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Home My WebLink AboutRecords Retention Schedule Update 2017100 101 102 103 104 200 201 300 301 302 304 400 401 402 403 406 408 411 412 500 600 601 700 701 702 703 704 706 707 709 800 801 802 803 804 806 807 808 809 810 811 812 900 901 1000 1001 1100 1101 1200 1300 1500 RECORD TITLE COPIES or DUPLICATES of documents for which a department is not the office of record ELECTRONIC DOCUMENTS GENERAL ADMINISTRATION OFFICE GENERAL MANAGEMENT City Manager (CM) Reports City-Generated Informational Brochures, Publications, Newsletters City-wide Policies and Procedures Correspondence - External Correspondence - Internal (excluding CM Reports - see above) Departmental Policies/Procedures General Information (City Records) In-House Committees (Comprised of Employees) Staff Meeting Notes Safety Data Sheets (SDS) / Material Safety Data Sheets (MSDS) Training / Safety Training OFFICE REFERENCE Annual Departmental Reports Certificates of Life Chronological Files Community Organizations (City Records) Complaints (Excluding Complaints Against Peace Officers) General Information (City Records) Positive Feedback (How are we doing? forms) Professional Associations (City Records) Publications (journals, periodicals) FORMS MANAGEMENT Blank Forms RECORDS MANAGEMENT Certificates of Destruction Public Records Requests Records Retention Schedule COMMUNITY DEVELOPMENT CITY PLANNING Address Files Business Tax Certificates Code Enforcement Files Construction Files Construction Permits (numeric) Home Occupation Permits Inspection Cards Notices of Address Change Notices of Determination Notices of Exemption Project Files: Administrative Use Permit; Planning Commission Use Permit; Planned Development; Certificate of Compliance; Architectural Review; Architectural Review Minor and Incidental; Environmental Review; General Plan; Specific Plan; Text Amendment; Rezone; City Initiated Rezone; Annexation; Variance; Lot Line Adjustment; Street Name Change; Other Recorded Agreements: Residents/Covenants, Affordability, First-Time Home-Buyer, etc. Sign Inventory Files Sign Permits (Temporary) Sign Permits (Permanent) Tentative Tracts and Minor Subdivisions Unreinforced Masonry Files (structural analysis) CITY MANAGEMENT COUNCIL FILES Appeals Heard by Council Appeals not Heard by Council Audio Tapes or Liberty System Cablecast Schedule for Gov. Access Channel 20 Council Agenda Packets Council Brochures Council "Notes" Council Policies & Procedures Council Resumes Council Subcommittee Assignments DVDs of Council and Planning Commission Meetings (Audio or Video?) FPPC Agency Report of Public Official Appointments - Form 806 Hot Files (Needs a better description) Minutes Oaths of Office Petitions to Council Proclamations Proposition 218 Protest letters Public Comment and Speaker Slips Red File Items (i.e; correspondence) Resolutions and Ordinances COMMISSIONS, COMMITTEES, BOARDS Agenda/Agenda Packets Audio Tapes / Recordings Bylaws Membership File: (Appointed AB members applications, oaths, correspondence, etc.) Applications (not appointed) Minutes Recruitment File: Includes correspondence, Maddy Act notices, misc. ads, and information Resolutions Rosters CITY ADVISORY BODIES Advisory Body Handbook Advisory Body Training Annual Advisory Body Recognition Miscellaneous/Ad Hoc Advisory Bodies Quarterly Advisory Body Chair Meetings with Mayor FINANCIAL AND FISCAL ACCOUNTS PAYABLE Accounts Payable Reports Accounts Payable Supporting Docs (voucher, invoice, PO) Bank Statements Tax Reports (1099 Tax Info/Returns) ACCOUNTS RECEIVABLE Assessment Pay-offs Business Tax Customer Files Cash Receipts Credit Bureau Adjustments Invoices to Others Journal Entries (Why is this here? I'd move it to Misc.or Admin.) Refunds Revenue Backup Transient Occupancy Tax MISCELLANEOUS Budget