron Files; Authority: Secretary of State Local Government Records General/Public; Management Guidelines(February 2006); GC 34090(d). Controlled; Reports; Subject Files Reproduction/printing requests;and Correspondence not attached to agreement or project file RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination A/F=Destroy after microfilming CU+#=Current Year plus years as indicated L=Life VHC CODES: V=Vital H=Historical C=Confidential Page 1 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE: July, 2015 CITY MANAGER Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 5 Departmental Policies and Procedures S+5 - S+5 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 6 Department Projects, Programs, Events, Issues, CU+2 - CU+2 H Authority: GC 34090. Activities 7 Electronic Mail 10 days - 10 days V,H,C Note:Emails are those kept in the ordinary course of business,per City's Computer System Usage Policy.If email qualifies as another type(s)of record category,kept in the ordinary course of business, retain and/or maintain for that type of record as mandated by this schedule. i.e., generally 2 yrs for most records, unless other statute/policy applies.Caveat:may be confidential and/or attorney- client privileged item. Authority: City's Computer System Usage Policy 8 Equipment Files T+2 - T+2 - Note:T=Termination of ownership of the equipment. Owners Manuals; Authority: Secretary of State Local Government Records Service/Maintenance; Management Guidelines(February 2006); GC 34090(d). Purchase Information;and Correspondence/Back-up Data 9 California State CU+2 - CU+2 V,H Authority: Secretary of State Local Government Records Governor's Office/Planning and Research Management Guidelines(February 2006); GC 34090(d). Other State Agencies RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AIF=Destroy after microfilming CU+#=Current Year plus years as indicated L=Life VHC CODES: V=Vital H=Historical C=Confidential Page 2 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE: July, 2015 CITY MANAGER Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 10 Riverside County CU+2 - CU+2 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 11 Local Government Agencies including Indian Tribes CU+2 - CU+2 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 12 Federal Agencies CU+2 - CU+2 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 13 Organization Files CU+2 - CU+2 H Authority: Secretary of State Local Government Records Civic Organizations, Homeowners Management Guidelines(February 2006); GC 34090(d). Associations Professional Organizations \\GDQ-FS01\CompanyShare\APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2015-City Manager Records Retention Schedule(06.17.15).doc RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AIF=Destroy after microfilming CU+#=Current Year plus years as indicated L=Life VHC CODES: V=Vital H=Historical C=Confidential Page 3 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DEPARTMENT: DATE:July,2015 CITY CLERK Item RETENTION No. RECORD SERIES TITLE COMMENTS AND CONTENTS OFFICE STORAGE TOTAL V.H.C. CITY COUNCIL and CITY COMMISSIONS' MEETINGS, MINUTES, and NOTICE RECORDS 1 Advertising(Legal) CU+4 - CU+4 V,H Note: Includes other public notices, legal publications Authority: Secretary of State Local Government Records Management Guidelines(February 2006); CCP 343;; GC 911.2; GC 34090. 2 City Council Meetings-Notices: CU+2 - CU+2 H Note: Includes special meetings Notices of adjournment; Authority: Secretary of State Local Government Records Notices of special meetings; Management Guidelines(February 2006); GC 34090.7; GC Notices of rescheduled meetings; 40801. Notices of continuation; Declarations of posting 3 City Council Meetings-Original Agenda Packets P - P H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 4 City Commissions&Committees-Original CU +2 - CU+2 H T=Termination of Service Agendas Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 5 City Council and City Commission Minutes P - P V,H Authority: GC34090(e) 6 City Council Meetings-Audio and Video Tapes P - P H Note: Videos tapes may also include recordings of other agencies' meetings i.e., City Council sitting as Redevelopment Agency. Authority: GC34090.7. 7 City Commissions&Committees-Applications T+5 - T+5 H Authority: Secretary of State Local Government Records Applications including unsuccessful Management Guidelines(February 2006); GC 34090. applicants RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU =Current Year EL=Election Date *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 1 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DEPARTMENT: DATE:July,2015 CITY CLERK Item RETENTION No. RECORD SERIES TITLE - COMMENTS AND CONTENTS OFFICE STORAGE TOTAL V.H.C. 8 Public Hearings Notices: CU+2 - CU+2 V,H Authority: Secretary of State Local Government Records Proof of publication Management Guidelines(February 2006); GC 34090(d). Mailing lists Certified mail receipts LEGISLATIVE RECORDS 9 City Council Resolutions and Proclamations P - P V,H Authority: GC34090(e) 10 Municipal Code P - P V Authority: GC34090 11 Ordinances -Adopted P - P V,H Note: Film for security Not adopted CU+2 - CU+2 H Authority: GC34090(d),(e) BIDS and AGREEMENTS 12 Agreements, Contracts&Leases CL+1 9 CL+10 - Note: For this record series, CL(Closed/Completed) Executed documents represents completion of all terms of the agreement or Amendments contract. Attached exhibits Authority: Secretary of State Local Government Records l 1 Management Guidelines(February 2006); CCP 337; CCP 337.15. 13 Bids/Proposals Files(Successful Bidders) CL+1 9 CL+10 - Note:For this record series,CL(Closed/Completed)represents Requests for bids/proposals completion of all terms of the executed contract or agreement Specifications&backup data with the organization submitting the successful bid or proposal. Bids/proposals received Authority: Secretary of State Local Government Records RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year EL=Election Date *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 2 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DEPARTMENT: DATE:July,2015 CITY CLERK Item RETENTION No. RECORD SERIES TITLE COMMENTS AND CONTENTS OFFICE STORAGE TOTAL V.H.C. Management Guidelines(February 2006); CCP 337.15. 14 Bids/Proposals Files(Unsuccessful Bidders) CL+2 - CL+2 - Authority: GC34090(d)which does not authorize the Unaccepted bids/proposals received on destruction of records less than 2 years old. any building,structure,or other public work FPPC FILINGS 15 Candidate Statements and other Mandated - V,H Note: Filing official, City Clerk makes and retains copy and Filings forwards to filing officer, FPPC original campaign statements of For offices per GC87200: Mayor,City Mayor, City Council Members,and Candidates for any of these Council members, and of Committees offices,and Committees.After copy has been on file for at least supporting such candidates, Committees 2 years, may be retained on microfilm/other space-saving of statewide measures materials available for public inspection. Compile and maintain current lists of all statements forwarded to FPPC. Statements must be made available as soon as practicable but no later than If elected P P 2nd business day after receipt. Authority: GC81009, 87500,2 CCR 18115 If not elected EL+5 EL+5 Not Candidate Controlled EL+7 EL+7 16 Statements of Economic Interest- CU+4 - CU+4 V,H Note: Filing official, City Clerk makes and retains copy and Assuming/Initial,Annual, Leaving Office,and forwards to filing officer,FPPC. After copy has been on file for at Other Mandated Filings and Amendments least 2 years, may be retained on microfilm/other space-saving (Copies) materials available for public inspection. Compile and maintain Elected officials per GC87200: Mayor, current lists of all statements forwarded to FPPC. Statements City Council members,Committees must be made available as soon as practicable but no later than 2nd business day of receipt. Authority: GC81009,87500,2 CCR 18115 17 Statements of Economic Interest for Persons CU+4 - CU+4 V,H Note: Filing official, City Clerk makes and retains copy and Appointed/Nominated per GC87200(Copies): forwards to filing officer,FPPC. After copy has been on file for at RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year EL=Election Date *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 3 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DEPARTMENT: DATE:July,2015 CITY CLERK Item RETENTION No. RECORD SERIES TITLE COMMENTS AND CONTENTS OFFICE STORAGE TOTAL V.H.C. City Manager least 2 years,may be retained on microfilm/other space-saving City Attorney materials available for public inspection.Compile and maintain City Treasurer current lists of all statements forwarded to FPPC. Statements Planning Commissioners must be made available as soon as practicable but no later than Official Managing Public Investments 2nd business day of receipt. Authority: GC81009,87500,2CCR 18115 18 Statements of Economic Interest- CU+7 - CU+7 V,H Note:Clerk is filing official and officer.After original has been on (Form 700) For Designated City file for at least 2 years, may be retained on microfilm/other Employees/Conflict of Interest Code Filers space-saving materials available for public inspection.Compile (Original) and maintain current list of all statements filed. Statements must be made available as soon as practicable but no later than 2nd business day of receipt. Authority: GC81009, 87300,87302,87500,2CCR 18115 19 Gift to Agency Report(Form 801) CU +5 CU+5 V, H Authority:2 CCR 18944.2(c)(3)(G) 20 Tickets Provided by Agency(Form 802) CU +5 CU +5 V, H Authority:2 CCR 18944.2(c)(3)(G) ELECTIONS RECORDS 21 Affidavits of Registration -Canceled Originals EL+5 - EL+5 H Note: The Clerk may film canceled original affidavits of and Copies of Index to Affidavits of Registration registration or do similar method of preservation per Elections Code 17000(b), record the canceled affidavit,then may destroy affidavit following first general election after date of cancellation. Copies of index (per Elections Code 2180) - keep on file as public record of election,political research,and for governmental purposes. Authority: Elections Code 17000, 17001 22 Canvass P - P V,H Note:The whole number of votes cast in the city,the names of the persons voted for,the measures voted upon,for what office each person was voted for, the number of votes given at each precinct to each person and for and against each measure,the number of votes given in the city to each person and for and against each measure are entered in City resolution per Elections Code 10260 et seq. See "City Council Resolutions" RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year EL=Election Date *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 4 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DEPARTMENT: DATE:July,2015 CITY CLERK Item RETENTION No. RECORD SERIES TITLE - COMMENTS AND CONTENTS OFFICE STORAGE TOTAL V.H.C. retention period. Authority: Secretary of State Local Government Records Management Guidelines(February 2006). 23 Census-Federal,State,Special CU+2 - CU+2 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090 24 Certificates of Election T+4 - T+4 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006);GC 81009(a), (d). 25 Election—History P - P H Note: History of elections,sample ballots Authority: Secretary of State Local Government Records Management Guidelines (February 2006); GC 34090. 26 Election Records -Packages and Identification EL+limos. - EL+6mos. - Note: This series does not apply to federal office elections of Envelopes(Not Federal Elections as per President, VP, US Senator and Representative; however, this Elections Code 17301(a)) includes(but is not limited to)assessment district ballots.If there Voted polling place ballots is no contest or criminal action within the 6 month period, the Voted absent voter ballots package shall be destroyed or recycled;otherwise,the package Spoiled ballots remains unopened until destroyed/recycled. Canceled ballots See line 27 below for contested elections or when criminal Unused ballots surrendered by the voter charges are filed. per Elections Code Section 3015 Authority: Elections Code 17302; 17306; 17505. Ballot receipts Applications for absent voter ballots 27 Election Records and Supplies-Contested See - See *Note: If a contest or criminal action is commenced prior to the Elections Descriptor Descriptor date fixed for destruction, retain and do not destroy until court order to do so, or final determination, as set forth in Elections Code 15551. Authority: Elections Code 15551 28 Federal Office Elections Where Candidates are: EL+22 - EL+22 H Note:Records concern packages containing ballots/identification envelope, retain unopened and unaltered If no contest or RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year EL=Election Date *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 5 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DEPARTMENT: DATE:July,2015 CITY CLERK Item RETENTION No. RECORD SERIES TITLE - COMMENTS AND CONTENTS OFFICE STORAGE TOTAL V.H.C. President,VP, US Senator,and US mos. mos criminal action commenced within period,elections may destroy Representative or recycle; otherwise, retain unopened. Ballot packages of: Authority: Elections Code 17301 Voted poling places Voted absent voters Spoiled ballots Canceled ballots Unused absentee ballots surrendered by voter per Elections Code 3105 Ballot receipts 29 Initiative and Referendum Petitions CL+8mos. - CL+8mos. - Note:For this record series,CL(Closed/Completed)represents certification of election results,or,(when no election occurs)the Clerk's final examination of the petition. Destroy after said period,provided no action is pending or written request from AG, FPPC,Secretary of State,or other governmental agencies listed in Elections Code 17200(b).Public access restricted per GC6253.5. Authority: Elections Code 17200, GC6253.5 30 Nomination papers&signatures T+4 - T+4 H Note: All nomination documents and signatures in lieu of filing fee petitions are maintained by Clerk; for this record series, T (Termination)represents the term of the office elected.Destroy after said period,provided no action is pending or written request from AG, FPPC, Secretary of State, or other governmental agencies listed in Elections Code 17100. Authority: Elections Code 17100 31 Notifications and Publications re: Elections EL+2 EL+2 H Note: Proof of publication or posting, certification and listing of notice of posting, copy of newspaper notice and certification of offices to be voted for at forthcoming election. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 32 Oaths of Office T+6 - T+6 H Authority: Secretary of State Local Government Records RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year EL=Election Date *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 6 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DEPARTMENT: DATE:July,2015 CITY CLERK Item RETENTION No. RECORD SERIES TITLE - COMMENTS AND CONTENTS OFFICE STORAGE TOTAL V.H.C. Management Guidelines(February 2006); GC 34090;29 USC 1113. 