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21227 - RESOLUTIONS - 3/16/2005
RESOLUTION NO. 21227 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA ADOPTING A RECORDS RETENTION SCHEDULE FOR THE DEPARTMENTS OF PUBLIC WORKS AND ENGINEERING, COMMUNITY AND ECONOMIC DEVELOPMENT, BUILDING, AND PLANNING AND AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS. WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Palm Springs; and WHEREAS, the establishment of a record retention schedules will facilitate the orderly and efficient transfer, retention and destruction of the records of the City of Palm Springs; and WHEREAS, the State of California has adopted guidelines for retention period for various government records; and WHEREAS, Section 34090 of the California Government Codes provides a ' procedure whereby any City record which has served its purpose and is no longer required may be destroyed; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PALM SPRINGS AS FOLLOWS: Section 1. The records of the City of Palrn Springs Departments of Public Works and Engineering, Community and Economic Development, Building, and Planning, as set forth in the Records Retention Schedule in Exhibit A, attached hereto and incorporated herein by reference, are hereby authorized to be destroyed as provided by Section 34090 et. Seq. of the California Government Code and in accordance with the provision of said schedule, upon the request of the Department Head and with the written consent of the City Attorney and the City Clerk, without further action by the City Council of the City of Palm Springs. Section 2. The term "records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. Section 3. The Departments of: Public Works and Engineering; Community and Economic Development; Building, and Planning are hereby exempted from the requirements in Section 2 and Section 3 of Resolution 19644 adopted the Palm Springs City Council September 15, 1999. Resolution No. 21227 Page 2 ADOPTED this 16th day of March, 2005. AYES: Members McCulloch, Mills, Pougnet and Mayor Oden NOES: None ABSTAIN: None ABSENT: Member Feat ATTEST: CITY OF PALM SPRINGS, CALIFORNIA A City Clerk City Managed 1 RECORDS RETENTION SCHEDULE LEGEND 9)2005 Gladwell Governmental services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or"record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.) Classification: The method of filing and retrieving records (File Number). Most will be alphabetical; some will be numeric, geographic, or subject. Records Description /Folder Subject: The record series (a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a"trusted system", etc. Retention/Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P= Permanent Indefinite= No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record - Mag = Computer Magnetic Media (hard drive, disks, tapes, etc.) Mfr= Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr= Paper OD = Optical Disk, CD, DVD or other media which does not allow changes Scan /Import: "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd=Quality Checked. "Yes" indicates the paper version may be destroyed if the document has been imaged (microfilmed, scanned or imported onto Optical Disk-CD, WORM or DVD), and then each page Quality Checked ("QC'd"). Leqend for legal citations (§: Section) B&P: Business& Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code(CA) EVC: Evidence Code (CA) FA: Food &Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops.Atty Gen.: Attorney General Opinions (CA) PC: Penal Code (CA) R&T: Revenue &Taxation Code(CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare& Institutions Code (CA) Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS and ENGINEERING Page PW/E-1 Office of Classification Record I OR Records Description Retention/Disposition Comments/Reference File Number - Image: Destroy (OFR) Active Inactive, Total Vital? Media 1=Import Paperafter (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan QC'd? Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). CONTRACTED SERVICES Original Contract is maintained by the City Clerk, Covers E&O Agreements&Contracts-Street - Sweeping& Roadside Statute of Limitations(insurance certificates Maintenance, Parking Lot are filed with Sweeping,Traffic Signal agreement); Published Audit Standards=4-7 years; Statute of Maintenance,Waste Water Mag, Completion Yes: Before Yes Upon Limitations: Contracts& Lead Dept Treatment Plant, etc.: Completion 5 years S/I Mfr, OD, ADMINISTRATIVE FILES +5 years Completion Ppr Completion Spec's=4 years, Wrongful (Correspondence, Project Death=comp. +5 years, Administration, Project Schedules, Developers=comp. + 10 years, Statewide guidelines propose Certified Payrolls, Invoices, Logs, etc.) termination +5 years; CCP §§336(a), 337 et.seq , GC §34090 ENGINEERING Mag, City Preference for historical Lead Dept. Aerial Maps 2 years P P Mfr, OD, S No purposes; GC§34090 Ppr Assessment I Maintenance I I Department Preference; Statute Yes: 1 Public Works Landscape&Lighting/Street Yes Until Mag, of Limitations is 4-10 years(for ' Improvement District Protects! P P Mfr, OD, S/I Errors&Omissions), CCP /Engineering Community Facilities Districts(All Completed Ppr year §§337. 337.1(a), 337.15, 343, records) I GC§34090.7 1 _ I Asset History(Pavement Management,Traffic Signals, Database;for GASB 34 Finance Indefinite Indefinite Mag compliance, GC§34099 0, CCP Lights, Sidewalk, Streetscapes, etc.)-GASB 34 - §337 et seq. PALM SPRINGS, CA. ©2005 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS and ENGINEERING Page PW/E-2 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Inactive Image: Destroy (OFR) Active (Off-site, Total vital? Media I=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan QC'd? Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). All permanent project files are Capital Improvement Projects maintained in Engineering no (CIP): Alt City Infrastructure, matter what department was Facilities and/or Transportation involved in the project; retained Public Works Projects (Specifications, Mag, for disaster preparedness 1 ( P Upon Yes: Until Yes: 1 /Engineering Bids/RFPs,Successful Completion P P Completed Mfr, OD, Sit year Purposes(City Clerk does not Proposal,Materials Testing Ppr maintain Plans, Materials Testing Reports, etc)Statewide Reports, Grading Permits,Soils guidelines propose Permanent Reports,Studies,Surveys,etc.) for Infrastructure plans; GC §34090 Some grant funding agencies require audits,Statute of 10 years or Completion Limitations for Errors& After + 10 years Omissions is 10 years; Capital Improvement Projects or After Published Audit Standards=4-7 Funding Public Works Facilities All City Infrastructure, Upon Agency Funding Yes: Until Mag' Yes: 1 years; Statute e Limitations. Facilities and/or Transportation Agency Mfr, OD, S/I Contracts&Spec's=4 years, /Engineering Projects(Project Administration, Completion Audit, if Audit, if Completed Ppr year Wrongful Death=comp +5 Certified Payrolls,Invoices,etc.) required,whichever is required, years, Developers=comp.+ 10 whichever is years, Statewide guidelines longer longer propose termination+5 years, CCP §§336(a), 337 et. sec , GC §34090 PALM SPRINGS, CA. ©2005 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS and ENGINEERING Page PW/E-3 Office of Classification Records Description Retention I Disposition Comments I Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper after (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr Imaged& OD or Mfr) S=Scan QC'd? Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. ,Litigation, claims, complaints and/or federal investigations suspend normal retention periods (retention begins after settlement). Mag, Department Preference City Clerk Deeds P P Yes Mfr, OD, S No (copies); Ensure the City Clerk Ppr has all originals; GC§34090.7 Mag, Department Preference City Clerk Easements P P Yes Mfr, OD, S No (copies), Ensure the City Clerk Ppr has all originals; GC§34090.7 Encroachment Agreements and Department Preference; Public Works Licenses- Permanent(Outdoor Mag, Dining,Sewers,Streets,Structures P P Yes: Until Mfr, OD, S Yes. After Statewide guidelines propose /Engineering D i , e er Underground Revocation Ppr Inactive Permanent; CCP §337 et. 9 y. 9 Seq.; GC§34090 Utility, etc.) Encroachment Permits: Statewide guidelines propose Public Works Temporary (Street Closures, Expiration+ Expiration+ Yes: Until Mag, Ppr Permanent; CCP §337 at. /Engineering Transportation/Wde Load 2 years 2 years Expiration Seq.; GC§34090 Permits, Detours,etc) Public Works Mag' Yes After Department Preference; GC /Engineering Engineering Studies/Surveys P P Mfr, OD, S/I Ppr Inactive §34090 Engineering Studies/Surveys- When No When No Longer Longer Mag, Yes. After Department Preference;GC Public Works Preliminary Studies f Project P Required Required Mfr, OD, Sill Inactive §34090 /Engineering Assessments(Not Acquired or Developed) (minimum 2 (minimum 2 Ppr years) years) PALM SPRINGS, CA. ©2005 Gladwell Governmental Services,Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS and ENGINEERING Page PW/E-4 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media I=Import Paperafter (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan QC'd? Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform After After Admin. Requirements for Grants Grants-Measure A, Gas Tax Funding Funding to Local Governments Is 3 years Funds, CSA-152 Dust Control, etc. Agency Agency Mag, from expenditure report or final Lead Dept (SUCCESSFUL Reports, other 2 years Audit, if Audit, if Mfr, OD, S/I Yes: When payment of grantee or records required to pass the Required- required- Ppr Inactive subgrantee, statewide funding agency's audit, if required) Minimum 5 Minimum 5 guidelines propose 4 years;21 years years CFR 1403 36 &1403.42(b), 24 CFR 85.42, 91.105(h), 92.505, &570.502(b),28 CFR 66.42, 29 CFR 97.42;40 CFR 31.42;44 CFR 13.42;45 CFR 92.42; OMB Circular A-133: GC§34090 Public Works Lot Line Adjustments, Parcel Mag' Yes: After /Engineering Mergers P P MfrP,P D, S/I Inactive GC§34090 Public Works Neighborhood Traffic Management 5 ears P P MMag, S/I No Department Preference, GC y /Engineering Plan Ppr §34090 Neighborhood Traffic Management 3 years Public Works Records-Traffic Calming/Control (When No Mag' Yes:After 1 Department Preference, GC /Engineering Requests(Speed Humps, Stop Longer P P M Ppr PALM S year §34090 signs, red curbs, etc.) Required) PALM SPRINGS, CA. ©2005 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS and ENGINEERING Page PW/E-5 Office of Classification Records Description Retention I Disposition Comments I Reference Record OR File Number Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr Imaged& OD or Mfr) S=Scan QC'd? Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/orfederal investigations suspend normal retention periods(retention begins after settlement). Public Works Pavement Management Database Indefinite Indefinite Meg Database;data is interrelated; /Engineering GC§34090 Public Facilities/Infrastructure Public Works NAs Builts"/Record Drawings - Yes: Until Mag' Yes:After 1 /Engineering All Public Improvement Plans and P P Completed Mfr, OD, S year Infrastructure; GC§34090 Drawings Ppr Recorded Documents (Deeds, Mag, Department Preference City Clerk Easements,Abandonments, P P Yes Mfr, OD, S No (copies), Ensure the City Clerk Vacations, etc.) Ppr has all originals; GC §34090 7 Drafts should be destroyed, Recorded Maps(Final Maps, Mag, Some maps are also retained by Public Works Engineering Parcel Maps, Record of Survey, P P Yes(all) Mfr, OD, S Yes. 1 Planning; Selected maps are / Right of Way, Tract Maps, etc.) Ppr year retained in Public Works for administrative purposes; GC §34090, 34090 7 Public Works Regional Transportation Plans 2 years P P Mf,, OD, S/I No Department Preference, GC /Engineering §34090 Ppr When No When No Public Works Longer Longer Department Preference, GC /Engineering Speed Surveys Required Required Mag, Ppr §34090, CCP §337 et seq. (minimum 5 (minimum 5 years) years) Public Works Underground Storage Tank Mag' Yes. When Department Preference; GC /Engineering Permits 10 years P P Yes Mfr , S/I Pp D Inactive §34090 PALM SPRINGS, CA. ©2005 Gladwell Governmental Services, Inc.(909)337-35 6-all rights reserved Do not duplicate or distribute without prior written permission Adopted: ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS and ENGINEERING Page PW/E-6 Office of Classification Records Description Retention I Disposition Comments I Reference Record OR File Number Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media I=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan QC'd? Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). FACILITIES MAINTENANCE Public Works Backflow Certifications-City § / Facilities 2 years 2 years Mag, Ppr UFC§2-5J, UPC 603.3 3, GC Maint. Facilities §34090 Exception to City-wide standard because Statute of Limitations for Errors&Omissions does not Maintenance Contracts apply to this contract; Statute of Public Works ADMINISTRATION FILES Completion Yes: Before Limitations: Contracts& / Facilities (Building Maintenance, Holiday Completion 5 years +5 years Completion Mag, Ppr Specs=4 years, Published Audit Maint. Decorations, Janitorial, etc.) Standards=4-7 years; Statewide guidelines propose termination +5 years; CCP §§336(a),337 at.seq, GC§34090 Lead Dept. Work Order Database/Work Indefinite Indefinite Yes Mag Data is interrelated, GC§34090 History et seq. Dept. Work Orders-Where ALL When No When No Drafts/Source records- Providing