Amendment Request (BAR) Checks, Canceled General Correspondence PAYROLL Payroll Charges Payroll Reports Tax Reports Time Sheets GRANTS Community Development Block Grants (CDBG) Federal Grants, including FEMA / Other Emergencies (Applicants, reports, contracts, supporting documents) Grants-in-aid (Applicants, reports, contracts, supporting documents) State Grants (Applicants, reports, contracts, supporting documents) UTILITY BILLING Credit Bureau Assignments Meter Reads Payment Stubs & Tapes Purge Tapes Refunds Service Requests Utility Billing Register FINANCIAL REPORTS Audited Financial Statements Bonds Payable and Other Long-Term Indebtedness Budget Document (Financial Plan) Fixed Asset Subsidiary Ledger (includes inventory) Monthly Financial Statements Other Financial Reports State Controller Reports, Local Government Compensation Reports Surplus Property List HUMAN RESOURCES Applications (unsuccessful applicants) Department of Motor Vehicles Records (Pull Notices?) Discrimination Complaint Employee Discipline Employee Files / Personnel Files (Non-Medical) Employee Files / Personnel Files (Medical) Employment Eligibility Verification - Immigration/Naturalization Service (I9 Form) Equal Employment Opportunity Reports General Correspondence Insurance/Benefits Labor Negotiations OSHA Logs Risk Management Claims Against The City Risk Management Reports Safety Temporary Employees / Personnel Files (Non-Medical) Employee Files / Personnel Files (Medical) Tuition Reimbursement Workers Compensation PURCHASING & CONTRACTING PURCHASING Bids, RFPs (unsuccessful) Bids, RFPs, RFQs (successful) City-Owned Property/Property Management General Information Surplus Property Auction/Disposal Surplus Property Listing LEGISLATIVE AND LEGAL LEGISLATIVE Affidavits of Publication Administrative Citation Appeals filing only Certificates of Posting Charters-Listed Numerically with Amendments Citizens’ Charter Committee Council Ordinances Council Resolutions Grand Jury League of CA Cities Legal Notices, Legal ads, and Display Ads Legislation: County, Federal, State Municipal Code Notices of Adjournment ELECTION Vote-by-Mail Absentee Voter applications (copies of) Application to view: voter registration info, AV VBM voter lists Ballots: all, voter ID envelopes and ballot receipts, manual tally sheets, logic/accuracy tests, other ballot-related docs Campaign Disclosure Statements: Successful Candidates Unsuccessful Candidates Other Committees Those not required to file originals with the City Clerk Election correspondence Election documents: expenses, proofs, night logs Election history Election notices, publications, certificates Initiative, Referendum, Charter Amendments, Recall Petitions Municipal Election File/Sample Ballots Nomination Papers: Successful Candidates Unsuccessful Candidates Precinct Board Appointments - appointment of precinct oficials Precinct hand tally, copies of index, challenge list, assisted voter list Roster of voters, original indices (precinct board) CITY ATTORNEY Administrative Files Civil Litigation Civil Litigation regarding Property (including settlement and releases) Criminal Cases going to court Criminal Citations Legislative Files GENERAL LEGAL Agreements/Contracts (consultants, purchase agreements, and others not shown elsewhere in the retention schedule) Claims/Subpeona Logs Donor and Donation Agreements Ethics Training Certificates Housing Agreements (Includes recorded and other related agreements) Joint Powers Authorities Lease Agreements of Real Property (long-term; i.e., more than five years) Liens Public Art Agreements Recorded Documents (Abandonments, Deeds, Easements, Reconveyances) Williamson Act Contracts CAPITAL IMPROVEMENT BOARD CIB Agreements/Contracts CIB Establishment/Bylaws CIB Resolutions/Ordinances General Correspondence Minutes