33 Rosters of Voters or Combined Rosters& EL+5 - EL+5 H Note:The Clerk may film or use similar method to preserve said Indexes records in lieu of preserving original and destroy the roster following the next subsequent election per Elections Code 17300(b). Authority: Elections Code 17300 34 Tally Sheets and Ballot Cards-Federal Elections EL+22 - EL+22 H Note:All voters may inspect the contents of package at all times (President,VP, US Senator, US Representative) mos. mos. following commencement of official canvass. If no contest or Packages contain: criminal action is commenced within period, Clerk may destroy Two tally sheets,copy of index used as or recycle packages.Sealed ballot containers may be opened if voting record,challenge lists,assisted Clerk determines necessary for shredding or recycling,otherwise voter lists packages and containers to remain unopened until destroyed. Ballots Cards Authority: Elections Code 17303,17305 35 Tally Sheets and Ballot Cards-State/Local and EL+6 mos. - EL+6 H Note:All voters may inspect the contents of package at all times NOT Federal Offices as per Elections Code mos. following commencement of official canvass . If no contest or 17303(a) criminal action is commenced within period, Clerk may destroy Packages contain: or recycle packages.Sealed ballot containers may be opened if Two tally sheets,copy of index used as Clerk determines necessary for shredding or recycling,otherwise voting record,challenge lists,assisted packages and containers to remain unopened until destroyed. voter lists Authority: Elections Code 17304,17306 Ballot Cards REAL PROPERTY RECORDS 36 Assessment District P - P V,H Note:Covers collection information;original documentation files with municipal clerk Authority:There is no specific statutory authority for retention of this item;however,the Secretary of State has recommended this retention period per the authority of section GC34090(a)which does not authorize the destruction of records affecting title to real property or liens thereon. RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P= Permanent S=Superseded T=Termination CU=Current Year EL=Election Date *=See,Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 7 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DEPARTMENT: DATE:July, 2015 CITY CLERK Item RETENTION No. RECORD SERIES TITLE - COMMENTS AND CONTENTS OFFICE STORAGE TOTAL V.H.C. 37 CEQA Legal Notices: P - P Authority: GC34090(a)plus CEQA Guidelines Notices of exemption; Notices of completion; Notices of preparation; Notices of determination; Environmental Impact Report; Mitigation monitoring; Negative declaration; Comments;and Statements of overriding considerations 38 Real Property-Certificates of Compliance(Lot P - P V,H Authority: GC34090(a) Line Adjustments): Certificates&supporting data 39 Real Property-Dedications Files: P - P V,H Authority: GC34090(a) Offers of dedication&exhibits; Resolutions(file copies); and Correspondence&supporting data • 40 Real Property-Detachments/Withdrawals Files: P - P V,H Authority: GC34090(a) Maps&drawings; Studies&reports; Agreements;and Correspondence&supporting data 41 Real Property Files: P - P V,H Authority: GC34090(a) Deeds&supporting data; Quitclaims&supporting data;and Easements&supporting data 42 Subdivision Tracts P - P V,H Authority: GC34090(a) Lot Splits-Mergers LEGAL RECORDS RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU =Current Year EL=Election Date *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 8 • RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DEPARTMENT: DATE:July,2015 CITY CLERK Item RETENTION No. RECORD SERIES TITLE - COMMENTS AND CONTENTS OFFICE STORAGE TOTAL V.H.C. 43 Appeals CL+3 - CL+3 V,H,C Note: Original served copy should be immediately date- stamped upon receipt and forwarded to City Attorney.All else, retain original unless City Attorney's Office assistance is requested. Authority:There is no specific statutory authority for retention of this item; however,the Secretary of State has recommended this retention period per the authority of section covering statute of limitations contained in CCP583.320(a)(3) and GC34090 which does not authorize the destruction of records less than 2 years old. 44 Bankruptcy-related CL+2 CL+2 Note:Original served copy should be immediately date-stamped Hearing notices and motions upon receipt and forwarded to City Attorney. All else, retain Notices of Default original unless City Attorney's Office assistance is requested. Election to Surrender Deed of Trust. Authority: GC 34090(d). 45 City Attorney(Copy) Note:These documents are confidential. Original is with City General AR+2 AR+2 C Attorney. Opinions S+2 - S+2 C Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090; GC 6254(k). 46 Claims Against City(Copies) CL+5 - CL+5 V,H *Forward date-stamped original served copy to City Attorney. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. 47 Litigation Files(Copies) CL+5 - CL+5 H,C Note:Original is with City Attorney.These documents are confidential. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. 48 Petitions to City CU+2 - CU+2 H Authority: GC 34090(d). RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year EL=Election Date *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 9 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DEPARTMENT: DATE:July,2015 CITY CLERK Item RETENTION No. RECORD SERIES TITLE - COMMENTS AND CONTENTS OFFICE STORAGE TOTAL V.H.C. ADMINISTRATIVE and MISCELLANEOUS RECORDS 49 City Clerk and City Council Correspondence CU+2 - CU+2 - Note: City Clerk correspondence relating to a specific issue is Files: filed in the appropriate department file. Refer to row 53 for Incoming correspondence; electronic mail/communications. Outgoing correspondence Authority:Secretary of State Local Government Records Management Guidelines(February 2006);GC 34090(d). 50 City Clerk Memos CU+2 - CU+2 - Note: City Clerk memos relating to a specific issue are filed in Includes Conventions,Seminars,etc. the appropriate department file. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 51 City History Files: P P P H Authority: Secretary of State Local Government Records Selected historical records, including: Management Guidelines(February 2006). Maps&drawings; Photographs; Reports&studies; Articles&news-clippings; City publications; City newsletters;and Press releases 52 City Incorporation Documents P - P H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. 53 Electronic Mail 10 days - 10 days V,H,C Note: Emails are those kept in the ordinary course of business, per City's Computer System Usage Policy. If email qualifies as another type(s)of record category,kept in the ordinary course of business, retain and/or maintain for that type of record as mandated by this schedule; generally 2 yrs for most records, unless other statute/policy applies.Caveat:may be confidential RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E= Expiration P=Permanent S=Superseded T=Termination CU=Current Year EL=Election Date *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 10 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DEPARTMENT: DATE:July,2015 CITY CLERK Item RETENTION No. RECORD SERIES TITLE COMMENTS AND CONTENTS OFFICE STORAGE TOTAL V.H.C. and/or attorney-client privileged item. Authority: City's Computer System Usage Policy 54 Equipment Files: T+2 - T+2 H Note: For this record series, T (Termination) represents Owners manuals; termination of ownership of the equipment. Service/maintenance information; Authority: Secretary of State Local Government Records Purchase information;and Management Guidelines(February 2006); GC 34090(d). Correspondence&backup data 55 Insurance P - P V,H Note: Include Certificates of Insurance [filed separately from Liability/Property contracts], insurance filed by licensees, liability, property, Certificates of Participation,deferred used of facilities Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. 56 Licenses CU+2 - CU+2 V,H Note: Forms, documentation required by federal or state agencies Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 57 Organizations Files-Civic Organizations: CU+2 - CU+2 V,H Note: Examples include Chamber of Commerce, Rotary Club, Reports&studies; Homeowners' Association. This record series is for general Publications; and correspondence and communications with civic organizations. Backup data Records pertaining to agreements or projects with these organizations are addressed by and subject to the retention requirements in the record series 'Agreements, Contracts & Leases'. Authority: Secretary of State Local Government Records Management Guidelines(February 2006);GC 34090(d). 58 Organizations Files-Federal,State,County, CU+2 - CU+2 V,H Note:Examples include FPPC,County of Los Angeles,LAFCO, Local Government Agencies and Indian Tribes: and other cities. This record series is for general Reports&studies; correspondence and communications with government Publications;and agencies. Records pertaining to agreements or projects with RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU =Current Year EL=Election Date *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 11 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DEPARTMENT: DATE:July,2015 CITY CLERK Item RETENTION No. RECORD SERIES TITLE - COMMENTS AND CONTENTS OFFICE STORAGE TOTAL V.H.C. Backup data these organizations are addressed by and subject to the retention requirements in the record series 'Agreements, Contracts&Leases'. Authority: GC 34090(d) 59 Organizations Files-Professional Organizations: CU+2 - CU+2 V,H Note: Examples include SCAG, CCAC,and IIMC. This record Reports&studies; series is for general correspondence and communications Publications;and with professional organizations are addressed by and subject Backup data to the retention requirements in the record series 'Agreements, Contracts&Leases'. Authority: GC 34090(d). 60 Permits CU+2 - CU+2 V,H Note: Form, related documentation required by federal or state agencies Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. 61 Records Management-City Retention Schedules S+2 - S+2 - Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 62 Records Management-Destroyed Records Lists - Note: Originals to Exhibit of Resolution Approving Destruction &Approvals of Specified Records Authority: GC34090(e) 63 Riverside County S+2 - S+2 V,H Authority: Secretary of State Local Government Records Board of Supervisors Management Guidelines(February 2006); GC 34090(d). Flood Control Health DepartmentlAQMD Planning 11 GDQ-FS011CompanyShare\APPSIWPDATAICATH10001\RECORDS RETENTION SCHEDULES12015-City Clerk Records Retention Schedule(06.17.15).doc RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU =Current Year EL=Election Date *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 12 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY POLICE DEPARTMENT DATE:July,2015 Item RETENTION V.H.C. COMMENTS No. RECORD SERIES TITLE AND CONTENTS OFFICE RECORDS DESTROY CENTER INVESTIGATIONS & REPORTS 1 Accident Reports CL+2 - CL+2 Note:For traffic collision fatalities,retain permanently per recommendation of Secretary of State. Traffic Collision Fatalities Reports P - P Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 2 Actions-Disciplinary/Investigatory CL+2 - CL+2 Note: Scope of these records are administrative Records Relating to Department actions internally initiated by the Police Department Personnel and relating to conduct of police officers/departmental personnel. This record series does not include records pertaining to or initiated by citizen complaints governed by Penal Code Section 832.5. Refer to Rows 8 and 52, respectively,as appropriate. Authority: GC34090(d) 3 Arrest/Conviction(Marijuana) CL+2 - CL+2 V,H Note: "CL" for this record series denotes date of H&S Section 11357(b), (c), (d), conviction or arrest if no conviction; do not destroy if (e)or H&S Section 11360(b) pending civil action against law enforcement (see Violations Occurring after H&S 11361.5(d)); this record series applicable to January 1, 1976 convictions occurring after January 1,1976 or arrests not filed by conviction occurring after January 1,1976; I exception H&S 11357(e) - the records shall be retained until a juvenile offender attains the age of 18 I years,then destroyed pursuant to H&S 11361.5 Authority: H&S 11361.5 4 Arrest/Conviction(Marijuana) Mandatory - Mandatory V,H Note: Applicable convictions occurring prior to H&S Section 11357(b),(c), (d), destruction upon destruction upon January 1, 1976 or arrests not followed by a (e)or H&S Section 11360(b) I notice from DOJ notice from DOJ conviction occurring prior to January 1, 1976 for Violations Occurring before violations of H&S Section 11357, 11364, 11365, 11550 RETENTION CODES:AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AC=Active A/F=Destroy after microfilming CU +=Current Date of Record plus years/months/days,as indicated L=Life *-See Note for description VHC CODES: V=Vital H=Historical C=Confidential Page 1 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY POLICE DEPARTMENT DATE:July,2015 Item RETENTION V.H.C. COMMENTS No. RECORD SERIES TITLE AND CONTENTS OFFICE RECORDS DESTROY CENTER January 1, 1976 Authority: Secretary of State Local Government Records Management Guidelines(February 2006); H&S 11361.5(c). 5 Asset Forfeiture CL+2 CL+2 CL+2 Authority: Secretary of State Local Government Investigation/Proceedings Records Management Guidelines(February 2006); Case File GC 34090. 6 Case Books, Investigative CL+2 - CL+2 Note: Retained by division until a case is suspended/closed;transferred to Records Division to be filed with associated Daily Reports file. Authority: Secretary of State Local Government Records Management Guidelines (February 2006); GC 34090. 7 Case Files P - P Authority: Secretary of State Local Government Homicide; Investigator=s File Records Management Guidelines(February 2006); PC 799. 8 Claim Files Note: Claim copy, correspondence, photographs, Relating to Citizen Complaint CL+5 - CL+5 V supporting documents Authority: PC832.5 GC 34090(d) Against Police Officer CL+2 - CL+2 V Not relating to Citizen Complaint against Police Officer RETENTION CODES:AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AC=Active A/F=Destroy after microfilming CU+=Current Date of Record plus years/months/days,as indicated L=Life *-See Note for description VHC CODES: V=Vital H=Historical C=Confidential Page 2 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY POLICE DEPARTMENT DATE:July,2015 Item RETENTION V.H.C. COMMENTS No. RECORD SERIES TITLE AND CONTENTS OFFICE RECORDS DESTROY CENTER 9 Crime Reports-Felony With or Without See Descriptor - * Note: The destruction of felony, misdemeanor and Arrest infraction crime/supplemental reports is permitted provided: (1) does not relate to an unadjudicated arrest except for HS11357 or 11360 violations; (2) does not relate to unserved warrants; (3) does not involve identifiable items which have not been recovered;(4)does not relate to violations listed in PC 799, 800; (5) does not relate to PC290 (specified registrants), 457.1 (arson), or H&S11590 (specified registrants);and(6)cases are not presently involved in civil or criminal litigation *Authority:Secretary of State Guidelines recommend assigning retention on applicable statute of limitation i.e., PC 800,801: 6 yr for offenses punishable by imprisonment in state prison for 8 yr +; consider - Tolling/Extension of time periods in PC804;consider appeals in progress or"3 Strikes", if applicable 10 Crime Reports- CL+2 - CL+2 V,H Note: The destruction of felony, misdemeanor and Misdemeanor/infractions infraction crime/supplemental reports is permitted provided: (1) does not relate to an unadjudicated arrest except for HS11357 or 11360 violations; (2) does not relate to unserved warrants; (3) does not involve identifiable items which have not been recovered;(4)does not relate to violations listed in PC 799, 800; (5) does not relate to PC290 (specified registrants), 457.1 (arson), or H&S11590 (specified registrants);and(6)cases are not presently involved in civil or criminal litigation Authority: GC34090(d) 11 Destruction of Crime Property Authority: Secretary of State Local Government Guns P - P V,H RETENTION CODES:AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AC=Active A/F=Destroy after microfilming CU+=Current Date of Record plus years/months/days,as indicated L=Life *-See Note for description VHC CODES: V=Vital H=Historical C=Confidential Page 3 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY POLICE DEPARTMENT DATE:July, 2015 Item RETENTION V.H.C. COMMENTS No. RECORD SERIES TITLE AND CONTENTS OFFICE RECORDS DESTROY CENTER Narcotics P - P 1 V,H Records Management Guidelines(February 2006). 