information from the work order is Longer Longer Mag, Ppr Database becomes original Service/ entered into the Work Order Required Required record, GC§34090 Work Database Work Orders/Service Requests/ Dept. Routine Scheduled Maintenance Consistent with operational Providing (Department providing service 3 complaints, CCP§§338 at seq., Service/ retains originals; department years 3 years Mag Ppr 340 at seq., 342, GC§§945.6, Work asking for service is considered a GC§34090 copy) PALM SPRINGS, CA. ©2005 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS and ENGINEERING Page PW/E-7 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media I=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan QC'd? Retentions begin when the act is completed, and imply a full file folder(e g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/orfederal investigations suspend normal retention periods(retention begins after settlement). FLEET MAINTENANCE Department Preference to cover all statute of limitations, If a Life of Life of motor carrier, required for 18 Public Works Equipment and Vehicle Equipment Equipment Mag, Ppr months after vehicle is sold, / Fleet Maint Maintenance History or Vehicle+ or Vehicle+ Covers all statute of limitations, 4 years 4 years CHIP requires life of vehicle; OSHA requires 1 year, 8 CCR§ 3203(b)(1);49 CFR 396 21(b)(1),49 CFR 396.3(c); CCP§337 at Seq., GC§60201 Public Works Fleet Management Database Indefinite Indefinite Yes Mag Data is interrelated, GC§34090 / Fleet Maint et seq Public Works If a motor carrier, required for 14 / Fleet Mains. Vehicle Inspections 2 years 2 years Ppr months, 49 CFR 396.21(b)(1), GC§34090 PALM SPRINGS, CA. ©2005 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS and ENGINEERING Page PW/E-8 Office of Classification Record OR Records Description Retention I Disposition Comments I Reference File Number Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media I=Import Paperafter (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan QC'd? Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/orfederal investigations suspend normal retention periods(retention begins after settlement). STREET MAINTENANCE County Contract; Consistent Public Works HazMat Incident Responses, Mag, with statute of limitations for / Street Clean-ups and Exposure Records 30 years 30 years Mfr, OD, S/I No employee exposure to Maint. (Diesel, Oil, etc.) Ppr hazardous materials; 8 Cal Code Reg. 3204(d)(1)(A) Lead Dept. Work Order Database/Work Indefinite Indefinite Yes Mag Data is Interrelated; GC§34090 History at seq. Dept Work Orders-Where ALL When No When No Drafts/Source records- Providing information from the work order is Longer Longer Mag, Ppr Database becomes original Service/ entered Into the Work Order Required Required record, GC§34090 Work Database Work Orders/Service Requests/ Dept. Routine Scheduled Maintenance Consistent with operational Providing (Department providing service complaints, CCP §§338 at seq , Service/ retains originals, department 3 years 3 years Mag Ppr 340 et seq.,342, GC §§945.6, Work asking for service is considered a GC §34090 copy) PALM SPRINGS, GA. ©2005 Gladwell Governmental Services, Inc (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: BUILDING Page B-1 Office of Classification I Record OR Records Description Retention I Disposition Comments I Reference File Number Destroy Inactive Image: Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged S=Scan &OC'd? Retentions begin when the act Is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). BUILDING AND SAFETY Building& Department Preference-Data is Safety Building Permit Database Indefinite Indefinite Yes (all) Mag interrelated; GC§34090, H&S §19850 Statewide guidelines propose Building& Building Permits and Building Mag, Yes. permanent, UAC§303 2, CBC Safety Permit Applications (AII) P P Yes (all) MfrP,P D, S After QC §106.4.2, GC§34090, H&S §19850 Law requires for the life of the building for commercial only, Building Plans and Construction Statewide guidelines propose 2 Documents - Finalled - years for blueprints& Building& RESIDENTIAL I SINGLE FAMILY Completion Completion P specifications; CBC and UAC Safety DETACHED(All others-does not +90 days +90 days Yes(all) Mag, pr require plans be retained 90 include Plot Plan, Site Plan and _ days from completion date for selected Elevation Plans) residential and appurtenances; UAC§303.2; CBC§106.4.2. H&S§19850, GC§34090 Department Preference; Law requires for the life of the Building Plans and Construction building for commercial only, Building& Documents - Finalled- Mag' Yes: Statewide guidelines propose 2 Safety RESIDENTIAL PRODUCTION P P Yes(all) Mfr, OD, S After QC years for blueprints& r, HOME MASTER PLANS(All Plans) p specifications; UAC §303 2; CBC§106.4.2; H&S§19850, GC §34090 PALM SPRINGS, CA. ©2005 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: BUILDING Page B-2 Office of Classification Records Description Retention/Disposition Comments 1 Reference Record OR File Number Destroy Inactive Image: Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged S=Scan &QC'd? Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). Department Preference; Law requires for the life of the Building Plans and Construction building for commercial only, Building& Documents - Imaged (Microfilm or P P Yes(all) Mfr, OD S Yes: Statewide guidelines propose 2 Safety Digital) After QC years for blueprints& DI g ) specifications; LAC§303 2; CBC§106 4.2; H&S§19550, GC §34090 Building Plans and Construction l Documents- Finalled- Department Preference; Law COMMERCIAL, MULTI-FAMILY requires for the life of the DWELLINGS, PLACES OF Mag, building for commercial only, Building& Yes PUBLIC ACCOMMODATION, P P Yes(all) Mfr, OD, S : Statewide guidelines propose 2 Safety After QC years for blueprints& SINGLE FAMILY ATTACHED Ppr specifications; UAC§303 2, (includes commercial structural CBC§106.4.2; H&S§19850, GC plans, Hazardous Materials §34090 Questionnaire, etc.) Transitory/preliminary When No When No documents not retained after Building& Correction Notices, Inspections,etc. Longer Longer Mag, Ppr permit has been finalled and all Safety Required Required corrections completed, GC §34090 Building& Mag' Yes: 1 Safety Index to Building Permits P P Yes(all) Mfr, OD, S year GC§34090 Ppr When No When No Drafts and transitory Building& Preliminary Review Notes/Plan / Safety Review Notes Longer Longer Mag, Ppr preliminary draft records; GC Required Required § PALM SPRINGS, CA. ©2005 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: BUILDING Page B-3 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number Destroy Total Inactive Image: Paper (OFR) Active (Off-site, Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged S=Scan &QC'd? Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). Building & Reports: Annual Historical Reports Mag, S Yes: Department Preference; GC 10 years 10 years M Safety of Building Permit Activity r. O After QC §34090 Ppr When No When No Building & Reports: Monthly and Periodic Longer Longer Safety Reports of Building Activity(Dodge Required Required Mag, Ppr GC§34090 Reports, etc.) (minimum 2 (minimum 2 years) years) PALM SPRINGS, CA. 92005 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted. Ver. 2.0 RECORDS RETENTION SCHEDULE: BUILDING Page B-4 Office of Classification I Record OR Records Description Retention I Disposition Comments/Reference File Number Destroy Inactive Image' Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged S=Scan &OC'd? Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). - CODE ENFORCEMENT Case is open until satisfactorily When No When No resolved (some cases are not Building/ Code Compliance Violations/Code Longer Longer Mag, resolved); City Clerk maintains Code Enforcement Case Files/ Required- Required- Yes: Until Mfr, OD, S Yes: original staff reports and Enforce Administrative Citations Minimum 2 Minimum 2 Resolution Ppr After QC resolutions that are presented to years years Council, CFC §104.3.4, GC §34090 Department Preference, Case is open until satisfactorily resolved Building/ Code Compliance Violations/Code Yes' Until Yes: (some cases are not resolved); Code Enforcement Case Files/ P P Resolution Mfr, OD S After QC City Clerk maintains original Enforce. Administrative Citations: Imaged staff reports and resolutions that are presented to Council, CFC §104 3 4, GC §34090 Building/ Mag, Code Liens P P Yes Until Mfr, OD, S Yes: GC§34090 Enforce. Paid Ppr After QC PALM SPRINGS, CA. ©2005 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-1 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number - - - - - Image: Destroy Inactive - rt Paper - - mpo (OFR) (O Total Media I=I ff-site,OD - Vital? after (in offi Active ce) or Mfr Retention Options M=Mfr Imaged - S=Scan &OC'd? Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/orfederal investigations suspend normal retention periods(retention begins after settlement). -- _ CDBG-S HOUSING. -. - Lead Dept. Grants(UNSUCCESSFUL 2 years 2 years- Mag, Ppr GC§34090 Applications,Correspondence) -- - _ Department Preference; 3 years -- retained for disaster Upon Filing _ preparedness purposes Do you have a Grants: All Housing,ADA, Public of the Single Mag, (Engineering, Building& C&ED/ Consolidated Facility Improvements, or Last - Yes: Until Yes: 1 S/I OD, CDBG Action Plan? 5 Low/Moderate Income Projects Expenditure P P- --- Completed Mfr, year Planning also maintains original years (Plans,Specifications) Report for -- Ppr documents)Statewide Appropriate guidelines propose Permanent Fiscal Year for Infrastructure plans;GC §34090 Meets auditing standards; Grants covered by a Consolidated Action Plan are Grants: All Housing,ADA, Public 3 years 3 years';;;- required for 5 years; Uniform Facility Improvements, Upon Filing Upon Filing_ Admin. Requirements for Grants Ma Low/Moderate Income Projects g, of the Single of.the Single. to Local Governments is 3 years (Project Administration, Mfr,OD, S/I C&ED/ or Last .- or Last Yes: Until Yes: 1 from expenditure report or final - - CDBG Expenditure Expenditure: Completed year payment of grantee or Compliance Monitoring,RFPs, Report for Report forPpr subgrantee;statewide Successful Proposal,Studies, Appropriate Appropriate guidelines propose 4 years;21 etc.) Fiscal Year Fiscal Year. CFR 1403.36&1403.42(b); 24 CFR 85.42, 91.105(h),& 570.502(b), 29 CFR 97.42;GC §34090 PALM SPRINGS, CA. 02005 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-2 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number - Image: Destroy Active Inactive Total - Media I=Import Paper (OFR) (in office) (Off-site, O - Mfr DID Retention. Vital? Options M=Mfr Imaged after S=Scan &QC'd? Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). Meets auditing standards; Grants covered by a --- Consolidated Action Plan are 3 years -3 years - required for 5 years; Uniform Upon Filing Upon Fjlmg Admin. Requirements for Grants Grants. Public Service(for Social of the Single of the Single to Local Governments is 3 years C&ED! purposes)(SUCCESSFUL Reports, or Last ---or Last Mag, Yes:Mfr OD S/ When from expenditure report or final CDBG other records required to pass the Expenditure Expenditure , , payment of grantee or funding agency's audit, if required) Report for Report for Ppr Inactive subgrantee;statewide Appropriate _Appropriate guidelines propose 4 years;21 Fiscal Year `Fiscal Year CFR 1403.36& 1403.42(b);24 CFR 85.42, 91.105(h),& 570.502(b), 29 CFR 97.42;GC §34090 C&ED/ Grants: Public Service(for Social - CDBG purposes)(UNSUCCESSFUL 2 years --2 years Mag, Ppr GC§34090 Proposals) PALM SPRINGS, CA. ©2005 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-3 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number - -- Destroy Inactive , - Image: Paper Active - Total Media I=Import (OFR) (in office) (Off-siteor MfrOD Retention- Vltal? Options M=Mfr Imaged S=Scan &OC'd? Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). All permanent project files are - 3 years - maintained in Engineering no U on Filing - matter what department was p 9 invnlvari in the prrnarf- retained Capital Improvement Projects(CIP): of the Single - - Mag, for disaster preparedness C&ED/ All City Infrastructure, Facilities or Last Yes: Until Yes: 1 P P Mfr, OD, S/I purposes(City Clerk does not CDBG and/or Transportation Projects Expenditure Completed Ppr year maintain Plans, Materials (Plans,Specifications) Report for __ Appropriate - Testing Reports,etc.)Statewide Fiscal Year - - guidelines propose Permanent for Infrastructure plans;GC §34090 -- Meets auditing standards; Grants covered by a Consolidated Action Plan are Capital Improvement Projects(CIP): 3 years 3 years required for 5 years; Uniform All City Infrastructure, Facilities Upon Filing !Upon Filing Admin. Requirements for Grants and/or Transportation Projects of the Single of the Mag,Single to Local Governments is 3 years -- C&ED/ or Last or Lasf Yes: Until Yes: 1 from expenditure report or final (Project Administration,Certified Mir,OD, S/I CDBG Expenditure Expenditure Completed year payment of grantee or Payrolls,Invoices,Bids/RFPs, Report for - Report for- Ppr subgrantee;statewide Successful Proposal,Studies, Appropriate Appropriate guidelines propose 4 years;21 etc.) Fiscal Year Fiscal Year CFR 1403.36&1403.42(b);24 CFR 85.42, 91.105(h), & 570.502(b), 29 CFR 97.42;GC §34090 PALM SPRINGS, CA. ©2005 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-4 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR _ Destroy File Number - Image: Paper Inacti(OFR) Active (Off-site OD Total vital? Media 1=Import after (in office) ) Retention Options M=Mfr Imaged or Mfr - S=Scan &QC'd? Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims,complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). i Meets auditing standards; Grants covered by a Consolidated Action Plan are 3 years 3 years required for 5 years; Uniform Upon Filing .Upon Filing Admin. Requirements for Grants of the Single of the Single Magto Local Governments is 3 years C&ED/ Subrecipient Agreements or Last or Last Yes, Until it, O Yes: 1 from expenditure report or final Mfr, OD, S/I CDBG Expenditure Expenditure Completed P r year payment of grantee or Report for Report for p subgrantee; statewide Appropriate Appropriate guidelines propose 4 years;21 Fiscal Year Fiscal Year CFR 1403.36& 14D3.42(b);24 CFR 85.42,91.105(h), & 570.502(b), 29 CFR 97.42;GC §34090 PALM SPRINGS, CA. ©2005 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without priorwritten permission from GGS(909)337-3516 Adopted: Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-5 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number - _ Destroy Image: Paper Active Inactive --Total - Media I=Import (OFR) (in office) (Off-site,)D _Retention: VI�I? Options M=Mfr after or Mfr - Imaged - - S=Scan &QC'd? Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation claims complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). 13OWNTOWN-DEVELOPMENT CENTER..: - - - -- - - - - When No - When No C&ED/ Longer Longer Mag, Yes: Department Preference; GC Association/Proposals/Prospects - - - p Downtown Required :Required- Mfr, OD, S/I After 10 §34090 /Subject and Reference Files . . ........... a . 1. years Develop. (miiriimumi 2 �,,,,,,,,,,..m . r - years) years) - C&ED/ Downtown Development Center - _--- Mag, Yes: Department Preference(original Downtown Project Files P P - Mfr, OD, S/I After 10 DDAs and OPAs are maintained Develop. 1 - Ppr years by the City Clerk)GC§34090 _ - - ECONOMIC;DEVELOPMENT- - -When No When No - C&ED/ Economic Development Project Longer Longer- - Mag, Yes: Department Preference; GC Econ. Files/Prospects/Subject and Required Required Mfr, OD, S/I After 10 §34090 Develop. Reference Files (minimum 2 '(minimum 2 Ppr years years) _-years) C&ED/ Foreign Trade Zone Creation/ - - - Mag' Yes. Econ. Formation: Final Documents P P- Mfr, OD, S/I After QC Historical value; GC§34090 Develop. - - - Ppr When No :When No C&ED/ Foreign Trade Zone Creation/ Longer Longer'- Mag, Yes: Ensure documents are retained Econ' Formation: Preliminary Documents Required [:Required-- Mfr, OD, S/I After 10 per Foreign Trade Zone Develop. (minimum 2 (minimum 2 Ppr years requirements; GC§34090 years) - years) C&ED/ Newsletters-City Newsletters -- - Mag' Yes: Eondistributed to citizens P - _P;` Mir,pOD, S/I After QC Historical value;GC§34090 Develop. Ppr PALM SPRINGS, CA. ©2005 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-6 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Paper (OFR) Active (Off-site,OD Total _ Vital? Media I=Import after (in office) or Mfr Retention Options M=Mfr S=Scan Imaged - - &QC'd? Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years),since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). When No When No Longer 1cInger -Lead Dept. Promotional Brochures Required Reg aired- Mag, Ppr Department Preference;GC (minimum2 -(rnfinimum2 years) years) C&ED/ - Mag, Yes: Econ. Real Agency Actions P P Mfr, OD, S/I After 10 Department Preference,GC Develop. - - Ppr years §34090 PALM SPRINGS, CA. ©2005 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 - Adopted: Ver.3.1 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-7 Office of I Classification I Record OR Records Description Retention/Disposition Comments/Reference File Number --- Destroy Image: Inactive - -` Paper Active - Total Media Munport (OFR) (in office) (Off-site.orMfrOD Retention VIta14 Options M=Mfr Imaged after S=Scan &OC'd? Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). PUBLIC ARTS -- Department Preference; Rights of authors extend for the life of Agreements with Developers(Art In- - - the author's);State law allows a C&ED/ Lieu),Agreements for Donations of Completion P P Mfr.OD, written contract to extend rights p Public Arts Art, Purchase and/or Placement of - - for an additional 20 years;4 Art - Ppr years to meet auditing standards; 17 USC 106A(d);GC §15813.5; GC§34090 Department Preference;Covers E&O Statute of Limitations - (insurance certificates are filed - - with agreement); Published -- - Yes: Audit Standards=4-7 years; Yes: Mag, C&ED/ Agreements: Temporary Art Completion Yes: Statute of Limitations:Contracts Public Arts Placements +Syears Completi Completion 5 years Before Mfr,OD, S/I &Spec's=4 years,Wrongful - - - Completion Ppr on Death=comp.