STATEMENTS OF ECONOMIC INTEREST General Correspondence Statements of Economic Interest (87200 Filers) Statements of Economic Interest (City Code Filers) PUBLIC INFORMATION/COMMUNITY RELATIONS Consumer Price Index (CPI) General Correspondence Press Releases PUBLIC WORKS ENGINEERING Contractor Bids (not awarded) Encroachment Permits Engineering Standards General Correspondence Job Files: Certified payroll; pay estimates; original bid documents; legal ads; preliminary notices/liens; engineer's daily logs or inspector's diaries; DAS13 Job Files:Org. specials w/autocad drawings, photos/video tapes for historic value; agrmnts; CMR/CAR; change orders; env docs; final pay est. w/attach; notice completion; haz waste manifests/transp docs; ins certs; perform bonds; proposals; spec reports (haz mat, bio, soils), submtls (matls, draw), warranty, as-built daily logs or inspectors' diaries; bids/plans/specs Final Tracts and Minor Subdivisions (includes subdivision improvement agrees; development agrees; in-lieu agrees) STREET ADDRESS FILES General Information Street Files MASS TRANSPORTATION General Information Local-SLO Municipal Bus System Regional Elderly/Handicapped Transit Taxicabs Transportation Permits Unmet Transit Needs PARKING Downtown Parking Study General Information Parking Appeals Parking Citations Parking Meters Parking Policies Ridesharing/Car Pool Program DISTRICTS Assessment Districts Benefit Districts General Information Geologic Hazard Abatement Districts Residential Parking Districts Underground Utilities SURVEYING General Information MAPPING Aerial Photos General Information FACILITIES MAINTENANCE Corporation Yard General Information Golf Course Maintenance Government Building Maintenance Library Maintenance Parking Facilities Recreation Facilities Maintenance Street Landscape Maintenance Swimming Pool Maintenance STORM DRAINAGE/FLOOD CONTROL Creek Policies Drainage Complaints Drainage Maps Flood Management Flood Studies/Detention Dams General Information Storm Drain & Water Way Program Storm Water Management Plan (NDPES) Storm Water Monitoring (NPDES) Zone 9 Master Plan PUBLIC IMPROVEMENTS Cost Estimating General Information TRAFFIC OPERATIONS (STREETS, HIGHWAYS, BRIDGES) Abandonments Bicycle Lanes/Paths Bridges and Creeks General Information Pavement Management Plan School Related Street Signs & Pavement Markings Street Widening Traffic Patterns Traffic Regulations Traffic Safety Traffic Signals & Street Lights Traffic Studies INFORMATION SYSTEMS GENERAL COMPUTER INFORMATION Backups General Information Hardware Software Training Programs Video monitoring tapes REAL ESTATE CITY OWNED PROPERTY Appraisals Recorded Documents pertaining to: Buildings, excess right of way, land, parks (Deeds/Easements are filed under 704) PARKS & RECREATION & CULTURE PARKS AND RECREATION Accident / Injury Reports -- Event Participants Banner Applications and Permits CAL-OSHA Department Tailgates Contract Instructors Contracts Contract Classes Waivers, Rosters Children Services billing/Facilities/Pool Facility Rental Information Facility Use Permits General Information (original correspondence) Golf cart liability release forms Homeless Camp postings How Are We Doing Forms Pesticide Certification records (use, purchase, training, MSDS) Playground Audits Press Release Public Facilities (Including pools and parks): Capital Improvements and Construction Public Facilities (Including pools and parks): Maintenance and Operations Scholarships Special Event Permits Sports Waivers Triathlon Waivers UTILITIES/PUBLIC SERVICES Conservation - Administrative Citations Franchise - San Luis Garbage Franchise - Cable TV Systems Franchise - Pacific Gas & Electric Franchise - The Gas Co. (aka Southern California Gas Co.) Franchise - Tosco and Union Oil Co. General Correspondence Industrial Waste Closed