Loading...
HomeMy WebLinkAboutCertificates of DestructionDepartment of Human Resources Memorandum DATE: December 27, 2001 TO: Ann Slate, Director of Human Resources Jeff G. Jorgensen, City Attorney FROM: Susan L. Tison, Records Coordinator SUBJECT: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001 the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records is attached. Nine boxes of records exceeding the retention requirements and, as such, are being prepared for destruction. The method of destruction will be shredding the box contents for recycling by SHREDEX. The cost of this service will be approximately $3.00 per box as quoted by SHREDEX. SHREDEX is scheduled to come to City Hall to shred the boxes on December 26, 2001. Please sign below indicating your approval for the destruction of the attached listing of records. �► i Ann Slate, Human Resources t...r L I tea. CERTIFICATION OF DESTRUCTION I, Susan L. Tison, do hereby certify that the records listed on the attached were properly disposed of on December 26, 2001. Original: City Clerk Copy: Department S:H-Records Destruction 990 Palm Street San Luis Obispo, CA 93401-3249 805/781-7250 FAX 805/542-9867 ),mail: employment@ci.san luis-obispo.ca us RECORD STORAGE HUMAN RESOURCES STORE ROOM OLD LIBRARY BUILDING TO BE DESTROYED DECEMBER 26, 2001 Box # Contents Established Destroy Date N/A 1996 A -Z Regular Terminated Employees 1/01/2002 98 John Schmidt's 1996-97 Grievance File 1/01/2002 101 John Schmidt's Disciplinary Investigation & Hearing 1/01/2002 143 1996 Recruitment Files 1/01/2002 144 1996 Recruitment Files 1/01/2002 145 1996 Recruitment Files 1/01/2002 146 1996 Recruitment Files 1/01/2002 147 1996 Recruitment Files 1/01/2002 148 1996 Recruitment Files 1/01/2002 S -H -Destroy 1-02-2002 MEC'ENrAu coAsrssEcuirEDecomENroirsmircriDN 2550 Eastman Ave. #102 • Ventura, CA 93003 • Ph 805-477-0093 Fax 805-477-0095 Certificate Of Destruction Company Name: ri4,1L Contact: 7-7 Address of Containers: � j� 5FO I-41,of Date: / 2 - 'Z(, -m- (3 J Check Number: Time of Destruction: Amount Paid: This CERTIFICATE OF DESTRUCTION certifies the complete destruction of all material contained as described below on the date and at the time recorded herewith. Location of containers: Circle Type: 16g 32g 64g 96g CB' BB FB Other Type/ Equiv.: Quantity: d ShredEX Officer ID#: 00'- Authorized Signature: I / \ ShredEx Document Destructit—t 2550 Eastman Avenue DATE Suite 102 1/.4/2002 Ventura, CA 93003 THE CENTRAL COAST'S SECURE DOCUMENT DESTRUCT/ON CLIENT LOCATION OF SERVICE CITY OF SAN LUIS OBISPO HUMAN RESOURCES DEPT. 990 PALM STREET #14 SAN LUIS OBISPO, CA 93401 CITY OF SAN LUIS OBISPO HUMAN RESOURCES DEPT. 990 PALM STREET #14 SAN LUIS OBISPO, CA 93401 Secure Document Destruction Invoice INVOICE # PURCHASE ORDER # TERMS 12772 DATE OF SERVICE SERVICE # DESCRIPTION 12/26/2001 PURGE/BKR j Office/Residential Single Purge: Banker Box Please Make all Payments to: ShredEx Terms: All invoices are due and payable upon receipt. A finance charge of 18% per annum will be computed on all amounts overdue on regular statement. For questions concerning this invoice, please call (805) 899-2993. Thank you for choosing ShredEx to meet your document destruction & recycling needs. Please Note: Our Federal Tax I.D. # is 77-0476664 Due on receipt QTY OF BINS RATE AMOUNT 9 3.00 27.00 I gg, i f Thank you for your business. Total San Luis Obispo County - Santa Barbara County • Ph 805. 