12 Fingerprints Note: Includes hardcopy and digitized; destroy after Suspect,Adult/Juvenile CL - CL V original purpose achieved;adult/juvenile suspected of a crime taken for comparison. Certain license applicants T+2 - T+2 V Authority: Secretary of State Local Government Records Management Guidelines(February 2006); POST Law Enforcement Management Guide; GC 34090(d). * * Records Latent *Secretary of State recommends applicable retention period for case statute of limitation or until evidence is destroyed. 13 Juvenile Mandatory Mandatory V Authority: Secretary of State Local Government Destruction Upon Destruction Upon Records Management Guidelines(February 2006); and Pursuant to and Pursuant to WIC 826(a), (b);WIC 781(a).-Upon petition, local Court Order Court Order laws enforcement records w/i WIC826(b)may be destroyed as ordered by court, if related probation and juvenile court records have been destroyed by the probation officer. Records involving arrests, detention and/or petitioning juvenile before juvenile court 14 Licenses Note re:pawn/secondhand dealers: Per Secretary of Bicycle CU+2 - CU+2 State Guidelines,original to Licensee,blue duplicate Bingo, Mace,etc. CU+2 - CU+2 to DOJ, pink duplicate retained by Agency, renewals Business License T+2 - T+2 issued annually by local agency. RETENTION CODES:AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AC=Active A/F=Destroy after microfilming CU+=Current Date of Record plus years/months/days,as indicated L=Life *-See Note for description VHC CODES: V=Vital H=Historical C=Confidential Page 4 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY POLICE DEPARTMENT DATE:July,2015 Item RETENTION V.H.C. COMMENTS No. RECORD SERIES TITLE - AND CONTENTS OFFICE RECORDS DESTROY CENTER Review Board Authority: GC 34090(d). Administrative File CU+2 - CU+2 Duplicate(pink),Second Hand Dealer, Pawn Brokers 15 Logs V,H Note re: property: Log items coming into and going Daily Activity(Jail) CU+2 - CU+2 out of property room Juvenile Detention CU+2 - CU+2 Authority: GC 34090(d). Investigative(Pre-arrest) CU+2 - CU+2 Property Control Logs CU+2 - CU+2 Rap Sheet Logs CL+2 - CL+2 Subpoena Logs CU+2 - CU+2 16 Narcotics -No Arrest Case Files CL+2 - CL+2 Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. 17 Officer Involved Shootings-Case Files CL+25 - CL+25 V,H Authority: Secretary of State Local Government Records Management Guidelines (February 2006); GC 34090. 18 Pawn Slips/Tickets CU+2 - CU+2 Authority: GC 34090(d). 19 Permits L+2 - L+2 Secretary of State Local Government Records include ABC License Management Guidelines(February 2006); GC Concealed Weapons Permits 34090(d). RETENTION CODES:AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AC=Active A/F=Destroy after microfilming CU+=Current Date of Record plus years/months/days,as indicated L=Life *-See Note for description VHC CODES: V=Vital H=Historical C=Confidential Page 5 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY POLICE DEPARTMENT DATE:July,2015 Item RETENTION V.H.C. COMMENTS No. RECORD SERIES TITLE - AND CONTENTS OFFICE RECORDS DESTROY CENTER 20 Photo Lab Authority: Secretary of State Local Government Card-sign out T+2 - T+2 Records Management Guidelines(February 2006). Chemical/Film Inventories S+2 - S+2 Operations Files T+2 - T+2 21 Property Files CU+2 - CU+2 Note:Original reports and supplemental documentation (Lost, Found, Safekeeping) Authority:Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 22 Property-Original Until case is - Until case is Note: Copy retained in records case file. adjudicated or adjudicated/or Authority: Secretary of State Local Government disposition disposition Records Management Guidelines(February 2006); determined determined Managing Property in Law Enforcement Agencies (POST). 23 Property, Pawn Brokers/Secondhand CU+2 - CU+2 Note: Sales, slips. Dealer required to file duplicate with agency. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 24 Registration Files,Arson,Sex and Life of Registrant - Life of Registrant V,H Note:Fingerprint card,photo,information also forwarded Narcotics Within Jurisdiction Within Jurisdiction to DOJ Authority: Secretary of State Local Government RETENTION CODES:AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AC=Active A/F=Destroy after microfilming CU +=Current Date of Record plus years/months/days,as indicated L=Life *-See Note for description VHC CODES: V=Vital H=Historical C=Confidential Page 6 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY POLICE DEPARTMENT DATE:July,2015 Item RETENTION V.H.C. COMMENTS No. RECORD SERIES TITLE AND CONTENTS OFFICE RECORDS DESTROY CENTER Records Management Guidelines(February 2006). 25 Restraining orders *See descriptor * *Retain until after law enforcement actions described in PC273.5,273.6,646.9,12028.5,13700 and Family Code Includes: Emergency Sections 6380-6383 are fulfilled and restraining order protective orders,temporary expires. retraining orders, legal Authority: Secretary of State Local Government stipulations,orders after hearing Records Management Guidelines(February 2006); PC 273.5,273.6,646.9, 12028.5, 13700. 26 Sealed Mandatory - Mandatory V Note:General provision:upon petition records of agency Adult Found Factually Innocent Destruction Upon Destruction Upon must be sealed and destroyed in accordance with the and Pursuant to and Pursuant to provisions set by court record and subject to exceptions. Court Order Court Order DO NOT destroy if arrestee or co-defendant has filed a civil action against the peace officers or law enforcement jurisdiction has made the arrest and City has received certified copy of complaint. In such case, retain until action is resolved. Authority: PC 851.8 27 Statistical (CR), Uniform Crime Reports CU+2 - CU+2 V,H Note: Originals sent to DOJ, FBI Mandatory to DOJ (LEIC); FBI Include Authority: Secretary of State Local Government Return A/Supplement;Supplementary Records Management Guidelines(February 2006); GC Homicide Report; Law Enforcement 34090(d). Officers Killed or Assaulted; Monthly Return of Arson Offenses Known to Law Enforcement; Number of Violent Crimes Committed Against Senior Citizens; Monthly Report of Domestic Violence Related Calls for Assistance; Monthly Arrest and Citation Register; Monthly Hate Crimes Incidents; Death RETENTION CODES:AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AC=Active A/F=Destroy after microfilming CU+=Current Date of Record plus years/months/days,as indicated L=Life *-See Note for description VHC CODES: V=Vital H=Historical C=Confidential Page 7 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY POLICE DEPARTMENT DATE:July,2015 Item RETENTION V.H.C. COMMENTS No. RECORD SERIES TITLE - AND CONTENTS OFFICE RECORDS DESTROY CENTER in Custody Reporting 28 Statistical (Crime Analysis) CU+2 - CU+2 H Note:Internally generated information using activity logs, citizen calls, current and past crime statistic reports, finance dept expenditure and budget records,citations, crime reports, accident reports, permits, receipts. Reports created for variety of purposes including increases/decreases in criminal activity;officer workload, deployment,time usage Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 29 Supplemental, Felony Capital Crimes, P - P V,H Note: Crimes include murder, kidnapping for ransom, Crimes Punishable by Death, Life treason, procuring execution by perjury,train wrecking, Imprisonment assault with deadly weapon by life term prisoner, bombing resulting in death/bodily injury;making defective war materials that cause death Authority: Secretary of State Local Government Records Management Guidelines(February 2006); PC 799. 30 Tapes Note: Recordings of telephone and radio Audio,Telephone,and Radio CU+180 days CU+180 days V,H communications" means the routine daily taping and - Communications Recordings recording of telephone communications to and from a city, city and county, or department, and all radio communications relating to the operations of the CU+13 mo. departments.Recordings subject to litigation/court action Surveillance/Security Routine - shall be preserved until pending litigation is resolved;this Video Monitoring(Includes record series does not include City Council Audio tapes. Videos of Jail) This record series does not include tape recordings of City Council/Agency meeting. See City Clerk schedule. RETENTION CODES:AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AC=Active A/F=Destroy after microfilming CU+=Current Date of Record plus years/months/days,as indicated L=Life *-See Note for description VHC CODES: V=Vital H=Historical C=Confidential Page 8 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY POLICE DEPARTMENT DATE:July,2015 Item RETENTION V.H.C. COMMENTS No. RECORD SERIES TITLE - AND CONTENTS OFFICE RECORDS DESTROY CENTER Authority:Secretary of State Local Government Records Management Guidelines(February 2006). Video Recording Media 90 days after - (videotapes,films,and occurrence of event CU+13 mo. V,H Note:"Routine video monitoring"means videotaping by a recordings of Aroutine video video or electronic imaging system designed to record monitoring@ pursuant to GC the regular and ongoing operations of the Department, 34090.6-duplicates) and includes mobile in-car video systems, jail observations and monitoring systems, and building security taping systems. Authority:Secretary of State Local Government Records Management Guidelines(February 2006). 90 days after Note: These items are duplicate records if a written occurrence of event minutes or audiotape recording of the event is recorded in the video medium.The Department may destroy such duplicate records, 90 days after the event recorded, pursuant to a City Council-approved procedure. Authority: GC 34090.7 31 Warrants V Note: Includes Warrant Service Information Card,alpha Felony Recall after 10 yrs - Recall after 10 yrs index card except for except for Authority: Secretary of State Local Government Murder/Escape Murder/Escape Records Management Guidelines(February 2006); California Law Enforcement Warrant Officer's Recall after 5 yrs - Recall after 5 yrs V Misdemeanor-Criminal CU - CU V Association. Served Until served, recalled Until served, recalled V Unserved or purged or purged Includes Warrant Svc Info Card,alpha index card V 849(b)and Any Arrest - Resulting in Detention only Reca I after 1 yr Recall after 1 yr Authority: Secretary of State Local Government Parking Recall after 5 yrs - Recall after 5 yrs Records Management Guidelines(February 2006). Traffic RETENTION CODES:AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AC=Active A/F=Destroy after microfilming CU+=Current Date of Record plus years/months/days,as indicated L=Life *-See Note for description VHC CODES: V=Vital H=Historical C=Confidential Page 9 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY POLICE DEPARTMENT. DATE:July,2015 Item RETENTION V.H.C. COMMENTS No. RECORD SERIES TITLE AND CONTENTS OFFICE RECORDS DESTROY CENTER PATROL 32 Citations V,H Cards-Dispatch&Field CU+2 - CU+2 *Authority: Secretary of State Local Government Interview Records Management Guidelines(February 2006); GC Citations: 34090(d); H+S 11361.5;34090.7. Until offender= 18 yr - Until offender= 18 yr HS11357(e),Juvenile CL+2 - CL+2 HS11357(b),(c)(d); 11360(b) violations CL+2 - CL+2 Cite&Release CU+90 days - CU+90 days CA Vehicle Code Infractions- (Duplicates) CU+2 - CU+2 Note: Originals forwarded to court after agency Parking/Traffic(Duplicates) processing; includes citations electronically created CU+2 - CU+2 Transmittals RETENTION CODES:AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AC=Active A/F=Destroy after microfilming CU+=Current Date of Record plus years/months/days,as indicated L=Life *-See Note for description VHC CODES: V=Vital H=Historical C=Confidential Page 10 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY POLICE DEPARTMENT DATE:July, 2015 A Kt rtNTIDN■ Item RETENTION V.H.C. COMMENTS No. RECORD SERIES TITLE AND CONTENTS OFFICE RECORDS DESTROY CENTER 33 Communication CU+2 - CU+2 V,H Note: Documents problems, malfunctions, resolution to Equipment-Radio Logs provide equipment performance history. (Communication) Radar Calibration Reports T+2 - T+2 Note: Documentation of radar instruments retained during use/ownership. Authority:Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). JAIL 34 Daily Activity Logs CU+6 - CU+6 V,H Note: Daily report of staffing, bookings/releases, transfers,transportation Authority: Secretary of State Local Government Records Management Guidelines(February 2006). 35 Inked/Palm Cards AC+20 - AC+20 V Note: Persons booked into detention facilities;copies distributed to County, State, Federal agencies applicable. Authority: Secretary of State Local Government Records Management Guidelines(February 2006). 36 Inmates-Negatives of Photographs CU+20 - CU+20 V,H Note: Organized by prisoner number Authority:Secretary of State Local Government Records Management Guidelines(February 2006). 37 Inmate Records * - * V *Authority: Secretary of State recommends retention dependent on the facility's classification, referring to Laws and Guidelines for Local Detention Facilities by RETENTION CODES:AR=Annual Review A=Audit CL=Closed/Completed E= Expiration P= Permanent S=Superseded T=Termination AC=Active A/F=Destroy after microfilming CU+=Current Date of Record plus years/months/days,as indicated L=Life *-See Note for description VHC CODES: V=Vital H=Historical C=Confidential Page 11 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY POLICE DEPARTMENT DATE:July,2015 Item RETENTION V.H.C. COMMENTS No. RECORD SERIES TITLE - AND CONTENTS OFFICE RECORDS DESTROY CENTER Board of Collections(State of California). 38 Jail-Surveys CL+2 - CL+2 Note: Prepared quarterly,forwarded to State Board of Corrections Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). LEGAL RECORDS 39 Appeals(Served Copies) CU+3 - CU+3 V,H Note: Original copy should be date-stamped and forwarded to City Attorney. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); CCP 583.320(a)(3). 40 City Attorney memoranda and legal S+2 - S+2 C Note: Original is with City Attorney; retain until opinions updated;these items are confidential Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090; GC 6254(k). 