Permit files Laboratory documentation and reports Laboratory documentation and reports Master Plans Nacimiento Water Supply NPDES Permit Pretreatment Annual Reports Recycling and Demolition Plans Salinas Dam & Reservoir - Original Agreements Salinas Dam & Reservoir - Documents other than Original Agreements SWRCB Grant & Loan documentation SWRCB Rights & Permits SWRCB--Water Rights/Permits Utilities brochures, pamphets, public information Utilties Rebate applications Water & Wastewater Management Plans Water & Wastewater Studies Water Quality Reports Water Reuse - SWRCB & NMFS reporting Water Treatment Plant - Dept of Public Health reports Water Treatment Plant - EPA reports Wells & Groundwater information Whale Rock Financial Plans and Statements Whale Rock/Minutes WRF Annual Discharge Monitoring Reports WRF Monthly Discharge Monitoring Reports POLICE Administative Accident Review Administrative/Internal Investigations All Arrest Reports Arrest and Citation Register Arson Registrant - Adult Arson Registrant - Juvenile Audio Recordings- Telephone and Radio (911 Dispatch) Background Investigations Background Investigations - Not Hired Child Abuse, Neglect, Molest Citations Citizen Complaints Collision Reports Concealed Weapon Permit Records Confidential Informants Court Log Daily Calls for Service Log Disturbance Advisement Card (DAC) Death cases Early Removal Applications (for property tenant turnover) Embezzlement of Public Funds Employee Training Records Fatal Traffic Collision Felony capital crimes, crimes punishable by death/life in prisonment Felony Crime reports Fire Arms - lost or stolen Health &Safety Codes Sections-11357(b),(c),(d), or (e) or H&S 11360 Homicides Incident and Non-criminal Reports Juvenile Detention Logs/Survey/Monthly reports Kidnapping - Active Massage, Taxi, Permits Misdemeanor and Infraction violation cases Missing Persons - Active Narcotics Registrant News Releases (Press Releases) Noise disturbance notification letter Officer involved shooting Operations Directive Manual Public Intoxication Arrest Report Recovered Stolen Vehicle Reports Reports involving seized weapons retained by City Police Sex Cases Sex Registrant files - Adult Sex Registrant files - Juvenile Special Orders Manuals Statistical UCR Report Subpoena Log Survey Responses Use of Force Reports Video Recordings - in-car video footage Note: See Police procedures for more specific information regarding retention of electronic vs. paper records. FIRE Apparatus/Vehicle (Repair and Maintenance: Department Mechanic) Arson Investigations - Evidence (Support prosecution resulting in homicide) Arson Investigations - Evidence (Great bodiliy harm, inhabited structure or property) B/C & Staff Logs Captain's Log (Fire Station Journals: Activities, personnel, engine company--historical) Disaster - Major Event Log Disaster Plans Emergency Operations Guidelines Employee Records EMS/Liability Reports / Patient Care Reports / Transports Equipment & Supplies Inventory Exposure - Personnel (Laboratory reports and worksheets) Exposure - Personnel (Sampling results, collection, methodology, background) Fire Code Books / California Fire Code / Uniform Fire Code Fire Dept. Staff Reports (Non-Council agenda related, includes supporting documentation) Fire Equipment/Gear Logs Fire Station Construction and Acquisition Fumigations General Information General Operations Guidelines Hazardous Materials-Storage Permits Hazardous Materials-Undergound Storage Tank (Location, installation, removal, remediation) Inspection Request/Complaint Inspections - Fire Prevention (Alarm/sprinkler systems, Citations, prevention efforts) Media Events - Department Mutual Aid Activities / Stike Team Deployments "Run" Reports (Incidents) Tailboard Safety Sheets Weed Abatement TOTAL RETENTION PERIOD D/R 5 P P 2 2 S+5 2 