899.2993 Ventura County • Ph 805.477.0093 • Fx 805.477.0095 $27.00 City Of SAn LUIS OBISPO Date PAYMENT VOUCHER 1/8/02 VENDOR ADDRESS Shred Ex Document Destruction SPECIAL HANDLING! DELIVERY INSTRUCTIONS 2550 Eastman Avenue, Suite 102 Is a separate check required? Ventura, CA 93003 Hold check for: Invoice General Ledger Account Capital Project Description Amount Number Date Fund Program Acct Project Phase 12772 1 InAln2 inn ani nn 7,121 rlestri iirtinn of Q hoxes of stored rannrrig ne r� 27 nn our Records Retention Policy TOTAL 27.00 Requesting Department Prepared By Approved By HUMAN RESOURCES SUE TISON ACCOUNTING USE ONLY Vendor No. Pre-issue Date and check No. Verified By I\Financial Management Templates and Forms\voucher MEMORANDU September 25, 2001 To: Robert F. Neumann, Fire Chief Jeffrey G. Jorgensen, City Attorney From: Linda Kirby, Administrative Assistant Subject: REQUEST FOR RECORDS DESTRUCTION In accordance with the City of San Luis Obispo Records Retention Policy and Schedule adopted by the City Council April 24, 2001, certain records have been identified as eligible for destruction. A listing of those records is below. Boxes 4A & 4 B Run Reports 1961-1964 These records will be shreddedonsite at the Fire Department by Direct Shred (805-736-0922) then recycled. �•�'.— kelow i idicati your approval the destruction of the aforementioned records. Fire Chief ffr J rg en,ity Attorney CERTIFICATE OF DESTRUCTION I, Linda Kirby, do hereby certify that the records listed on the attached were properly disposed of on September 27, 2001. Original: City Clerk Copy: Department RECEIVED SLO CITY CLERK July 17, 2001 To: Robert F. Neumann, Fire Chief Jeffrey G. Jorgensen, City Attorney From: Linda Kirby, Administrative Assistant Subject: REQUEST FOR RECORDS DESTRUCTION In accordance with the City of San Luis Obispo Records Retention Policy and Schedule adopted by the City Council April 24, 2001, certain records have been identified as eligible for destruction. A listing of those records is below. Boxes 8a & 8b Run Reports 1965-1968 Boxes 5a & 5b Run Reports 1969-1974 Box Ila Run Reports 1976-1978 Box 15 Run Reports 1985 Box 78b Run Reports, 1987 Boxes 79a &79b Run Reports orts 1988 Boxes 80a &80b Run Reports 1989 Boxes 87 & 88 Run Reports 1990 These records will be shredded then recycled through the normal department recycling program. Please sign below indicating your a val for the destruction of the aforementioned records. obert F. Neumann, Fire Chief ff G. J rge en, (ty Attorney CERTIFICATE OF DESTRUCTION I, Linda Kirby, do hereby certify that the records listed on the attached were properly disposed of and completed on September 27, 2001. RECEIVED Original: City Clerk (RCT ='. 200") Copy: Department SLO CITY CLERK Diane Reynolds - Re: Audio Tapes Page 1 From: Gil Trujillo To: Jorgensen, Jeff; Price, Lee Date: 5/24/01 3:OOPM Subject: Re: Audio Tapes Nothing other than the tapes relevant for the Christianson lawsuit. Gil >>> Lee Price 05/24/01 02:57PM >>> We've called back from Sandercock audio tapes from 1982-1998 and will be preparing them for destruction pursuant to our new retention schedule. Besides the DeVaul/Froom Ranch - Sullivan/Chrisitianson lawsuit, is there anything else pending that you might want us to pull out tapes on before we continue? Note: We will, of course, be providing you with a memo requesting authorization to destroy prior to actually dumping them .... but it will only list