41 Citizen Complaints(See Investigations under ADMINISTRATIVE Row 52) 42 Litigation Files(Copies) CL+2 - CL+2 C Note: Duplicate series; original is with City Attorney Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. RETENTION CODES:AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AC=Active A/F=Destroy after microfilming CU+=Current Date of Record plus years/months/days,as indicated L=Life *-See Note for description VHC CODES: V=Vital H=Historical C=Confidential Page 12 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY POLICE DEPARTMENT DATE:July,2015 Item RETENTION V.H.C. COMMENTS No. RECORD SERIES TITLE AND CONTENTS OFFICE RECORDS DESTROY CENTER 43 Subpoenas (Duplicate) CU-F2 - CU+2 Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). ADMINISTRATIVE and MISCELLANEOUS 44 California State CU+2 - CU+2 V,H Authority: GC34090(d) Other State Agencies 45 Electronic Mail 10 days - 10 days V,H,C Note: Emails are those kept in the ordinary course of business, per City's Computer System Usage Policy. If email qualifies as another type(s) of record category, kept in the ordinary course of business, retain and/or maintain for that type of record as mandated by this schedule; i.e., generally 2 yrs for most records, unless other statute/policy applies.Caveat:may be confidential and/or attorney-client privileged item. Authority: City's Computer System Usage Policy RETENTION CODES:AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AC=Active A/F=Destroy after microfilming CU+=Current Date of Record plus years/months/days,as indicated L=Life *-See Note for description VHC CODES: V=Vital H=Historical C=Confidential Page 13 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY POLICE DEPARTMENT DATE:July,2015 Item RETENTION V.H.C. COMMENTS No. RECORD SERIES TITLE AND CONTENTS OFFICE RECORDS DESTROY CENTER 46 Correspondence CU+2 - CU+2 V,H Note: For citizen complaints see Investigations under Chron Files; ADMINISTRATION Row 52;for correspondence and Printed(on paper) Electronic attachments stored in electronic mail format,see Row Mail Messages and 45. Attachments; Authority: Secretary of State Local Government General/Public; Records Management Guidelines(February 2006); GC Controlled; 34090(d). Reports; Subject Files Reproduction/printing requests;and Correspondence not attached to agreement or project file 47 Department Manual S+2 - S+2 V,H Changes to Manual are recorded in the General Orders(permanent) Authority: GC 34090(d) 48 Equipment Files T+2 - T+2 Note:T for this record is termination of ownership of Owners Manuals; the equipment. Service/Maintenance; Authority:Secretary of State Local Government Purchase Information;and Records Management Guidelines(February 2006); GC Correspondence/Back-up Data 34090. 49 Federal Agencies CU+2 - CU+2 V,H Authority: GC34090(d) RETENTION CODES:AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P= Permanent S=Superseded T=Termination AC=Active A/F=Destroy after microfilming CU+=Current Date of Record plus years/months/days,as indicated L=Life *-See Note for description VHC CODES: V=Vital H=Historical C=Confidential Page 14 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY POLICE DEPARTMENT DATE:July,2015 Item RETENTION V.H.C. COMMENTS No. RECORD SERIES TITLE - AND CONTENTS OFFICE RECORDS DESTROY CENTER 50 Fingerprint-Employment T+2 - T+2 Note: Paperwork authorizing fingerprinting and background checks for City Employment Applicants. *If litigation initiated, maintain, during pendency of litigation, including all possible appeal periods. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d); GC 12946. 51 Grievance Files(Copies) CL+2* - CL+2* V Note:Original with Human Resources;includes grievance filed by employees,supporting documentation. *If litigation initiated, maintain, during pendency of litigation, including all possible appeal periods. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090; GC 12946. 52 Investigations-Employment Background(Hired employees) CU +7 - CU +7 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d) Internal investigations v Authority: PC832.5; Evidence 1045; GC12946. pertaining to disciplinary CL+5 - CL+5 matters,citizen complaints 53 Local Government Agencies including CU+2 - CU+2 V,H Authority: GC34090(d) Indian Tribes 54 Organization Files CU+2 - CU+2 H Authority: GC34090(d) RETENTION CODES:AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AC=Active A/F=Destroy after microfilming CU+=Current Date of Record plus years/months/days,as indicated L=Life *-See Note for description VHC CODES: V=Vital H=Historical C=Confidential Page 15 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY POLICE DEPARTMENT DATE:July,2015 Item RETENTION V.H.C. COMMENTS No. RECORD SERIES TITLE - AND CONTENTS OFFICE RECORDS DESTROY CENTER Civic Organizations, Homeowners Associations Professional Organizations 55 Photographs of personnel Note: Not case-related (Public relations, promotions, Negative log CU+2* - CU+2* events,ceremonies, staff photos) Negatives, Miscellaneous CU+2* - CU+2* *If litigation initiated, maintain during pendency of litigation, including all possible appeal periods. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d); GC 12946. 56 Policies and Procedures S+2 - S+2 V,H Authority: GC34090(d) 57 Projects, Programs, Events, Issues, CU+5 - CU+5 H Authority: Secretary of State Local Government Activities Records Management Guidelines(February 2006); GC 34090(d). RETENTION CODES:AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AC=Active A/F=Destroy after microfilming CU+=Current Date of Record plus years/months/days,as indicated L=Life *-See Note for description VHC CODES: V=Vital H=Historical C=Confidential Page 16 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY POLICE DEPARTMENT DATE:July,2015 Item RETENTION V.H.C. COMMENTS No. RECORD SERIES TITLE - AND CONTENTS OFFICE RECORDS DESTROY CENTER 58 Range Inventory S+2 - S+2 Note: Quarterly reports of inventories of weapons and ammunition held by Department Range. Authority: GC34090(d) 59 Riverside County CU+2 - CU+2 V,H Authority: GC34090(d) 60 Training V,H Note: Includes brochures, promotional materials, speakers'info, guests, other documents Event files CU+2 - CU+2 Scope, content,time period of courses Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). - Lesson plans, range CU+2 CU+2 Authority: GC 34090(d). T+7 T+7 Authority: Secretary of State Local Government Personnel by name Records Management Guidelines(February 2006); GC 34090. CU+2 CU+2 Note: Includes daily, weekly, monthly schedules of Schedules, Range training events at range, internal&external training Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). RETENTION CODES:AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AC=Active A/F= Destroy after microfilming CU+=Current Date of Record plus years/months/days,as indicated L=Life *-See Note for description VHC CODES: V=Vital H=Historical C=Confidential Page 17 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY POLICE DEPARTMENT DATE:July,2015 Item RETENTION V.H.C. COMMENTS No. RECORD SERIES TITLE AND CONTENTS OFFICE RECORDS DESTROY CENTER 61 Use of Force Supervisory Review Files CU+2 - CU+2 Note: Includes review forms,arrest report copies, logs Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 62 Volunteer Files T+2 - T+2 Note: Volunteers'identification, contact info Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 63 Watch assignment/timekeeping records CU+2 - CU+2 Authority: Secretary of State Local Government Records Management Guidelines(February 2006);GC 34090(d). 64 Weapons Authority: Secretary of State Local Government Department-owned database, P - P Records Management Guidelines(February 2006). personal weapons,alternate, secondary, handguns, inventory repairs, inactive concealed \\GDQ-FS01\CompanyShare\APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2015-Police Department Records Retention Schedule(06.17.15).doc RETENTION CODES:AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AC=Active A/F=Destroy after microfilming CU+=Current Date of Record plus years/months/days,as indicated L=Life *-See Note for description VHC CODES: V=Vital H=Historical C=Confidential Page 18 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE: July, 2015 PLANNING Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL LAND USE and PLANNING RECORDS 1 Annexations(LAFCO) 2 P P V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(a). 2 Case Files, Planning and Zoning P - P V,H Note: GC34090(a);H&S19850 Pertains to real property.May include: blueprints,drawings, maps, plans, reports, evaluations,uses, compliance certificates, lot line adjustments,or other planning- related matters brought before legislative body 3 CEQA Documents P - P V,H Authority: GC34090(a)+CEQA Guidelines Exemptions; Environmental Impact Report; Mitigation monitoring; Negative Declaration; Notices of Completion and Determination; Comments; and Statements of Overriding Considerations 4 Flood Records CU+2 - CU+2 - Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 5 Interpretations CU +2 - CU+2 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 6 Lot Split Cases P - P - Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(a). RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination A/F=Destroy after microfilming CU+#=Current Year plus years as indicated L=Life VHC CODES: V=Vital H=Historical C=Confidential Page 1 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE: July, 2015 PLANNING Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 7 Maps-City Boundaries P - P V,H Note: Recorded maps,surveys, monuments Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(a). 8 Original Zoning Maps P - P V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(a). 9 Plans Note: Includes Sphere of Influence General Plan and Elements P - P V,H Authority:GC34090(a),(e) 10 General Plan Amendments V,H Authority: Secretary of State Local Government Records Approved CL+2 - CL+2 Management Guidelines(February 2006); GC 34090; GC Denied CU+3 - CU+3 50110; GC 65103. 11 Street Name Changes P - P - Note:Street dedications,closings, address assignment/changes Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(a). 12 Studies, Fees Studies,Special Projects and Areas CL+2 - CL+2 - Authority:Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 13 Variances P - P - Authority: GC34090(a) 14 Zoning P - P - Authority: GC34090(a) 15 Conditional Use Permits CU+2 - CU+2 - Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AIF=Destroy after microfilming CU+#=Current Year plus years as indicated L=Life VHC CODES: - V=Vital H=Historical C=Confidential Page 2 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE: July, 2015 PLANNING Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 16 Permits,Other C+2 - C+2 - Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 17 Photographs P - P - Note: Includes aerial photos Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(a). PLANNING COMMISSION and RELATED COMMITTEES 18 Planning Commission and Committees Notices of CU+2 - CU+2 V,H Note: Includes special meetings and other public notices Meetings Authority: GC34090.7 and 54960.1(c)(1). 19 Certificate of Posting and other Legal Advertising CU+4 - CU+4 H Authority: Secretary of State Local Government Records Proof of Publications Management Guidelines(February 2006); CCP 343; CCP 349 et. seq.; GC 911.2; GC 34090. 20 Agendas and Staff Reports CU+2 - CU+2 V,H Authority:Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. 21 Minutes P - P V,H Authority: GC34090(e) 22 Meetings-Audio and Video Tapes 6 months - 6 months H Note: Authority: GC34090(d). RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AIF=Destroy after microfilming CU+#=Current Year plus years as indicated L=Life VHC CODES: V=Vital H=Historical C=Confidential Page 3 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE: July, 2015 PLANNING Item RETENTION COMMENTS•••• No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 23 Planning Commissioner and Other Committee T+2 - T+2 V,H Note:T=Termination of Service Members Files Authority: Secretary of State Local Government Records Applications; Management Guidelines(February 2006); GC 34090(d). Letters of Appointment; Letters of Resignation; Certificates;and Oaths I LEGAL RECORDS 24 City Attorney memoranda and legal opinions S+2 - S+2 C Note: Confidential Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090; GC 6254(k). 25 Appeals(Copies) CL+3 - CL+3 V,H Note:Original copy should be date-stamped and forwarded to City Attorney. Authority: Secretary of State Local Government Records Management Guidelines(February 2006);CCP 583.320(a)(3);GC 34090 26 Litigation Files(Copies) CL+2 - CL+2 C Note: Duplicate series; original is with City Attorney Authority: GC 34090 ,I RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AIF=Destroy after microfilming CU+#=Current Year plus years as indicated L=Life VHC CODES: V=Vital H=Historical C=Confidential Page 4 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE: July, 2015 PLANNING Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL ADMINISTRATIVE and MISCELLANEOUS RECORDS 27 Correspondence CU+2 - CU+2 V,H Note: For electronic mail/communication, see row 30 Chron Files; Authority: GC34090(d) General/Public; Controlled; Reports; Subject Files Reproduction/printing requests;and Correspondence not attached to agreement or project file 28 Departmental Policies and Procedures S+5 - S+5 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 29 Department Projects, Programs, Events, Issues, CU+5 - CU+5 H Authority:Secretary of State Local Government Records Activities Management Guidelines(February 2006); GC 34090. 30 Electronic Mail 10 days - 10 days V,H,C Note:Emails are those kept in the ordinary course of business,per City's Computer System Usage Policy.If email qualifies as another type(s)of record category,kept in the ordinary course of business, retain and/or maintain for that type of record as mandated by this schedule; i.e., generally 2 yrs for most records, unless other statute/policy applies.Caveat:may be confidential and/or attorney- client privileged item. Authority: City's Computer System Usage Policy 31 Equipment Files T+2 - T+2 - Note:T for this record is termination of ownership of the Owners Manuals; equipment. Service/Maintenance; Authority: Secretary of State Local Government Records Purchase Information;and Management Guidelines(February 2006); GC 34090(d). Correspondence/Back-up Data RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination A/F=Destroy after microfilming CU+#=Current Year plus years as indicated L=Life VHC CODES: V=Vital H=Historical C=Confidential Page 5 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE: July, 2015 PLANNING Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 32 California State CU+2 - CU+2 V,H Authority: GC34090(d) Governor's Office/Planning and Research Other State Agencies 33 Riverside County CU+2 - CU+2 V,H Authority: GC34090(d) 34 Local Government Agencies including Indian Tribes CU+2 - CU+2 V,H Authority: GC34090(d) 35 Federal Agencies CU+2 - CU+2 V,H Authority: GC34090(d) 36 Organization Files CU+2 - CU+2 H Authority: Secretary of State Local Government Records Civic Organizations, Homeowners Management Guidelines(February 2006); GC 34090(d). Associations Professional Organizations \\GDQ-FSO1\CompanyShare'APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2015-Planning Records Retention Schedule(06.17.15).doc RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination AIF=Destroy after microfilming CU+#=Current Year plus years as indicated L=Life VHC CODES: V=Vital H=Historical C=Confidential Page 6 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July, 2015 ENGINEERING Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL PERMITS AND PLANS 1 Certificates of Insurance P - P Note:Compliance,elevation,occupancy which affect real property Authority: recommended this retention period per the authority of GC34090. 2 Construction(Approved) P - P Note:This record series pertains to public works construction per GC4002. Original building permits are maintained by Building Department Authority: GC34090(a); GC34090.7; GC4000 et seq. 3 Field Books-Surveys P - P V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(a). 4 Miscellaneous Drawings, Blueprints,and CL+2 - CL+2 Note: Includes those submitted by contractors with application for Specifications permit and builds for Certificate of Occupancy;compare those for Plans of Buildings below Authority:Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 5 Permits P - P V Note:Permits are those issued by this Department and include but are not limited to:Encroachment and Utility(private development). However, building permits are maintained by the Building Department. Authority:Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(a). 