Min. 2 CU+5 2 30 5 5 5 2 5 2 2 2 2 D/R S P 2 P S+5 P 5 P CL+ 5 P P P P P P P P P P 2 2 P P P P CL+2 6 mos 2 P P 2 P CU+2 8 P 7 2 P P 5 2 2 P 2 P P P 2 P T + 5 2 P 2 P S+5 P 5 5 CU+5 5 AU+5 AU+5 AU+5 AU+5 11 AU+4 AU+4 AU+4 AU+4 AU+4 AU+5 4 AU+4 AU+4 AU+4 AU+4 AU+46 AU+4 AU+4 AU+10 AU+11 AU+4 CL+5 T+4 CL+5 CL+5 CL+5 AU+4 AU+4 AU+2 AU+4 AU+4 AU+4 AU+4 P T+103 P AU+5 AU+5 AU+4 AU+510 AU+4 CL+3 5 T+1 T+3 5 T+3 T+6 T+5 T+30 T+3 3 2 AU+4 25 T+3 5 CL+5 CL+5 T+3 5 T+6 T+5 T+30 5AU+3 T+30 CU+2 AU+5 P 2 AU+4 AU+2 CU+2 4 CU+2 CU+2 4 P P P P 2 D/R 2 CU+2 4 D/R 2 P CU+2 E+6 mos. 5 E+6 mos. P E+5 T+7 T+7 E+2 E+2 P E+2 After Certification of results + 8 months P P E+5 E+6 mos. E+6 mos. E+5 CU+5 CL+10 P CL+5 CL+2 CU+2 CU+5AE 2 P CL + 5 P CL + 10 CL + 5 P P P P P P P 2 P 2 T+7 7 D/R CU+2 2 CU+2 CL+2 CL+2 4 P 2 CL+2 P P 2 10 5 CU+10 CU+2 CU+5 CU+2 CU+10 P 2 CU+2 CU+2 CU+5 CU+5 CU+5 CL+10 CL+10 2 CL+10 CL+10 CL+10 2 CU+10 2 CU+10 CU+10 CU+10 CU+10 CU+10 CU+10 CU+10 CU+10 CU+10 S+2 CU+2 CU+5 CU+2 CL+10 2 CU+10 S+3 5 3 S+10 CU+2 CU+2 P P P CL+3 2 CL+5 CL+5 CL+5 P CL+5 CL+3 CL+5 CL+5 CL+10 D/R D/R 2 D/R S+2 D/R S+2 D/R CL+2 1 CL+2 P CU+2 7 CU+2 5 CU+5 7 CU+5 CU+2 5 2 CU+2 CU+2 5 2 CU+2 5 5 CU+2 CU+2 4 CU+5 P CU+2 3 CL+10 10 CU+2 CU+2 5 CU+2 3 CU+2 5 2 3 P CL+5 P P P P 2 P 3 P P S+10 P P 3 3 P P CL+30 P P P 3 S+2 CL+10 P P P P P P P P 3 2 CL+5 CL+5 P 2 P Age 25 or Sealed+5 P 180 days 2 T+5 CL+3 2 P 2 CL+5 5 A/E+2 2 2 2 CL+2 P CL+2 P T+5 P P 10 CL+5 Or P 2 P 5 CU+2 P CL+2 5 P 5 P 5 CL+2 CL+25 P 10 5 10 P P P P P 2 2 5 2 T+2 P CL+6 5 P P S+2 S+2 T 20 T 2 3 T+30 2 T+30 P S+5 P S+2 3 P CU+2 2 S+2 CL+2 P CL+5 3 CL+5 3 2 P 10 6 5 4 5 4 CL+2 OFFICE RESPONSIBLE FOR RETENTION AND DISPOSITION OF RECORD Various Various Various Various Various Various Various Various Various Various Various Various Clerk Various Various Various Various Various Various Various Various Clerk Various Clerk Planning Planning Building Building Building Planning Building Planning Planning Planning Planning Clerk Planning Building Building Planning Building Clerk Various Clerk Clerk Clerk Clerk Admin Clerk Admin Clerk Clerk Clerk Admin Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk Various Various Various Clerk Clerk Various Clerk Various Clerk Clerk Clerk Clerk Clerk Clerk Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Planning Various Various Various Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT HR HR HR HR HR HR HR HR HR HR HR HR HR HR HR HR HR HR HR Various Various Clerk Various Finance Finance Various Clerk Various Clerk Clerk Clerk Clerk Clerk Various Clerk Various Clerk Clerk Various Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk City Attorney City Attorney City Attorney City Attorney City Attorney City Attorney Various Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk Finance Clerk Clerk Clerk Various Various Various Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works/Clerk Public Works/Clerk Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Public Works Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT Various Clerk P&R P&R P&R P&R P&R P&R P&R P&R P&R P&R P&R P&R P&R P&R P&R Public Works Public Works P&R P&R P&R P&R Utilities Clerk Clerk Admin Admin Attorney Utilities Utilities Utilities Utilities Utilities Utilities Utilities Utilities Utilities City Clerk Utilities Utilities Utilities Utilities Utilties Utilities Utilities Utilities Utilities Utilities Utilities Utilities Utilities Utilities Utilities Utilities Utilities Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire Fire CODE SECTION REMARKS Duplicates and copies distributed to various departments for informational purposes may be destroyed by the departments when they are no longer useful for reference. No "Request for Records Destruction" form is required. Electronic copies of paper records should be kept no