the time period. PD is going to take about 500 of the newer ones to erase and reuse but the rest will be thrown away because they're not recyclable and so old. CC: Reynolds, Diane city clerk memorandum s�A UM May 29, 2001 TO: Lee Price, City Clerk Jeff Jorgensen, City Attorney FROM: Diane Reynolds, Administrative Assistant SUBJECT: REQUEST FOR RECORDS DESTRUCTION AND CERTIFICATE OF DESTRUCTION On April 24, 2001 the City Council adopted a Records Retention Schedule. In accordance with that schedule, certain records have been identified as eligible for destruction. A listing of those records is below. According to the Utilities Conservation Department, audio tapes cannot be recycled because they are a mix of materials. Approximately two boxes of audio tapes will be forwarded to the Police Department for reuse. Some videotapes will be given to the cablecast operator for reuse. The remaining audio and videotapes will be disposed of in the dumpster. City Council meeting tapes from 1981 to 1998 Human Relations Commission meeting tapes 1982 to 1985 Videotapes: League of CA Cities 12/89 City Council Meeting 8/24/93 Annexation Fiscal Impact Tapes 1 & 2 Advisory Body Dinner 1991 Biking Fireman KSBY 10/30/90 Penny Rappa Commission Training (2) Advisory Body Dinner 1988 Waste Management and Recycling Conference 1989 Mark Towers Speak Out Seminar Please si below 'ndic ing yo tr approval for the destruction of the attached listing of records. 01 Lee Price, C.M.C. ffr y org zse City Clerk it Attor ey Certificate of Destruction 5/29/01 Page 2 CERTIFICATE OF DESTRUCTION I, Diane Reynolds, do hereby certify that the records listed on the attached were properly disposed of on May 31, 2001. Original: City Clerk CITYBAD in RECORDS RETENTION SCHEDULE FILING SYSTEM CROSS REFERENCE INDEX JR.ECORDCATEGORY & DESCRIPTION AUNICATIONS FILE No. 0610-10 OFFICE OF RECORD Police LEGAL RETENTION CU+5 TOTAL RETENTION CU+5 `f°r:y. ABC (ALCOHOLIC BEVERAGE CONTROL, STATE) 0230-60 Various CU+5 CU+5 ACCESSORY STRUCTURES 0510-67 Planning/City Clerk PE iPE ACCIDENT/COLLISION REPORTS 1040-15 Public Works CL+5 CL+5 ACCIDENT/INCIDENT REPORT_ S 1130-15 Recreation CL+2 CL+2 ACCOUNTING REPORTS 0400-90 Finance AU + 4 AU + 4 ACCOUNT'S PAYABLE 0400-15 Finance AU +4 AU +4 ACCOUNTS RECEIVABLE 0480-10 Finance AU+4 AU+4 ACQUISITIONS/FUNDRAISING 1100-30 _ Cultural Arts PE PE ACQUISITIONS/FUNDRAISING 1120-30 Library PE PE ACQUISITIONS/MERGERS - ACTIVE 0770-20 City Clerk PE PE ACQUISITIONS/MERGERS - CLOSED 0770-25 City Clerk PE PE AD&D INSURANCE 0830-55 Human Resources CU+6 CU+6 ADJUSTMENT PLATS/BOUNDARY ADJUSTMENTS 0500-04 Engineering PE PE ADMINISTRATION 1120-10 Library CU+2 CU+2 ADMINISTRATIVE ORDERS 0100-10 City Manager PE PE ADMINISTRATIVE PERMITS/APPROVAL 0510-10 Planning/City Clerk PE PE ADULT LEARNING CENTER 0910-94 Development (Building) PE PE ADULT LEARNING SERVICE 1120-53 Library CU+20 CU+20 ADULT SFORTS 1130-30 Recreation CL+2 CL+2 ADVERTISING (EMPLOYMENT) 0850-15 Human Resources CL+3 CL+3 AFFIDAVITS OF POSTING (CHRONOLOGICAL) 0740-10 City Clerk PE PE AFFIDAVI I'S OF PUBLICATION (CHRONOLOGICAL) 0740-20 City Clerk 'CU+4 CU+4 AFFIRMATIVE ACTION/EEO (EQUAL EMPLOYMENT OPPORTUNITY) 0850-10 Human Resources SU+3 SU+3 AFFORDABLE HOUSING PROGRAMS 0550-10 Housing & Redevelopment AU+7 AU+7 AFFORDABLE HOUSING PROJECTS 0550-15 Housing & Redevelopment AU+7 AU+7 AGE RNCIESIORGANIZATIONS SE . SERIES AGENDA BILLS, CITY COUNCIL (NUMERICAL SEQUENCE) 0750-60 