6 Plans(General/Building) L - L V,H Note: "L" in this series means "Life" of building; for duplication, requires authorization from original or current owner of building and the professional signing off on the plan(H&S 19851). Except for plans for development as defined in Sections 4100 or 6534 of the Civil Code, plans need not be filed for: (a) Single or multiple dwellings not more than two stories and basement in height. (b) Garages and other structures appurtenant to buildings described RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed CU=Current Date of Document E=Expiration P=Permanent S=Superseded T=Termination L=Life VHC CODES: V=VitalH=Historical C=Confidential Page 1 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 ENGINEERING Item RETENTION _ No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL under subdivision (a). (c) Farm or ranch buildings. (d) Any one- story building where the span between bearing walls does not exceed 25 feet. The exemption in this subdivision does not, however,apply to a steel frame or concrete building. Authority: H&S19850; H&S 19851 7 Plans,Capital Improvement, Projects P - P Note: Streets, curbs, gutters,sidewalks, storm drains Includes:Street and Drainage Plans Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(a). 8 Grading Plans P - P Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(a). Permit(only) CL+2 - CL+2 Authority: GC34090(d) STREETS/ALLEYS 9 Traffic Engineering/Street Improvements Related V,H Authority: Secretary of State Local Government Records Includes: (all) Management Guidelines(February 2006);GC 34090(a). AbandonmentNacations/Lot-line adjustments P - P Closures/Mergers P - P Easements, Dedications, Rights-of-Way P - P Field Books/Survey/Subdivision Map P - P Naming and Numbering(Block/House) P _ F See Above(all except as noted) Intersection Records CU+2* - CU+2* Development Conditions *Authority: Secretary of State Local Government Records P - P Record Map Checking P _ P Management Guidelines(February 2006); GC 34090(d). Improvement Plan Checking and Review P - P RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed CU=Current Date of Document E=Expiration P=Permanent S=Superseded T=Termination L=Life VHC CODES: V=VitalH=Historical C=Confidential Page 2 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 ENGINEERING Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL Inventory,Traffic Control Device S+2* - S+2* 10 Parking (Traffic Engineering Related) V,H Authority:Secretary of State Local Government Records Lots CU+2 - CU+2 Management Guidelines(February 2006);GC 34090(d). Regulations/Zones S+2 - S+2 11 Photographs S+2 - S+2 Note: Includes aerials Authority: Secretary of State Local Government Records Management Guidelines(February 2006);GC 34090(d). 12 Reports/Studies CL+2 - CL+2 Note: Studies/reports pertaining to private construction projects Includes Traffic Safety Survey Related shall not be maintained by the Department unless otherwise required by law. Authority: Secretary of State Local Government Records Management Guidelines(February 2006);GC 34090(d). 13 Routes,School Bus&Truck, Bike Paths(Traffic S+2 - S+2 Note: Includes truck routes, access ramps, rest areas Engineering Related) Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 1 14 Signage L+2 - L+2 Note: Includes restricted parking zones,log books, index register cards, inventory lists, records of traffic signs Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 15 Traffic Signals L+2 - L+2 Note: Logs, drawings, wiring diagrams, codes, circuit numbers, Includes:Traffic Control Plan installation records,testing and maintenance. Authority: Secretary of State Local Government Records Management Guidelines(February 2006). RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed CU=Current Date of Document E=Expiration P=Permanent S=Superseded T=Termination L=Life VHC CODES: V=VitalH=Historical C=Confidential Page 3 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 ENGINEERING Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 16 Soil CL+2 - CL+2 V,H Note: Includes reports Authority: GC34090(d) LEGAL RECORDS 17 Appeals(Copies) CL+3 - CL+3 V,H Note: Original copy should be date-stamped and forwarded to City Attorney. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); CCP 583.320(a)(3); GC 34090. 18 City Attorney memoranda and legal opinions S+2 - S+2 C Note: Retain until updated;these items are confidential Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090; GC 6254(k). 19 Citizen Complaints(See Correspondence under ADMINISTRATIVE 20 California State CU+2 - CU+2 V, H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. TRANSPORTATION COMMISSION and RELATED COMMITTEES 21 Commission and Committees Notices of Meetings CU+2 - CU+2 V,H Note: Includes special meetings and other public notices Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed CU=Current Date of Document E=Expiration P=Permanent S=Superseded T=Termination L=Life VHC CODES: V=VitalH=Historical C=Confidential Page 4 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 ENGINEERING Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 22 Certificate of Posting and other Legal Advertising CU+4 CU+4 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. 23 Agendas and Staff Reports CU+2 - CU+2 V,H Authority: There is no specific statutory authority for this item however Secretary of State has recommended this retention period per the authority of GC34090. 24 Minutes P - P V,H Authority: GC34090(e) 25 Transportation Commission Meetings-Video 90 days - 90 days H Authority: GC34090(d) Tapes 26 Transportation Commission-Commissioner and T+2 - T+2 V,H Authority: Secretary of State Local Government Records Other Committee Members Files Management Guidelines(February 2006); GC 34090. Applications; Letters of Appointment; Letters of Resignation; Certificates;and Oaths ADMINISTRATIVE and MISCELLANEOUS RECORDS 27 Correspondence CU+2 - CU+2 V,H Note: For email,see row 30 below Chron Files; Authority: Secretary of State Local Government Records General/Public; Management Guidelines(February 2006); GC 34090(d). Controlled; Reports; Citizen Complaints; Subject Files Reproduction/printing requests;and Correspondence not attached to agreement or project file RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed CU=Current Date of Document E=Expiration P=Permanent S=Superseded T=Termination L=Life VHC CODES: V=VitalH=Historical C=Confidential Page 5 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July, 2015 ENGINEERING Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 28 Departmental Policies and Procedures S+5 - S+5 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 29 Department Projects, Programs, Events, Issues, CU+5 - CU+5 H Authority: Secretary of State Local Government Records Activities Management Guidelines(February 2006); GC 34090. Publications 30 Electronic Mail 10 days - 10 days V,H,C Note:Emails are those kept in the ordinary course of business,per City's Computer System Usage Policy.If email qualifies as another type(s)of record category,kept in the ordinary course of business, retain and/or maintain for that type of record as mandated by this schedule. i.e., generally 2 yrs for most records, unless other statute/policy applies.Caveat:may be confidential and/or attorney- client privileged item. Authority: City's Computer System Usage Policy 31 Equipment Files(Including Vehicles) T+2 - T+2 - Note:T=termination of ownership of the equipment. Owners Manuals; Authority: Secretary of State Local Government Records Service/Maintenance/Gas Logs; Management Guidelines(February 2006); GC 34090(d). Vendors; Catalogs; Purchase Information 32 Federal Agencies CU+2 - CU+2 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006);GC 34090(d). 33 Local Government Agencies CU+2 - CU+2 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006);GC 34090(d). 34 Organization Files CU+2 - CU+2 H Authority: Secretary of State Local Government Records Civic Organizations, Homeowners Management Guidelines(February 2006); GC 34090(d). Associations Professional Organizations RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed CU=Current Date of Document E=Expiration P=Permanent S=Superseded T=Termination L=Life VHC CODES: V=Vital H=Historical C=Confidential Page 6 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July, 2015 ENGINEERING Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 35 Riverside County CU+2 - CU+2 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 11 GDQ-FS011CompanyShare\APPS\WPDATAICATH100011RECORDS RETENTION SCHEDULES12015-Engineering Records Retention Schedule(06.17.15).doc RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed CU=Current Date of Document E=Expiration P=Permanent S=Superseded T=Termination L=Life VHC CODES: V=Vital H=Historical C=Confidential Page 7 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 PUBLIC WORKS Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL MAINTENANCE PUBLIC STREETS,SIDEWALKS,THOROUGHFARES 1 Field Books P - P V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(a). 2 Flooding/Traffic Safety CU+2 - CU+2 Note: Includes other unusual road conditions; barricades; emergencies related Authority: GC34090(d) 3 General Maintenance/Operations CU+2 - CU+2 V,H Authority: GC34090(d) Work Orders Inspection Repairs Cleaning Signals Striping 4 Irrigation CU+2 - CU+2 Note: Includes schedule Authority: GC34090(d) 5 Landscape Maintenance CU+2 - CU+2 Authority: GC34090(d) 6 Miscellaneous Drawings, Maps, Mylars, Blueprints, CL+2 - CL+2 Authority:There is no specific statutory authority for the retention and Specifications of this item; however,the Secretary of State has recommended this retention period per the authority of GC34090(d)which does not authorize the destruction of records less than 2 years old. 7 Photographs CU+2 - CU+2 Note: Includes aerials Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 8 Reports/Studies CL+2 - CL+2 Note: Studies/reports pertaining to those of private construction projects shall not be maintained by the Department unless required by law. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed CU=Current Date of Document E=Expiration P=Permanent S=Superseded T=Termination L=Life VHC CODES: V=VitalH=Historical C=Confidential Page 1 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 PUBLIC WORKS Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 9 Sidewalk L+2 - L+2 Note: Includes records relating to replacement, construction; curbs,gutters and cross gutters Authority: GC34090(d) 10 Signage L+2 - L+2 Note: Includes records relating to replacement Authority: GC34090(d) 11 Storm Drains CU+2 - CU+2 Note: Includes records relating to maintenance Retention Basins(Cleaning) Authority: GC34090(d) LEGAL RECORDS 12 Appeals(Copies) CL+3 - CL+3 V,H Note: Original copy should be date-stamped and forwarded to City Attorney. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); CCP 583.320(a)(3); GC 34090. 13 City Attorney memoranda and legal opinions S+2 - S+2 C Note: Retain until updated;these items are confidential Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090; GC 6254(k). 14 Citizen Complaints(See Correspondence under ADMINISTRATIVE) 15 California State CU+2 - CU+2 V, H Authority: GC34090 ADMINISTRATIVE and MISCELLANEOUS RECORDS 16 Correspondence CU+2 - CU+2 V,H Note: For electronic records, see below Chron Files; Authority: Secretary of State Local Government Records General/Public; Management Guidelines(February 2006);GC 34090(d). Controlled; Reports; Citizen Complaints; Subject Files Reproduction/printing requests;and - - - RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed CU =Current Date of Document E=Expiration P=Permanent S=Superseded T=Termination L=Life VHC CODES: V=VitalII=Historical C=Confidential Page 2 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 PUBLIC WORKS Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL Correspondence not attached to agreement or project file 17 Departmental Policies and Procedures S+5 - S+5 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 18 Department Projects, Programs, Events, Issues, CU+5 - CU+5 H Authority: Secretary of State Local Government Records Activities Management Guidelines(February 2006); GC 34090(d). Publications 19 Electronic Mail 10 days - 10 days V,H,C Note: Emails are those kept in the ordinary course of business, per City's Computer System Usage Policy. If email qualifies as another type(s)of record category,kept in the ordinary course of business, retain and/or maintain for that type of record as mandated by this schedule.i.e;generally 2 yrs for most records, unless other statute/policy applies. Caveat: may be confidential and/or attorney-client privileged item. Authority: City's Computer System Usage Policy 20 Equipment Files(Including Vehicles) T+2 - T+2 - Note:T=Termination of ownership of the equipment. Owners Manuals; Authority: Secretary of State Local Government Records Service/Maintenance/Gas Logs; Management Guidelines(February 2006); GC 34090(d). Vendors; Catalogs; Purchase Information 21 Federal Agencies CU+2 - CU+2 V,H Authority: GC34090(d) 22 Local Government Agencies CU+2 - CU+2 V,H Authority: GC34090(d) 23 Organization Files CU+2 - CU+2 H Authority: Secretary of State Local Government Records Civic Organizations, Homeowners Management Guidelines(February 2006); GC 34090(d). Associations Professional Organizations 24 Riverside County CU+2 - CU+2 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). \\GDQ-FS011CompanyShare1APPS\WPDATA\CATH100011RECORDS RETENTION SCHEDULES\2015-Public Works Records Retention Schedule(06.16.15).doc RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed CU=Current Date of Document E=Expiration P=Permanent S=Superseded T=Termination L=Life VHC CODES: V=Vital H=Historical C=Confidential Page 3 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 BUILDING Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL BUILDING INSPECTION AND PLAN CHECKS 1 Backup files CL+2 - CL+2 V,H Authority: GC34090(d) Note: L= Life of Building 2 Building Calculations L - L Authority: GC 34090 Building Code Note: Legislative items/ordinances are filed "P" with 3 Review,Compliance S+2 - S+2 City Clerk Authority: GC34090(d) 4 Building Inspection Reports CL+2 - CL+2 Note: Includes Log Book;daily inspections City Projects Authority: Secretary of State Local Government Other Inspections Records Management Guidelines(February 2006); GC 34090. 5 Field Books-Surveys P - P V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(a). 6 Miscellaneous Drawings, Maps, Mylars, Blueprints, CL+2 - CL+2 Note: Includes those submitted by contractors with and Specifications application for permit and builds for Certificate of Occupancy; compare those for Plans of Buildings below Authority:Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 7 Permits P - P V Authority:Secretary of State Local Government Records Management Guidelines(February 2006); RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed CU=Current Date of Document E=Expiration P=Permanent S=Superseded T=Termination L=Life VHC CODES: V=Vital H=Historical C=Confidential Page 1 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 BUILDING Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL GC 34090(a). 8 Plans L - L V,H Note: "L" = Life of building; for duplication, requires authorization from original or current owner of building and the professional signing off on the plan (H&S 19851). Except for plans for development as defined in Sections 4100 or 6534 of the Civil Code,plans need not be filed for: (a) Single or multiple dwellings not more than two stories and basement in height. (b) Garages and other structures appurtenant to buildings described under subdivision (a). (c) Farm or ranch buildings. (d) Any one-story building where the span between bearing walls does not exceed 25 feet. The exemption in this subdivision does not,however,apply to a steel frame or concrete building. Authority: H&S19850; H&S 19851 9 Plan Check P - P Authority:Secretary of State Local Government Commercial/Industrial Records Management Guidelines(February 2006); Single Family GC 34090(a). 