longer than the retention period specified in this schedule. If electronic documents are also in a paper format, both must be destroyed at the same time. GC34090 GC34090 Keep one for historical purposes GC34090 Keep one for historical purposes GC34090 GC34090 GC34090 GC34090 GC34090 May be kept for research/historic purposes GC34040 GC34040 / 8CCR3204(d)(1)(B)(2 and 3) / 29CFR1910.1020(d)(1)(ii)(B) GC34040 / 8CCR3203 GC34090 GC34090 (copies of these are usually not retained by the City) GC34090 GC34090 GC34090 GC34090 GC34090 GC34090 Not a City public record. No "Request for Records Destruction" form is required. No "Request for Records Destruction" form is required. GC34090 Legal record of final disposition of document. GC34090 CCP 343 GC34090 GC34090(a) GC34090(a) GC34090(a) Microfilm after 5 years GC34090(a) Microfilm immediately after final inspection GC34090(a) Microfilm one year after final inspection GC34090(a) GC34090(a) Microfilm and retain original cards GC34090(a) GC34090(a) GC34090(a) Microfilm GC34090(a) Microfilm after 2 years GC34090(a) (Filed under 704-06 in City Clerk's office in Housing Agreement section by property address.) GC34090 GC34090 GC34090 GC34090(a) Film after minimum of 10 years.* See Public Works for final maps. GC34090(a) GC34090 GC34090 GC34090.7 GC34090 GC34090 GC34090 Keep one for historical purposes GC34090 GC34090 Keep one for historical purposes GC34090 GC34090 GC34090.7 (this is video. Audio is GC54953.5(b)) GC 81009, 84615 and FPPC Regulations 18944 and 18944.1, consult with FPPC informed us that 7 years electronic, 2 years for physical copy GC34090 GC34090(e) GC34090 GC34090 GC50115 Advisory, non-election related. (If submitted to Council, retain permanently with agenda packet.) GC34090 State Constitution GC53753(e)(2) GC34090 GC34090 Original red file is part of the agenda packet GC34090(e) GC34090 GC34090.7 GC54953.5(b) GC34090(e) GC34090 GC34090 GC34090(e) GC34090 GC34090(e) GC34090 GC34090 Keep one for historic reasons GC34090 GC34090 GC34090 GC34090 GC34090 GC34090 GC34090 41CFR50-201.501; 26CFR31.6001-1(e)(2) / R&T19530 / GC34090 GC34090(c) GC34090(c) / SLOMC3.01.501(B) GC34090(c) GC34090(c) GC34090(c) GC34090(c) GC34090(c) GC34090(c) / SLOMC3.16.190 / SLOMC3.04.110 GC34090(c) GC34090 GC34090(c) / CCP337 GC34090 GC34090(c) / 29CFR516.2 GC34090(c) GC34090(c) / 29CFR516.2 GC34090(c) / 29CFR516.2 24CFR570.502 7 CFR 3016.42 / 21 CFR 1403.36 & 1403.42(b) / 24 CFR 85.42 / 91.105(h), 92.505, 570.490, & 570.502(a&b) / 28 CFR 66.42 / 29 CFR 97.42; 40 CFR 31.42 / 44 CFR 13.42 / 45 CFR 92.42 /OMB Circular A-110 & A-133 / GC34090 7 CFR 3016.42 / 21 CFR 1403.36 & 1403.42(b) / 24 CFR 85.42 / 91.105(h), 92.505, 570.490, & 570.502(a&b) / 28 CFR 66.42 / 29 CFR 97.42; 40 CFR 31.42 / 44 CFR 13.42 / 45 CFR 92.42 /OMB Circular A-110 & A-133 / GC34090 7 CFR 3016.42 / 21 CFR 1403.36 & 1403.42(b) / 24 CFR 85.42 / 91.105(h), 92.505, 570.490, & 570.502(a&b) / 28 CFR 66.42 / 29 CFR 97.42; 40 CFR 31.42 / 44 CFR 13.42 / 45 CFR 92.42 /OMB Circular A-110 & A-133 / GC34090 7 CFR 3016.42 / 21 CFR 1403.36 & 1403.42(b) / 24 CFR 85.42 / 91.105(h), 92.505, 570.490, & 570.502(a&b) / 28 CFR 66.42 / 29 CFR 97.42; 40 CFR 31.42 / 44 CFR 13.42 / 45 CFR 92.42 /OMB Circular A-110 & A-133 / GC34090 GC34090(c) GC34090(c) GC34090(d) GC34090(c) GC34090(c) GC34090(c) GC34090(c) GC34090(c) GC34090(c) / CCP337.5 / GC53921 / CCP336 GC34090(c) GC34090(c) / 26CFR301-65-1(f) GC34090(c) GC34090(c) GC34090(c) GC34090(c) 29 CFR 30.8 / GC12946 / GC34090 / 2 CCR (3)(c) / 2 CCR 7287.0(b)(1) GC12946 / GC34090 29 USC 255 (a) / 29CFR1627.3 / 2CCR11013(c) / GC12946 / GC34090 GC34090(c) ; / 2CCR11013(c) / GC12946 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) / 29CFR1602.31 / 8 CCR3204(d)(1),/ GC12946 / GC34090 / 29USC1113 8CCR3204(d)(1) / 29CFR1627.3 / SLOMC11.04.010(H) / 