City Clerk PE PE AGENDA BILLS (CMWD) (Pink)(CHRONOLOGICAL) 0753-60 City Clerk PE PE AGENDA BILLS (HOUSING & REDEVELOPMENT COMMISSION) (Green (CHRONOLOGICAL) 0755-60 City Clerk PE PE AGENDA BILLS (Industrial Dev. Authority) (Gold) (CHRONOLOGICAL) 0759-60 City Clerk PE PE RECORDS RETENTION SCHEDULE INSTRUCTIONS 02R: Office of Primary Responsibility. The department who has custody of the original document. Records Desoi ion: The records series (a group of like records) J Retention/Di snosition: Abbreviations: Au - After Audit C+ - Completion plus years I - Indefinite MFC - Microfiche MFR - Microfilm rolls NA - Not Applicable P -Permanent PPR - Paper Q - Quality check for film Re - Recycle T - Until terminated V - Vital Record Active: How long to remain in the immediate office area In iv •: How long to retain in off-site storage Media: The form of the record (paper, microfilm, optical disk) Total Retention: The total number of years the record will be retamL R r�ord Copy: If the document is the original, write is a duplicate, yes. If p W,nof�� 1 DRAFT Comm ents/Reference: Write the legislative citation and any comments ne$ded Jror clarifcalion ot4eter► rements. GC - Government Code EC - Elections Code kit Annrov ls: Each page must be individually signed and approve. Pj!S �s CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE Nage RECORD TITLE RETENTION PERIODS I/M VITAL REMARKS ACTIVE INACTIVE TOTAL 206 CODE ENFORCEMENT General Information Zoning Enforcement 2 - - 2 - - - - Neighborhood Services Program 207 ECONOMIC DEVELOPMENT General Information Correspondence Projects' Targeted Industry Cluster Committee Business Recruitment Economic Vitality Corporation (EVC) Economic Strategy Task Force 2 - - 2 - - ciZ 2 5 2 - - -' 2 - - - 7 Economic Stability Program F, Redevelopment 208 GENERAL ADMINISTRATION General Information 2 - - 2 - - - - Elements (Alpha) C + 6 P P yes - - Keep for research/historic purposes. Annexations (Alpha) C + 3 P P yes - - Keep for research/historic purposes. Transfer Development Credits - TDC Growth Management 2091 HISTORIC PRESERVATION PROGRAM General Information Historic Preservation Grants Archives Historical Preservation Master List Historic Property Tax Incentive Program Adobes Preservation Railroad Square master Plan Financial Assistance Program Historical preservation Districts National Register 2101 DOWNTOWN ASSOCIATION (Former) BIA) General Information Economic Funding TNA/Farmers Market Downtown Annual Events Downtown Urban Design and Beautification Parking Committee Administrator/Promotions Coordinator 211 NATURAL RESOURCES General Information EIR Procedures & Guidelines C=While current/until completed P=Permanent 1=Image M=Microfilm D/R=Destroy when no longer relevant A/E=After expiration CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE Nage 4 RECORD TITLE RETENTION PERIODS I/M VITAL REMARKS ACTIVE INACTIVE TOTAL , Environmental Center (ECOSLO) . --) EQTF Open Space Funding Y1/ Open Space Planning & Acquisition Trees - i Solar Energy VV Conservation Studies n California Energy Commission Grants n 212 PERMITS General Information Xt A 0 jjp Building Permits / Drainage permits / ,n n Grading Permits / n 1� Encroachment Permits / x 11J Tree Removal Permits I n D i c Home Occupation Permits 1 Vv Land Use Permits , 300 CITY MANAGEMENT 301 COUNCIL FILES General Information 2 3 5 - - - - Review after 5 years. Action Update 5 5 10 - - - - Council Agenda Packets 10 P