10 Photographs S+2 - S+2 Note: Includes aerials Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 11 Receipt Books CL+4 - CL+4 Authority: CCP338 12 Reports/Studies CL+2 - CL+2 Note: Studies/reports pertaining to those of private construction projects shall not be maintained by the Department unless required by law. Authority:Secretary of State Local Government RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed CU=Current Date of Document E=Expiration P=Permanent S=Superseded T=Termination L=Life VHC CODES: V=VitalH=Historical C=Confidential Page 2 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 BUILDING Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL Records Management Guidelines(February 2006); GC 34090(d). LEGAL RECORDS 13 Appeals(Copies) CL+3 - CL+3 V,H Note: Original copy should be date-stamped and forwarded to City Attorney. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); CCP 583.320(a); GC 34090. 14 City Attorney memoranda and legal opinions S+2 - S+2 C Note:These items are confidential Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090; GC 6254(k). 15 Citizen Complaints(See Correspondence under ADMINISTRATIVE 16 California State CU+2 - CU+2 V, H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. ADMINISTRATIVE and MISCELLANEOUS RECORDS 17 Correspondence CU+2 - CU+2 V,H Note: For electronic records,see below Chron Files; Authority: There is no specific statutory authority for General/Public; retention of this item; however,the Secretary of State Controlled; has recommended this retention period per the Reports; authority of GC34090(d)which does not authorize the Citizen Complaints; destruction of records less than 2 years old. RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed CU=Current Date of Document E=Expiration P=Permanent S=Superseded T=Termination L=Life VHC CODES: V=Vital H=Historical C=Confidential Page 3 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 BUILDING Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL Subject Files Reproduction/printing requests;and Correspondence not attached to agreement or project file 18 Departmental Policies and Procedures S+2 - S+2 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 19 Department Projects, Programs, Events, Issues, CU+2 - CU+2 H Authority: Secretary of State Local Government Activities Records Management Guidelines(February 2006); Publications GC 34090. 20 Electronic Mail 10 days - 10 days V,H,C Note: Emails are those kept in the ordinary course of business,per City's Computer System Usage Policy.If email qualifies as another type(s)of record category, kept in the ordinary course of business, retain and/or maintain for that type of record as mandated by this schedule; i.e.,generally 2 yrs for most records,unless other statute/policy applies. Caveat: may be confidential and/or attorney-client privileged item. Authority: City's Computer System Usage Policy 21 Equipment Files(Including Vehicles) T+2 - T+2 - Note: T for this record is termination of ownership of Owners Manuals; the equipment. Service/Maintenance/Gas Logs; Authority: Secretary of State Local Government Vendors; Records Management Guidelines(February 2006); Catalogs; GC 34090(d). Purchase Information 22 Federal Agencies CU+2 - CU+2 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed CU=Current Date of Document E=Expiration P=Permanent S=Superseded T=Termination L=Life VHC CODES: V=VitalH=Historical C=Confidential Page 4 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 BUILDING Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL GC 34090(d). 23 Local Government Agencies CU+2 - CU+2 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006);GC 34090(d). 24 Organization Files CU+2 - CU+2 H Authority: Secretary of State Local Government Civic Organizations, Homeowners Records Management Guidelines(February 2006);GC Associations 34090(d). Professional Organizations 25 Riverside County CU+2 - CU+2 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006);GC 34090(d). 1\GDQ-FS011CompanyShare\APPSIWPDATAICATH100011RECORDS RETENTION SCHEDULES12015-Building Records Retention Schedule(06.17.15).doc RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed CU=Current Date of Document E=Expiration P=Permanent S=Superseded T=Termination L=Life VHC CODES: V=Vital H=Historical C=Confidential Page 5 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 FINANCE: ADMINISTRATIVE SERVICES, ACCOUNTING SERVICES, and HUMAN RESOURCES Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL FINANCIAL 1 Agreements,Contracts&Leases - Note: CL=completion of all terms of the agreement or contract. Executed documents,amendments& Authority:Secretary of State Local Government Records exhibits Management Guidelines(February 2006); CCP 337.15. Non-infrastructure CL 10 CL+10 Infrastructure(DDA,OPA, MOU, MOA) CL P P 2 Assessment District P - P V,H Note: Collection information; original documentation files with municipal clerk Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. 3 Audit&Tax Reports to State Agencies: CU+10 - CU+10 - Authority:Secretary of State Local Government Records Final reports; Management Guidelines(February 2006); CCP 337.15; GC Source materials and backup data; 34090. Procedures for preparation; 4 Bids/Proposals Files(Successful Bidders) CL+1 9 CL+10 - Note: For this record series, CL completion of all terms of the Requests for bids/proposals; executed contract or agreement with the organization submitting Specifications&backup data; the successful bid or proposal. Agreements/contracts;and Authority: Secretary of State Local Government Records Bids/proposals received Management Guidelines(February 2006); CCP 337.15. 5 Bonds CL 10 CL+10 V Note: Final bond documentation; drafts are not retained. Authority: GC34090; CCP337.5 RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded CU=Current Year EL=Election Date *=See Notes for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 1 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 FINANCE: ADMINISTRATIVE SERVICES, ACCOUNTING SERVICES, and HUMAN RESOURCES Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 6 Budgets P P P H Note:This series is for the final budget documents only. Budget Final budget documents development files are held by Finance Department. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. Authority:Secretary of State Local Government Records S+2 - S+2 V,H Operating Management Guidelines(February 2006); GC 34090. 7 Franchise Files CL P P H Note:CL completion of all terms of the franchise agreement. Agreements; Authority: Secretary of State Local Government Records Bonds/Certificates of insurance; Management Guidelines(February 2006);GC 34090. Statements&reports;and FCC forms 8 Property Taxes Records P - P - Authority: GC34090(a) Assessed values total statements; Reports&studies; 9 Revenues Files: P P P - Authority: Secretary of State Local Government Records Revenues reports&studies; Management Guidelines(February 2006);GC 34090. Correspondence&backup data 10 Sales Tax Records P P P - Authority: GC34090(a) Sales tax revenue reports RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded CU=Current Year EL=Election Date *=See Notes for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 2 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 FINANCE: ADMINISTRATIVE SERVICES, ACCOUNTING SERVICES, and HUMAN RESOURCES Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 11 Special Assessment Districts Files: P - P H Authority: GC34090(a) Includes the Public hearings documentation RISK MANAGEMENT Certificates of Insurance P - P Note:Compliance,elevation,occupancy which affect real property 12 Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. 13 Certificates of Liability E+1 P P - Authority: Secretary of State Local Government Records Management Guidelines(February 2006);GC 34090. 14 Claims(Against the City) Files CU+2 - CU+2 - Duplicate series. Official is held by claims adjustor or assigned attorney. If official pleadings, submit to City Attorney's office. Authority: GC34090.7 15 Claims Loss Runs(Fiscal Year End) CU+5 - CU+5 - Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. 16 Claims Loss Runs(Monthly) CU+2 - CU+2 - Note: Information from the monthly loss runs is restated in the fiscal year end report. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 17 Insurance Certificates(Businesses Operating in the E+2 - E+2 - Authority: Secretary of State Local Government Records City) Management Guidelines(February 2006); GC 34090(d). RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded CU=Current Year EL=Election Date See Notes for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 3 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 FINANCE: ADMINISTRATIVE SERVICES, ACCOUNTING SERVICES, and HUMAN RESOURCES Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 18 Insurance-Other P - P V,H Note: Includes Certificates of Insurance [filed separately from contracts,and includes insurance filed by licensees] Liability/Property P - P V,H Note: May include liability, property, Certificates of Participation, deferred used of facilities Workers Compensation P - P V,H Note: Includes: Indemnity; PERS - working files; originals with Administrator/Human Resources Manager Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. 19 Letters of Credit T+5 - T+5 - Note: For this record series, T (Termination) represents termination of credit agreement. Authority: Secretary of State Local Government Records Management Guidelines(February 2006). 20 Reports/Studies CL+2 - CL+2 - Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 21 Tort Claim Administrative Files CU+5 - CU+5 - Authority: Secretary of State Local Government Records Budgets and financial statements; Management Guidelines(February 2006). Reports&studies; Bulletins&publications;and Meetings agendas 22 Workers Compensation Insurance Policies S P P H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. 23 Workers Compensation Insurance Administration CU+5 - CU+5 H Authority: Secretary of State Local Government Records Records: Management Guidelines(February 2006). RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P= Permanent S=Superseded CU=Current Year EL=Election Date *=See Notes for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 4 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 FINANCE: ADMINISTRATIVE SERVICES, ACCOUNTING SERVICES, and HUMAN RESOURCES Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL Loss analysis;and Statements PERSONNEL 24 Action Requests/Grievances CU+2 - CU+2 H,C Authority:Secretary of State Local Government Records Management Guidelines(February 2006);GC 6254; Civil Code 1798.40. 25 Applications and Referral Records CU+2* - CU+2* H If pending civil action,retain until litigation resolved including time for possible appeal. Authority: GC12946 Background(non-hired employees) CL+2 - CL+2 V,H Authority: Secretary of State Local Government Records management Guidelines(February 2006); GC 34090(d). Psychological and polygraph examination reports on CU+2 - CU+2 Authority: Secretary of State Local Government Records candidates not hired by Police Department Management Guidelines(February 2006). 26 Awards,Commendations,Superior Accomplishments CU+3 - CU+3 H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 6254; Civil Code 1798.40. 27 Compliance Requirements S+2 - S+2 - Authority: GC 34090 28 Duty Statements S+2 - S+2 - Authority: GC 34090 29 Employee Benefits Administration Records P P P V Note: Benefits records are also held by the administering Plan documents; and organization (PERS). Enrollment forms Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090;29 USC 1113. RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded CU=Current Year EL=Election Date *=See Notes for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 5 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July, 2015 FINANCE: ADMINISTRATIVE SERVICES, ACCOUNTING SERVICES, and HUMAN RESOURCES Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 30 Employee Records CL+2* - CL+2* V,H,C Note:Includes current and terminated/former employees'records: application, personnel, membership, or employment referral records.For Public Safety/Law Enforcement records pertaining to administrative investigations or citizen complaints against peace officer, refer to Police Department Record Retention Schedule. CL= Until employee leaves or terminates. These records are confidential subject to certain conditions for disclosure. Please consult City Attorney's Office. Includes records pertaining to "attendance". *If pending subject to pending complaint, retain until litigation resolved including time for any possible appeal. Authority: GC12946 31 Human Resources Policies S+7 - S+7 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006). 32 MOU Agreements CL+3 - CL+3 - Note: CL in this record series is Close/termination of agreement. Includes certificates,agreements, plans, Authority:29 CFR 516.5 notices, memoranda summarizing terms of oral agreements 33 Organization Charts S+2 - S+2 - Authority: Secretary of State Local Government Records Management Guidelines(February 2006). 34 Procedures(Including Emergency Preparedness) S+2 - S+2 - Authority: Secretary of State Local Government Records Management Guidelines(February 2006). RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded CU=Current Year EL=Election Date *=See Notes for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 6 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 FINANCE: ADMINISTRATIVE SERVICES, ACCOUNTING SERVICES, and HUMAN RESOURCES Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 35 Toxic Exposure Reports S+2 - S+2 - Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 6254; Civil Code 1798.40. 36 Training CU+3 - CU+3 - Authority: Secretary of State Local Government Records Management Guidelines (February 2006); GC 6254; Civil Code 1798.40. PURCHASING 37 Checks/Registers/Ledgers CU+7 - CU+7 - Authority: Secretary of State Local Government Records Management Guidelines(February 2006). 38 Fees/Receipts CU+7 - CU+7 - Note: Or until audit completed Authority: Secretary of State Local Government Records Management Guidelines(February 2006). 39 Grants S+2 - S+2 - Authority: Secretary of State Local Government Records Management Guidelines(February 2006). 40 Invoices CU+7 - CU+7 - Authority: Secretary of State Local Government Records Management Guidelines(February 2006). 41 Purchasing-Other General AR+2 - AR+2 - Purchase Orders A+4 - A+4 V Note:Original documents Requisitions A+2 - A+2 V Vendor Register P - P V,H Authority: Secretary of State Local Government Records RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded CU=Current Year EL=Election Date *=See Notes for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 7 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 FINANCE: ADMINISTRATIVE SERVICES, ACCOUNTING SERVICES, and HUMAN RESOURCES Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL Management Guidelines(February 2006);GC 34090; CCP 337. LICENSE 42 Business T+4 - T+4 - Note:Includes applications,records of paid monies,and required reports Authority: Secretary of State Local Government Records Management Guidelines(February 2006);GC 34090; CCP 337. PAYROLL 43 Adjustments A+4 - A+4 - Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090;29 CFR 516.5-516.6. 44 Earnings Records CL+4* - CL+4* - Note: CL= Due date for the tax owed. Includes PERS Employee Deduction Reports, *7+4"for PERS deduction reports. Wage Rate Tables, Earning Cards or Sheets, Authority:29 CFR 516.6; Secretary of State Local Government and Additions to and Deductions from Records Management Guidelines(February 2006). Wages Paid 45 Register P - P H Note: Labor costs by employee and program Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. 