29CFR1602.31 / GC12946 / GC34090 / 29USC1113 GC34090(c) / INA 274A(b)(3 / INS Rule 274a.1(b)(2) / 29 CFR 1627.3(b)(i) / GC12946 GC34090(c) / 29 CFR 1602.30 / 29 CFR 1602.32 GC34090 29CFR1627.3(b)(2) / GC34090 GC34090(c) (Termination doesn't make sense here for the retention) GC34090 / 8CCR14300.33(a) / 29CFR1904.33 / 29CFR1904.44 GC34090 / CCP337 GC34090 GC34090(c) 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) / 29CFR1602.31 / 8 CCR3204(d)(1),/ GC12946 / GC34090 / 29USC1113 8CCR3204(d)(1) / 29CFR1627.3 / SLOMC11.04.010(H) / 29CFR1602.31 / GC12946 / GC34090 / 29USC1113 GC34090(c) 29CFR1910.20 / 8CCR3204(d)(1) / 8CCR10102 / 8CCR15400.2 / GC12946 / GC34090 GC34090 / CCP337 / SLOMC3.24.170 GC34090 / CCP337 / SLOMC3.24.170 GC34090(a) GC34090 CCP337 GC34090 GC34090 GC34090 GC34090 GC34090 GC34090(e)/GC40806 GC34090 GC34090(e) GC34090(e)/GC40806 GC34090 GC34090 GC911.2; GC34090 GC34090 GC34090(e) Database on City network/Keep one for historic value GC34090 EC17505(b) Confidential EC2188 EC17302; EC17306 (if no legal action) Confidential GC81009(b) GC81009(b) GC81009(e)(c) GC81009(f) GC34090 GC34090 GC34090 GC34090 EC17200/EC17400 Confidential GC34090 EC17100 EC17100 EC17503(b) EC17304 Confidential EC17300(a) (if no legal action) GC34090 GC34090(b) / CCP337 GC34090(a) / CCP337 GC34090(b) GC34090 GC34090 CCP337 / GC34090 GC34090 GC34090 GC34090 / GC53235.2(b) GC34090(a) GC34090 GC34090 / CCP337 GC34090(a) GC34090 GC34090 GC34090(a) CCP337 / GC 34090 GC34090(e) GC34090(e) GC34090 GC34090(e) GC34090 GC81009(e) (f) & CCAC Guidelines GC81009(e) GC34090 GC34090 GC34090 GC34090 Exception: Federally funded: 3 year retention period or as required by the funding authority. GC34090 GC34090(a) GC34090 GC34090 Federally funded or as req'd by the federal authority GC34090 / CCP337 GC34090(a) Film after minimum of 10 years*. See Community Development for Final maps GC34090 GC34090 GC34090 (These can go down to 2 years, if you want) GC34090 (These can go down to 2 years, if you want) GC34090 (These can go down to 2 years, if you want) GC34090 (These can go down to 2 years, if you want) GC34090 (These can go down to 2 years, if you want) GC34090 (These can go down to 2 years, if you want) GC34090 GC34090 GC34090 GC34090 GC34090 GC34090 GC34090 GC34090 Note: original documentation in City Clerk's Office GC34090 Note: original documentation in City Clerk's Office GC34090 GC34090 GC34090 GC34090 GC34090 GC34090 GC34090 GC34090 (These can go down to 2 years, if you want) GC34090 (These can go down to 2 years, if you want) GC34090 (These can go down to 2 years, if you want) GC34090 (These can go down to 2 years, if you want) GC34090 (These can go down to 2 years, if you want) GC34090 (These can go down to 2 years, if you want) GC34090 (These can go down to 2 years, if you want) GC34090 (These can go down to 2 years, if you want) GC34090 (These can go down to 2 years, if you want) GC34090 GC34090 GC34090 GC34090 GC34090 GC34090 GC34090 GC34090 / 40CFR122.21 / 40CFR122.41 / 40CFR122.44 GC34090 / 40CFR122.21 / 40CFR122.41 / 40CFR122.44 GC34090 GC34090 GC34090 GC34090(a) GC34090 Microfilm for research/historic value GC34090 GC34090 GC34090 GC34090 GC34090 GC34090(a) GC34090 GC34090 GC34090 GC34090 GC34090 GC34090.7 GC34090.7 GC34090.7 GC34090.7 GC34090.7 GC34090.6(a) GC34090 GC34090(a) Recorded documents are filed 704 and are kept by the City Clerk GC34090 GC34090 GC34090 / 8CCR3203 GC34090 / CCP337 GC34090 GC34090 GC34090 GC34090 GC34090 GC34090 Penal Code 602 et al. GC34090 GC34090 / 3CCR6623 / 40CFR171.11 (MSDS / SDS are required for 30 years) GC34090(a) GC34090 GC34090(a) GC34090(a) GC34090 GC34090 GC34090 GC34090 GC34090 GC34090 / CCP337 GC34090 / CCP337 (State has jurisdiction now) GC34090 / CCP337 GC34090 / CCP337 GC34090 / CCP337 GC34090 40CFR GC34090 40CFR + Historical (Potable