P yes yes Minutes P yes yes Includes all advisory bodies Council Subcommittee Assignments 2 18 20 - - yes Petitions to Council '25-1 ao-517crA Council Policies & Procedures Oaths of Office Council Brochures Council Resumes C 2 C+2 -- -- Public Comment 2 2 - -- Presentations 2 -- 2 -- - Proclamations 2 2 - -- SLO County Joint City Councils Meetings Hot Files Resolutions of Appreciation 2 - 2 -- -- 302 COMMISSIONS, COMMITTEES General Information 3 - - 3 - - - - Cultural Heritage Committee Housing Authority C P P yes - - Microfilm membership rosters, minutes. Human Relations Commission C P P yes - - Microfilm membership rosters, minutes Parks & Recreation Commission C P P yes - - Microfilm membership rosters, minutes, resolutions Personloard = - C P P yes - - Microfilm membership rosters, minutes o `Promotional Coordinating Committee C P1 P yes - - Microfilm membership rosters, minutes, resolutions C=While current/until completed P=Permanent 1=Image M=Microfilm D/R=Destroy when no longer relevant A/E=After expiration CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE Page 1 RECORD TITLE RETENTION PERIODS I/M VITAL IREMARKS _m n ACTIVE I INACTIVE TOTAL COPIES or DUPLICATES of documents for which a department is not the office of record. D/R - - D/R - - - - It is the policy of the City of San Luis Obispo that duplicates and copies distributed to various departments for informational purposes may be destroyed by the departments when they are no longer useful for reference. CITY ATTORNEY General working files C Ongoing purging to keep current/active Administrative Files C DR @ 5 yrs Legislative Files C DR @ 2 yrs. Property Files C M yes Property files are not destroyed Claim Files C Destroy when resolved Criminal Citations C Destroy when resolved Criminal Cases going to court C DR @ 5 yrs Destroy 5 yrs. After resolution Civil Litigation C DR@10 yrs Destroy 10 yrs. After resolution Civil Litigation regarding Property C M yes Retain pertinent documents in perpetuity C=While current/until completed P=Permanent 1=Image M=Microfilm D/R=Destroy when no longer relevant A/E=After expiration DRAFT RECORDS RETENTION SCHEDULE INSTRUCTIONS OPR: Office of Primary Responsibility. The department who has custody of the original document. The records series (a group of like records) $ Ptenti nnlT ]i cnnGiti n�'�: Abbreviations: Au - After Audit C+ - Completion plus years I - Indefinite MFC - Microfiche MFR - Microfilm rolls NA - Not Applicable P -Permanent PPR - Paper Q - Quality check for film Re - Recycle T - Until terminated V - Vital Record Active: How long to remain in the immediate office area Inactive: How long to retain in off-site storage Media: The form of the record (paper, microfilm, optical disk) Total Retention: The total number of years the record will be retained Record C'oDy: If the document is the original, write yes. If it is a duplicate, write no. Comm .n s!R f .r n Write the legislative citation and any comments needed for clarification of retention requirements. GC - Government Code EC - Elections Code Approvals: Each page must be individually signed and approve. CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE Page 1 RECORD TITLE RETENTION PERIODS I/M VITAL REMARKS ACTIVE INACTIVE TOTAL POLICE DEPARTMENT POLICE ADMINISTRATION Accident Review Reports 5 5 Administrative / Internal Investigations CL + 2 3 CL + 5* * Retain longer when requested by the Chief of Police Background Investigations - Hired Tj 5 T + 5 Background Investigations - Non Hired CLI 2 CL + 2 Business Permit Files - Massage, Taxi, Solicitors CU 2 CU + 2 Concealed Weapon Permit Records CU A/E + 2 A/E + 2 Crime Statistics - Internally Computer Generated 2 3 5 Employee Training Files T 5 T + 5 Grants - State and Federal CL 2 CL + 2 Operations Directive Manual CU 2 CU + 2 Press Releases 2 3 5 Special Orders Manuals 5 P P I Use of Force Supervisory Review Reports 2 -- 2 POLICE COMMUNICATIONS Tapes - Audio, Telephone and Radio Communications 180 days 18 months 2 POLICE RECORDS Applicant Fingerprint Files 2 2 Arrest and Citation Register 2 2 Court Log 180 days 180 days Crime Reports - Crimes Against Property CL + 5 CL + 5 Daily Report 2 — 2 Field Investigation Cards 2 2 Incident Reports - Except Death and Missing Persons 21 2 Public Information Log 180 days -- 180 days Receipt Copies 30 days — 30 days Statistical UCR Reports 2 2 Subpeona Log 1 1 Traffic Accident Reports 3 3 Traffic Citations 2 2 Traffic Fatalities 3 P P I Traffic Property Damage Only 1 1 OTHER RECORDS Destroy on a case-by-case basis as determined by the Chief of Police under legal authority when applicable or consistent with the retention period established under this policy for similar records. DUPLICATE RECORDS Destroy whenever they are no longer required. CU=Current CL=Closed T=Termination P=Permanent 1=Image M=Microfilm D/R=Destroy when no longer relevant A/E=After expiration CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE RETENTION PERIODS I/M VITAL REMARKS ACTIVE INACTIVE TOTAL COPIES or DUPLICATES of documents for which a department is not the office of record. D/R - - D/R - - ®- It is the policy of the City of San Luis Obispo that duplicates and copies distributed to various departments for informational purposes may be destroyed by the departments when they are no longer useful for reference. Agenda Reports -Department CU 10 11 If can access Clerk's records, would we need to keep? A/P Vouchers - Department CU 3 4 ApparatusNehicle T 1 Repair and Maintenance - Department Mechanic Arson Investigations - Evidence P P Support prosecution resulting in homicide Arson Investigations - Evidence CL 6 Great bodily harm, inhabited structure or property Arson Investigations Report - Evidence CL 3 Structure B/C & Staff Logs CU 4 5 Captain's Log (Fire Station Journals) P P Activities, personnel, engine company. Historical Disaster Plans S 2 Vital Disaster - Major Event Log P P Historical EMS/Liability Reports CU 3 4 Emergency Operations Guidelines S 2 Equipment & Supplies Inventory CU 2 3 Exposure - Personnel T 30 Sampling results, collection methodology, background Exposure - Personnel T 1 Laboratory reports and worksheets FEMA CL 5 Fire Code Books S 5 Fire Equipment/Gear Logs CU 2 3 Fire Stations P P Historical Fumigations CU CU General Information 2 2 General Operations Guidelines S 2 Grant - Financial Records CL 5 Refer to grant application close-out procedure Grants - Federal & State CL 5 Refer to grant application close-out procedure Hazardous Materials -Storage Permits CL 2 May keep longer Hazardous Materials-Undergougnd Storage Tank P P Location, installation, removal, remediation Inspection Request/Complaint CL 3 Inspections - Fire Prevention CL 3 Alarm/sprinkler systems, prevention efforts Leave Slips CU 1 2 Media Events - Department P P Historical Medical - Personnel T 30 Medical - Personnel T 2 Employees less than one year Mutual Aid