46 Salary Records T+3 - T+3 - Note:T=Due date for the Tax owed or date of entry,whichever is applicable. Authority:29 CFR 516.6. RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded CU=Current Year EL=Election Date *=See Notes for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 8 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 FINANCE: ADMINISTRATIVE SERVICES, ACCOUNTING SERVICES, and HUMAN RESOURCES Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL LEGAL RECORDS 47 Appeals(Copies) CU+3 - CU+3 V,H Note:Original copy should be date-stamped and forwarded to City Attorney. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090; CCP 583.320(a)(3). 48 Claims Against City CL+2 - CL+2 V,H Note: Paid or denied claims Authority: GC34090(d). 49 City Attorney memoranda and legal opinions S+2 - S+2 C Note: Retain until updated;these items are confidential Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090; GC 6254(k). 50 Citizen Complaints(See Correspondence under ADMINISTRATIVE) 51 Legislation(affecting municipalities) S - S H 52 Litigation Files(Copies) S+2 - S+2 C Note: Duplicate series; original is with City Attorney Authority: GC 34090 ADMINISTRATIVE and MISCELLANEOUS RECORDS 53 California State CU+2 - CU+2 port A Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded CU=Current Year EL=Election Date *=See Notes for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 9 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 FINANCE: ADMINISTRATIVE SERVICES, ACCOUNTING SERVICES, and HUMAN RESOURCES Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 54 Correspondence CU+2 - CU+2 V,H Note: For e-mails, see Row 57 Chron Files; Authority: Secretary of State Local Government Records General/Public; Management Guidelines(February 2006); GC 34090(d). Controlled; Reports; Citizen Complaints [against non-safety personnel; refer to Police Department Record Retention Schedule for record retention of complaints/reports against peace officers1 Subject Files Reproduction/printing requests;and Correspondence not attached to agreement or project file 55 Departmental Policies and Procedures S+5 - S+5 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006). 56 Department Projects, Programs, Events, Issues, CU+5 - CU+5 H Authority: Secretary of State Local Government Records Activities Management Guidelines(February 2006); GC 34090(d). Publications 57 Electronic Mail 10 days - 10 days V,H,C Note:Emails are those kept in the ordinary course of business,per City's Computer System Usage Policy.If email qualifies as another type(s)of record category,kept in the ordinary course of business, retain and/or maintain for that type of record as mandated by this schedule; i.e., generally 2 yrs for most records, unless other statute/policy applies.Caveat:may be confidential and/or attorney- client privileged item. Authority: City's Computer System Usage Policy RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded CU=Current Year EL=Election Date *=See Notes for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 10 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY DATE:July,2015 FINANCE: ADMINISTRATIVE SERVICES, ACCOUNTING SERVICES, and HUMAN RESOURCES Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 58 Equipment Files(Including Vehicles) T+2 - T+2 - Note:T=Termination of ownership of the equipment. Owners Manuals; Authority: Secretary of State Local Government Records Service/Maintenance/Gas Logs; Management Guidelines(February 2006); GC 34090(d). Vendors; Catalogs; Purchase Information 59 Federal Agencies CU+2 - CU+2 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 60 ary 2006);CCP 583.320(a)( CU+2 CU+2 - CU+2 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 61 Organization Files CU+2 - CU+2 H Authority: Secretary of State Local Government Records Civic Organizations, Homeowners Management Guidelines(February 2006); GC 34090(d). Associations Professional Organizations 62 Riverside County CU+2 - CU+2 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 63 Service Requests: CU+2 - CU+2 V,H Authority: Secretary of State Local Government Records White&pink copies of service requests Management Guidelines(February 2006); GC 34090(d). 11GDQ-FS011CompanyShare IAPPS\WPDATA\CATH100011RECORDS RETENTION SCHEDULES12015-Finance Records Retention Schedule(06.17.15).doc I RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded CU=Current Year EL=Election Date *=See Notes for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 11 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY FIRE DATE:July,2015 Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL ADMINISTRATIVE AND MISCELLANEOUS RECORDS 1. Correspondence CU+2 - CU+2 V,H Note: See row 2 for electronic mail communications Chron Files; Authority: Secretary of State Local Government Records General/Public; Management Guidelines(February 2006); GC 34090(d). Reports; Citizen Complaints; Subject Files; Reproduction/printing requests;and Correspondence not attached to agreement or project file 2. Electronic Mail 10 days - 10 days V,H,C Note: Emails are those kept in the ordinary course of business, per City's Computer System Usage Policy. If email qualifies as another type(s)of record category,kept in the ordinary course of business, retain and/or maintain for that type of record as mandated by this schedule; i.e., generally 2 yrs for most records, unless other statute/policy applies. Caveat: may be confidential and/or attorney-client privileged item. Authority:City's Computer System Usage Policy 3. Emergency Medical Services Reports CL+6 - CL+6 V,H Note:These records are considered open until they are completed, billed and paid. Authority: CCP 340.5 Note: Patients Health Insurance Portability and Accountability Act original,signed documentation of Disclosures, Consent, Treatment, amendments. Authority:45 CFR 164.526(f)and 164.530(j)(1) 4. Equipment/vehicle Files: CU+3 - CU+3 V,H Authority:8 CCR 3203(b)(1); CCP 340.5 RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 1 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY FIRE DATE:July,2015 Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL Owners manuals; Service/maintenance information; Purchase information;and Correspondence&backup data 5. Events CU+2 - CU+2 Note: Includes plans for gates, special event/layouts, temporary conditions Authority: GC 34090(d) 6. Field reports, non-fire, non-arson CU+2 - CU+2 - Authority:Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 7. Fire Code(Uniform) S+2 - S+2 V,H Authority: GC 34090(d) 8. HIPPA Forms CU+6 - CU+6 V,H Note: Patients Health Insurance Portability and Accountability Act original, signed documentation of Disclosures, Consent, Treatment,amendments. Authority:45 CFR 164.526(f)and 164.530(j)(1) 9. History Files(Departmental): CU+2 - CU+2 V,H Authority:Secretary of State Local Government Records Selected historical records, including: Management Guidelines(February 2006); GC 34090(d). Maps&drawings; Photographs; Reports&studies; Articles&news-clippings; Publications; Newsletters; and Press releases 10. Homicide Investigations-Evidence Arson P - P Note: Supports prosecution resulting in homicide; see more- row 16 RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 2 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY FIRE DATE:July,2015 Item RETENTION No. RECORD SERIES TITLE - - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL Authority: PC 799 11. Hydrant System P - P Authority: GC 34090(a) 12. Incident Report CL+3 - CL+3 - Authority:Secretary of State Local Government Records Management Guidelines(February 2006); CCP 338;GC 34090(d). 13. Inspections; Fire Prevention CL+3 - CL+3 - Note: Includes alarm/sprinkler systems, prevention efforts Authority: Secretary of State Local Government Records Management Guidelines(February 2006). 14. Insurance P - P V,H Note: Include Certificates of Insurance [filed separately from Liability/Property contracts], insurance filed by licensees, liability, property, Certificates of Participation, deferred used of facilities. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. 15. Inventory, Equipment&Supplies CU+2 - CU+2 - Note: Includes narcotic inventory-various drugs distributed to the department for patients, cataloging distribution and use. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 16. Investigations, Evidence(Crimes punishable by P - P - Authority: Secretary of State recommends this retention death, life with or without parole,embezzlement of period per PC799,800,801 (relating to statute of limitations for public money) certain crimes); UFC104.32(I.e.,to support prosecution resulting in homicide; great bodily harm; inhabited structure or property). Authority: PC 800(6 yr statute of limitations), PC 801 (3 year Other Crimes CL+6 - CL+6 statute of limitations) RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 3 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY FIRE DATE:July,2015 Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 17. Journals, Fire Station CU+2 - CU +2 - Note:Activities, personnel,engine company Authority:Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 19. Logs(Field, non-fire, non-arson) CU+2 - CU+2 - Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 20. Logs, Fire Equipment/Gear CU+2 - CU+2 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 21. Organizations Files-Civic Organizations: CU+2 - CU+2 V,H Note: Examples include Chamber of Commerce, Rotary Club, Reports&studies; Homeowners'Associations. This record series is for general Publications;and correspondence and communications with civic organizations. Backup data Records pertaining to agreements or projects with these organizations are addressed by and subject to the retention requirements in the record series 'Agreements, Contracts & Leases'. Authority: GC 34090(d). 22. Organizations Files-Federal,State,County, Local CU+2 - CU+2 V,H Note:Examples include FPPC,County of Los Angeles,LAFCO, Government Agencies and Indian Tribes: and other cities. This record series is for general Reports&studies; correspondence and communications with government Publications;and agencies. Records pertaining to agreements or projects with Backup data these organizations are addressed by and subject to the retention requirements in the record series 'Agreements, Contracts& Leases'. 1 Authority: GC 34090(d). 23. Organizations Files-Professional Organizations: CU+2 - CU+2 V,H Note: Examples include SCAG, CCAC, and IIMC. This record Reports&studies; series is for general correspondence and communications Publications;and with professional organizations are addressed by and subject Backup data to the retention requirements in the record series RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 4 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY FIRE DATE:July,2015 Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 'Agreements, Contracts&Leases'. Authority: GC 34090(d). 24. Permits CU+2 - CU+2 V,H Note: Form, related documentation required by local, federal or state agencies Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 25. Permits, Uniform Fire Code CL+2 - CL+2 - Authority: Secretary of State Local Government Records Management Guidelines(February 2006);GC 34090(d). 26. Petty Cash Receipts/Requisitions CU+2 - CU+2 - Authority: GC 34090(d) 27. Plan Checks CU+2 - CU+2 - Note: Includes all documentation of plan check submittals Authority: GC 34090(d) 28. Plans(Technical) P - P - Note: Plans for structural components or auxiliary systems and/or devices Authority: GC 34090 29. Records Management-Destroyed Records Lists& P - P - Note: Originals to Exhibit of Resolution Approving Destruction Approvals of Specified Records Authority: GC 34090(e) 30. Records Management-Retention Schedules S+2 - S+2 - Authority: 34090(d) 31. Request for Proposals CU+2 - CU+2 - Authority: GC 34090(d) 32. Revenue Collection CU+2 - CU+2 V,H Authority: GC 34090(d) Receipt books RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 5 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY FIRE DATE:July,2015 Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 33. Riverside County S+2 - S+2 V,H Authority: GC 34090(d) Board of Supervisors Flood Control Health Department/AQMD Planning 34. Underground Storage Tanks P - P Note: Includes compliance and maintenance operations Authority: GC 34090(a) BIDS AND AGREEMENTS 35. Agreements,Contracts&Leases CL+1 9 CL+10 - Note: For this record series,CL(Closed/Completed) Executed documents represents completion of all terms of the agreement or Amendments contract. Attached exhibits Authority: Secretary of State Local Government Records Management Guidelines(February 2006); CCP 337; CCP 337.15. 36. Bids/Proposals Files(Unsuccessful Bidders) CL+2 - CL+2 - Authority: GC34090(d) Unaccepted bids/proposals received on any building,structure,or other public work RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 6 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY FIRE DATE:July,2015 Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL LEGAL RECORDS 37. Appeals CU+3 - CU+3 V,H,C Note:Original served copy should be immediately date-stamped upon receipt and forwarded to City Attorney. All else, retain original unless City Attorney's Office assistance is requested. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); CCP 583.320(a)(3); GC 34090. 38. Claims(Copies) CL+6 - CL+6 V,H Note: Patients Health Insurance Portability and Accountability Act original, signed documentation of Disclosures, Consent, Treatment,amendments. Authority:45 CFR 164.526(f)and 164.530(j)(1) 39. General Orders, Policies/Procedures S+2 - S+2 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(d). 40. Legal/City Attorney (Copy) Note:These documents are confidential. Original is with City General P - P C Attorney Opinions P - p C Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090;GC 6254(k). 41. Legislation CU+2 - CU+2 Note: Legislation affecting Fire Department: bills, laws, and practices per legislative action Authority: GC 34090(d) l Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded CODES: AR Annual erseded T=Termination p p P CU=Current Year *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 7 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY FIRE DATE:July,2015 Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 42. Litigation Files(Copies) P - P H,C Note:Official is with City Attorney.These documents are confidential. Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. 43. Petitions CU+2 - CU+2 V,H Authority: GC 34090(d). NOTICE RECORDS 44. Advertising(Legal) CU+2 - CU+2 V,H Note: Includes other public notices, legal publications Authority: Secretary of State Local Government Records Management Guidelines(February 2006);GC 34090. 