Water? Stormwater? Wastewater? Need more information about what this is…) 40CFR + Historical (Potable Water? Stormwater? Wastewater? Need more information about what this is…) GC34090 Ongoing project GC34090 40CFR GC34090 / 40CFR122.21 / 40CFR122.41 / 40CFR122.44 40CFR GC34090 / 40CFR122.21 / 40CFR122.41 / 40CFR122.44 GC34090 GC34090 / CCP337 GC34090 GC34090 40CFR GC34090 40CFR GC34090 GC34090 + Historical purpose GC34090 40CFR GC34090 GC34090 GC34090 / 40CFR141.33(a) / 22CCR64470 40CFR GC34090 + Historical 40CFR GC34090 + Historical 40CFR GC34090 + Historical GC34090 GC34090 GC34090 40CFR GC34090 / 40CFR122.21 / 40CFR122.41 / 40CFR122.44 + Historical 40CFR GC34090 / 40CFR122.21 / 40CFR122.41 / 40CFR122.44 GC34090 GC34090 / GC12946 / EVC1045(b)(1) GC34090 Electronic records only with the exception of mandated destruction pursuant to sections: PC 290(d)(4) & 851.8, H&S 11361.5(a),(b),(d),&(e), W&I 781(a), 826(a), 826(b). GC34090 PC 457.1(b)2 / GC34090 W&I 781 / PC 457.1(b)2 / GC34090 GC34090.6 - Electronic records only GC34090 / 29CFR1672.3(b)(i) / 29CFR1602.14 / GC12946 GC34090 / 29CFR1672.3(b)(i) / 29CFR1602.14 / GC12946 PC 799 / GC34090 GC34090 - Electronic records only GC34090 / GC12946 / EVC1045(b)(1) GC34090 and GC34090.7 - with the exception of fatality reports GC34090 GC34090 GC34090 - Electronic records only GC34090 GC34090 GC34090 GC34090 PC 803 / GC34090 GC34090(c) / 8CCR3203 GC34090(c) PC 799 / GC34090 - Case by case determination as to whether stored electronically or paper PC 804 / GC34090 CLETS P&P - Permanent until weapon is located / GC34090 H&S 11361.5(a) - Exception: violation H&S 11357(e) by a juvenille. PC 799 / GC34090 GC34090 - Electronic records with the exception of death and missing persons cases GC34090 CLETS P&P / GC34090 GC34090/SLOMC 5.56.150 GC34090 with exceptions: related unserved warrants, identifiable items which have not been recovered, unadjudicated arrests (except H&S 11357/11360), presently involved in civil or criminal litigation CLETS P&P / GC34090 H&S 11594 / GC34090 GC34090 - Electronic records only GC34090 GC34090 GC34090 647F PC GC34090 CLETS P&P - Electronic records only / GC34090 CLETS P&P - Electronic records only / GC34090 Electronic for case reference / GC34090 PC 290(a)(2)(f) - Electronic records only / GC34090 W&I 781 / GC34090 GC34090 - Keep one for historical purpose GC34090 - Keep one for historical purpose GC34090 GC34090 - Electronic records only GC34090 GC34090.7/CCP 335.1 - with the exception of information held for evidence. Electronic records only. 34090.6(a) GC34090 / 8CCR3203 / NFPA 1911.4.7.3 & Annex C.5 PC799 / GC34090 PC800 / GC34090 GC34090 GC34090 GC34090(c) SLOMC2.24.080 / GC34090 GC34090 GC34090 Then transferred to Human Resources GC34090 CCP340.5 / H&S1797.98(e) / H&S123145 / 42CFR482.24(b) / 9CCR 9444 / 22 CCR 70751(c) & 71551(c) / 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a) / W&I 14124.1 / CMS Pub. 100-4, Chapter 1, Section 110. GC34090 GC34090 / 8CCR3204(d)(1)(B)(2 and 3) / 29CFR1910.1020(d)(1)(ii)(B) 29CFR1910.1020(d)(1)(ii)(B) / GC34090 / 8CCR3204(d)(1)(B)(2 and 3) / GC34090.7; 50022.6 GC34090 GC34090 / 8CCR3203 / NFPA 1911.4.7.3 & Annex C.5 GC34090(a) GC34090 GC34090 GC34090 GC34090 May keep longer GC34090(a) / H&S25284.24(i) GC34090 / CCP338 / CCP340.5; CFC104.6 – 104.6.4 GC34090; CFC104.6 – 104.6.4 GC34090 GC34090 GC34090 GC34090 GC34090 Records Retention Schedule Code A/E AU CU CL D/R E P S T CCP CCR CFR EC GC PC SLOMC USC Retention Codes Definition After Expiration Audit Current Closed/Completed Detroy when no longer Relevant After Election Permanent Superceded Termination Authorizing Code Citations Code of Civil Procedure Code of California Regulations Code of Federal Regulations Election Code California Government Code Penal Code San Luis Obispo Municipal Code United States Code