Activities CU 5 6 Personnel File - Department T T IThen transferred to Human Resources Run Reports (Incidents) CU 3 4 Depends on Spillman Database Staff Reports P P Non -agenda related, includes supporting documentation Tailboard Safety Sheets CU 3 41 May keep longer Time Sheets - Department CU 2 3 j CU=While current CL=Closed/Completion P=Permanent T=Termination 1=Image M=Microfilm D/R=Destroy when no longer relevant A/E=After expiration CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE Page 2 RECORD TITLE RETENTION PERIODS I/M VITAL REMARKS ACTIVE INACTIVE I TOTAL Training IT 21 Certifications/designations Weed Abatement CL 21 Various documentation (May keep longer for historical) Worker's Comp - Department P P CU=While current CL=Closed/Completion P=Permanent T=Termination Mmage M=Microfilm D/R=Destroy when no longer relevant A/E=After expiration CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE Page 1 RECORD TITLE RETENTION PERIODS I/M VITAL REMARKS ACTIVE INACTIVE TOTAL PLA lAddress Files P Files added to daily: Houses all original legal documents PLA Notices of Exemption P P Should consider microfilming - one file contains all originals PLA Notices of Determination P P Same comment applies PLA Notices of Address Change P P Housed in Address files PLA Agreements/Covenants, etc. P P Housed in Address files: Run with the land (Also recorded at County) PLA Home Occupation Permits P P Reside in Address Files PLA Business Tax Certificates P P Reside in Address Files PLA PC/ARC/CHC meeting tapes 2 1 D/R Destroy after 3 years Project Files: A; U; PD, CV; CC; ARC; ARC MI; ER; GP; SP; TA; R; CR; ANNX; V; LLA; SNC; Other 2 2 - P Microfilm after 4 years PLA (Tracts and Minor Subdivisions 5 5 Film after minimum of 10 years PLA ISign Permits F 2 D/R Should only retain files pertaining to existing_ signage PLA Sign Inventory Files j none P Disposition to be determined - his PLA Minutes (ARC/PC/CHC) 3 M -P Microfilm after 3 years PLA General Files 3 P/DR Some to be filmed; some forwarded to Library; some destroyed if no longer pertinent BLDG Construction files P M Microfilm immediately after final inspection BLDG Unreinforced Masonry files (Structural analysis) P P Hard files kept BLDG Inspection Cards P P Microfilmed plus original cards stored BLDG Constuction Permits (numeric) P 1-M Microfilm one year after final inspection BLDG Enforcement Files 7 D/R Destroy after 7 years C=While current/until completed P=Permanent 1=Image M=Microfilm D/R=Destroy when no longer relevant A/E=After expiration 1�6,, RECORDS RETENTION SCHEDULE — PERSONNEL Record Series Office Area RETENTION DISPOSITION Inactive Micro- Total Area Film Retention Legal Authority Employee Files T+1 yr T+4 yrs T+5 45 CFR 1068.6 APPA Workers Compensation T+1 yr T+4 yrs T+30 29 CFR 1910.20 Risk Management Claims against City 1 yr 5 yrs Au+5 Gov. Sec. 34090 Insurance/Benefits 1 yr 3 yrs Au+3 29 CFR 1627.3(b)(2) Applications CD+1 yr CD+4 yrs CD+5 29 CFR 30.8 Employee Discipline T+1 yr T+2 yrs T+3 Gov. Sec. 34090 Tuition Reimbursement 1 yr 3 yrs Au+3 " Labor Negotiations T+1 yr T+2 yrs T+3 " Discrimination Complaint T+1 yr T+4 yrs T+5 29 USC 255 (a) General Correspondence 1 yr 3 yrs Au+3 Gov. Sec. 34090 Other Records Destroyed on a case-by-case basis as determined by the Personnel Director consistent with the retention period established under this policy for similar documents. Duplicate Records Destroyed whenever they are no longer required.