45. Public Hearings and Notices: CU+2 - CU+2 V,H Authority: GC34090(d). Proof of publication; Mailing lists; Certified mail receipts RETENTION CODES: AR=Annual Review A=Audit CL=ClosedlCompleted E=Expiration P= Permanent S=Superseded T=Termination CU=Current Year *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 8 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY FIRE DATE:July,2015 Item RETENTION ' No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL PERSONNEL RELATED 46. Exposure T+30 - T+30 V,H Note: Does not include health insurance claims records or first aid records (one-time treatment) or the medical records of employees who have worked for less than (1) year for the employer-need not be retained beyond the term of employment if they are provided to the employee upon the termination of employment. Background data CU+1 - CU+1 Note:Background data to environmental(workplace)monitoring or measuring,such as laboratory reports and worksheets,need only be retained for one(1)year as long as 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 obtained,are retained for at least thirty(30)years.Also,material safety data sheets and specified records concerning the identity of a substance or agent need not be retained for any specified period as long as some record of the identity(chemical name if known)of the substance or agent,where it was used,and when it was used is retained for at least thirty(30)years. * - Note: * - Material safety data sheets must be kept for those Material safety data sheets chemicals currently in use that are effected by the Hazard Biological monitoring results Communication Standard in accordance with 29 CFR 1910.1200(g). Biological monitoring results designated as exposure records by specific occupational safety and health standards shall be preserved and maintained as required by the specific standard. T+30 - T+30 Note: Each analysis using exposure or medial records shall be Analyses using exposure or medical records. preserved and maintained for at least thirty(30)years. Authority:All subcategories above-29 CFR 1910.1020(d) Staff Meeting Minutes RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 9 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY FIRE DATE:July, 2015 Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 47. Action items CU+2 - CU+2 V,H Authority: GC34090(d) 48. Timesheets A+3 - A+3 V,H Note: Departmental timesheets signed by the employees and maintained by within department Authority:29 CFR 516.2,516.5 through .6; LC 1174(d) 49. Training Conference Minutes CU+2 - CU+2 V,H Authority: GC34090(d) 50. Training Folders CU+2 - CU+2 - Authority: GC 34090(d) Certifications Designations Continuing Education 51. Travel Reimbursement CU+2 - CU+2 - Authority: GC 34090(d) \\GDQ-FS01\CompanyShare\APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2015-Fire Department Records Retention Schedule(06.17.15).doc RETENTION CODES: AR=Annual Review A=Audit CL=ClosedlCompleted E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 10 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY CODE COMPLIANCE DATE:July,2015 Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL ADMINISTRATIVE AND MISCELLANEOUS RECORDS 1 Community Pride Property Evaluation CU+2 - CU+2 V Authority: GC 34090(d) 2 Complaint Form CU+2 - CU+2 V Note:This form is regarding property-related complaints. Refer to City Attorney's Office if may be disclosed under Public Records Act. Authority: GC 34090(d) 3 Correspondence CU+2 - CU+2 V,H Note: See Row 5 for electronic mail communications Chron Files; Authority: Secretary of State Local Government Records General/Public; Management Guidelines(February 2006); GC 34090(d). Reports; Citizen Complaints; Subject Files; Reproduction/printing requests;and Correspondence not attached to agreement or project file 4 Daily Progress Journals CU+2 - CU+2 V Authority: GC 34090(d) 5 Electronic Mail 10 days - 10 days V,H,C Note: Emails are those kept in the ordinary course of business, per City's Computer System Usage Policy. If email qualifies as another type(s)of record category,kept in the ordinary course of business, retain and/or maintain for that type of record as mandated by this schedule; i.e., generally 2 yrs for most records, unless other statute/policy applies. Caveat: may be confidential and/or attorney-client privileged item. Authority: City's Computer System Usage Policy RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year/Date of document *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 1 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY CODE COMPLIANCE DATE:July,2015 Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 6 Equipment/vehicle Files: * - V,H *These records are to be maintained for the service life of the * Owners manuals; vehicle. Service/maintenance information; Purchase information;and Authority:There is no specific statutory authority for retention of Correspondence&backup data this item. See also 8 CCR 3203(b)(1). 7 Events CU+2 - CU+2 Note: Includes plans for gates, special event/layouts, temporary conditions Authority: GC 34090(d) 8 Fire Code;All Uniform/Adopted Codes P - P V,H Authority: GC 34090(d) I g Garage Sale Permits CL+2 - CL+2 V Note: See Row 54 for other permits Authority: GC 34090(d) 10 Inventory, Equipment&Supplies CU+2 - CU+2 - Authority: Secretary of State Local Government Records Management Guidelines(February 2006);GC 34090(d). 11 Licenses CU+2 - CU+2 V,H Note: Forms, documentation required by local,federal or state agencies Authority:Secretary of State Local Government Records Management Guidelines(February 2006);GC 34090(d). 12 Log of Investigation and Enforcement Actions CU+2 CU+2 V,H Authority: GC 34090(d) RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year/Date of document *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 2 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY CODE COMPLIANCE DATE:July, 2015 Item RETENTION No. RECORD SERIES TITLE - - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL CU+2 - CU+2 V H Note: Examples include Chamber of Commerce, Rotary Club, 13 Organizations Files-Civic Organizations: p rY Reports&studies; Homeowners' Associations. This record series is for general Publications;and correspondence and communications with civic organizations. Backup data Records pertaining to agreements or projects with these organizations are addressed by and subject to the retention requirements in the record series 'Agreements, Contracts & Leases', retained by City Clerk. Authority: GC 34090(d). 14 Organizations Files-Federal,State, County, Local CU+2 - CU+2 V,H Note:Examples include FPPC,County of Los Angeles,LAFCO, Government Agencies and Indian Tribes: and other cities. This record series is for general Reports&studies; correspondence and communications with government Publications;and agencies. Records pertaining to agreements or projects with Backup data these organizations are addressed by and subject to the retention requirements in the record series 'Agreements, Contracts&Leases', retained by City Clerk. Authority: GC 34090(d). 15 Organizations Files-Professional Organizations: CU+2 - CU+2 V,H Note: Examples include SCAG, CCAC, and IIMC. This record Reports&studies; series is for general correspondence and communications with Publications;and professional organizations are addressed by and subject to the Backup data retention requirements in the record series 'Agreements, Contracts&Leases', retained by City Clerk. Authority: GC 34090(d). 16 Petty Cash Receipts/Requisitions CU+2 - CU+2 - Authority: GC 34090(d) RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year/Date of document *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 3 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY CODE COMPLIANCE DATE:July,2015 Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 17 Records Management-Destroyed Records Lists& When no - When no - Note: Originals to Exhibit of Resolution Approving Destruction Approvals(Duplicate) longer longer of Specified Records are filed with City Clerk. required required Authority: GC 34090.7 18 Records Management-Retention Schedules S+2 - S+2 - Note: Original with resolution is filed with City Clerk's Office (Duplicate) Authority: GC 34090(d) 19 Revenue Collection CU+2 - CU+2 V,H Authority: GC 34090(d) Receipt books 20 Smoke Detector Inspection Forms CL+3 - CL+3 V Authority:Secretary of State Local Government Records Management Guidelines(February 2006). LEGAL RECORDS 21 Appeals(Copies) CL+2 - CL+2 H Note:Original retained by City Attorney;this record series does not include documents pertaining to Municipal Code Title XIII (see Row 29 et seq. below) Authority: GC 34090(d) 22 Claims(Copies) CL+2 - CL+2 V,H Note: Original retained by Administrative Services. Authority: GC 34090 RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year/Date of document *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 4 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY CODE COMPLIANCE DATE:July,2015 Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 23 General Orders, Policies/Procedures S+2 - S+2 V,H Authority: Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090. 24 ❑egal/City Attorney (Copies) Note:These documents are confidential. Original is with City General P - P C Attorney. Opinions - C Authority: GC 34090 25 Legislation When no - When no Note: Legislation affecting Code Compliance: bills, laws,and longer longer practices per legislative action;consists of reference material required required not kept in the ordinary course of business 26 Litigation Files(Copies) P - P H,C Note: Official records are with City Attorney.These documents are confidential. Authority: GC 34090 27 Petitions CU+2 - CU+2 V,H Authority: Section 34090(d) 28 Small Claims(Includes Complaint, Proofs of Service, P - P V,H Authority: GC 34090(b) Notices, Other Pleadings,Judgments) RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year/Date of document *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 5 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY CODE COMPLIANCE DATE:July,2015 Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL • TITLE 13 RECORDS 29 Abatement Cost Report(Open cases) CL+2 - CL+2 V,H Authority: GC 34090 30 Advertising(Legal)(Open cases) CL+2 - CL+2 V,H Authority: GC 34090 31 Administrative Citation(Open cases) CL+2 - CL+2 V,H Authority: GC 34090 32 Administrative Hearing Packet(Open cases) CL+2 - CL+2 V,H Authority: GC 34090 33 Administration Inspection Warrant CL+2 - CL+2 V,H Authority: GC 34090 34 Appeal of Administrative Citation(Open cases) CL+2 - CL+2 V,H Authority: GC 34090 RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E= Expiration P=Permanent S=Superseded T=Termination CU=Current Year/Date of document *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 6 I 1 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY CODE COMPLIANCE DATE:July,2015 Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL Notice of Public Nuisance and Order to Abate P - P V,H Note: Includes related documentation. 35 Other related Code Compliance-issued Authority: GC 34090(a) notices to real property owners Non-real property related CU+2 - CU+2 V,H Authority: GC 34090(d) Building Permits; Conditional Use Permits—not - Note: Original is maintained by Engineering, Public Works, 36 issued by Code Compliance(Copies) Building Department CL+2 CL+2 Authority: GC 34090 Certificate of Occupancy P - P V,H Authority: Secretary of State Local Government Records 37 Management Guidelines(February 2006); GC 34090(a). 38 Compliance Order P - P V,H Authority: GC 34090(a) Note: Original complaint is retained by City Attorney 39 Criminal Misdemeanor Complaint(Copies) P - P V,H Authority: GC 34090 40 Declarations(Open cases) P - P V,H Authority: GC 34090 RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E= Expiration P=Permanent S=Superseded T=Termination CU=Current Year/Date of document *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 7 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY CODE COMPLIANCE DATE:July,2015 Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 41 Demand for Payment CI+2 - CL+2 V,H Authority: GC 34090 Field Citations(Open cases) CL+2 - CL+2 V,H Authority: GC 34090 42 43 Inspection Warrant(copies) CL+2 - CL+2 V,H Note: Original Retained by City Attorney Authority: GC 34090 44 Licenses(Copies) CL+2 - CL+2 V Note: Issuing department retains original Authority: GC 34090 45 Notice of Action Recommended CL+2 - CL+2 V Authority: GC 34090(d) Notice of Compliance CL+2 - CL+2 V,H Authority: GC 34090 46 47 Notice of Decision(Appeals Officer) CL+2 - CL+2 V.H Authority: GC 34090 RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year/Date of document *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 8 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY CODE COMPLIANCE DATE:July,2015 Item RETENTION No. RECORD SERIES TITLE V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 48 Notice of Hearing (All Types of Hearings; includes CL+2 - CL+2 V.H Authority: GC 34090 Notice of Administrative Appeals Hearing)(Open cases) 49 Notice of Violation CL+2 - CL+2 V,H Authority: GC 34090 50 Order to Abate CL+2 - CL+2 V,H Authority: GC 34090(a) 51 Proof of Service CL+2 - CL+2 V,H Authority: GC 34090(a) RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year/Date of document *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 9 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY CODE COMPLIANCE DATE:July,2015 Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL 52 Property/case files and attachments therein CL+2 - CL+2 V Authority: GC 34090 53 Permits,Conditional Use Permit- issued by Code Compliance and affecting title to real property P P V,H Note:This record series does not include Garage Sale Permits,see Row 9 Authority:Secretary of State Local Government Records Management Guidelines(February 2006); GC 34090(a) 54 Weed Abatement CL+2 - CL+2 - Note: includes reports and documentation Authority: Secretary of State Local Government Records Management Guidelines(February 2006);GC 34090(d). PERSONNEL RELATED 55 Exposure T+30 - T+30 V,H Note: Does not include health insurance claims records or first aid records (one-time treatment) or the medical records of employees who have worked for less than (1) year for the employer — as need not be retained beyond the term of employment if they are provided to the employee upon the termination of employment. Background data CU+1 - CU+1 Note:Background data to environmental(workplace)monitoring or measuring,such as laboratory reports and worksheets,need only be retained for one(1)year as long as 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 obtained, are retained for at least thirty(30)years. Material safety data sheets Note:*- Material safety data sheets and specified records * - concerning the identity of a substance or agent need not be retained for any specified period as long as some record of the identity (chemical name if known) of the substance or agent, where it was used,and when it was used is retained for at least RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year/Date of document *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 10 RECORDS RETENTION SCHEDULE FOR THE CITY OF CATHEDRAL CITY CODE COMPLIANCE DATE:July,2015 Item RETENTION No. RECORD SERIES TITLE - V.H.C. COMMENTS AND CONTENTS OFFICE STORAGE TOTAL thirty(30) years. Material safety data sheets must be kept for those chemicals currently in use that are effected by the Hazard Communication Standard in accordance with 29 CFR 1910.1200(g). Biological monitoring results * - Note:*- Biological monitoring results designated as exposure records by specific occupational safety and health standards shall be preserved and maintained as required by the specific standard. Analyses using exposure or medical records T+30 - T+30 Note: Each analysis using exposure or medial records shall be preserved and maintained for at least thirty(30)years beyond the duration of employment. Authority: All subcategories above - 29 CFR 1910.1020(d), 8 CCR 3204 56 Staff Meeting Minutes CU+2 - CU+2 V,H Authority: GC34090(d) Action items 57 Timesheets CU+3 - CU+3 V,H Note:Timesheets signed by the employees and maintained by/within the City. Authority:29 CFR 516.2, 516.5 through .6; LC 1174 58 Training Conference Minutes CU+2 - CU+2 V,H Authority: GC34090(d) 59 Training Folders CU+2 - CU+2 - Authority: GC 34090(d) Certifications Designations Continuing Education 60 Travel Reimbursement CU+2 - CU+2 - Authority: GC 34090(d) \\GDQ-FS01\CompanyShare'APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2015-Code Compliance Records Retention Schedule(06.17.15).doc RETENTION CODES: AR=Annual Review A=Audit CL=Closed/Completed E=Expiration P=Permanent S=Superseded T=Termination CU=Current Year/Date of document *=See Note for Descriptor VHC CODES: V=Vital H=Historical C=Confidential Page 11