+5 years, Developers=comp.+10 years; Statewide guidelines propose _ termination+5 years;CCP - §§336(a), 337 et.seq.,GC §34090 PALM SPRINGS, CA. 02005 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-8 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number _ - Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site,OD - - Vital? after (in office) or Mfr) Retention- Options M=Mfr Imaged ---_ S=Scan &QC'd? Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). - Department Preference (Includes a liability release); Mag, Statute of Limitations for C&ED/ Art Exhibits and Collections- - _ Public Arts Community/External Art 4 years 4'years--- Mfr,OD, contracts is 4 years, personal Ppr property 3 years;meets auditing requirements;CCP§§337,338; - GC§34090 Department Preference; Rights of authors extend for the life of Commissions(City owned Art)- the author's);State law allows a C&ED/ Includes RFP,Successful Proposal, - - - Mag, Yes: written contract to extend rights Public Arts Scope of Services, Special Completion P _ -P_ Mfr, OD, S/I When for an additional 20 years;4 Instructions, Contract,and Final - Ppr Inactive s to meet auditing Drawings -- standards;17 USC 106A(d);GC §15813.5; GC§34090 C&ED/ Public Art Database Indefinite -Indefinite--- Mag Data is interrelated,GC§34090 Public Arts - -- -- -_ The RFP/RFQ and the successful proposal becomes Lead Dept. Unsuccessful Proposals or Bids 2 years 2 years. Mag, Ppr part of the agreement or - contract;GC§34090 PALM SPRINGS, CA. ©2005 Gladwell Govemmental Services,Inc.-all rights reserved Do not duplicate or distribute without priorwritten permission from GGS(909)337-3516 Adopted: Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-9 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number - _ - - Image: Destroy Inactive __ t Paper, (OFR) Active (Off-site,OD _Total -.. Vital? Media 1=Import after (in office) or Mfr Retention_ Options M=Mfr Imaged - _ S=Scan &QC'd? Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims,complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). ... _ REDEVEt,OPMENT' - Statute of Limitations for 4 years for contracts(errors and omissions is not applicable); Statewide guidelines propose completion+5 years for non- Completion �GOrIlpleti0n Yes: Mag, Yes: capital improvement contracts& City Clerk Agreements&Contracts: Leases +5 years i 5 years' Before Mfr,OD, S After completion+4 years for Completion Ppr Inactive transportation and concessionaire agreements; CCP§§337. 337.1(a),337.15, - 343;GC§34090 Agreements: DDAs,OPAs, and - --- -- MOUs(Developer&Disposition - Mag, Yes: Department Preference(original City Clerk Agreements,Owner Participation P _ P Mfr, OD, S/I After 10 DDAs and OPAs are maintained Agreements,and Memoranda of - -- --- Ppr years by the City Clerk)GC§34090.7 Understanding) - - Central Filing System: Non- When No When No--- C&ED/ Records(e.g.,brochures, - Longer- Department Preference; GC Longer Mag, Ppr Redevelop. pamphlets, information or reference - §34090 material from outside entities) Required Required:. When No When No Longer Longer -- Ensure retention periods are Central Filing System: Original - Mag, complied with for the applicable - C&ED/ City Records,Subjects Other than Yes: Records Series in this schedule Required Required :- Mfr,OD, S/I Redevelop. Specifically Mentioned in This - After QC (e.g. Redevelopment Projects (minimum2 (minimum2 Ppr Schedule years) --years)---, are Permanent); Department Preference; GC§34090 I PALM SPRINGS, CA. ©2005 Gladwell Govemmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337.3616 Adopted: Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-10 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number - Destroy Inactive - Image: Paper (OFR) Active (Off-site,OD Total.. - Vital? Media 1 M=Mfrt after (in office) or Mfr .-Retention- Options M=Mfr Imaged - - S=Scan &OC'd? Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years),since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). Condemnation Proceedings/ C&ED/ Settle+5 Settle-+5 Meets all auditing requirements; Redevelop. Eminent Domain-Excluding Order years _ -years- Mag, Ppr GC§34090 of Condemnation(Relocations,etc.) --- C&ED/ Condemnation Proceedings/ Settle+5 Mag, Order of Condemnation can Eminent Domain-Order of P P- - Mfr,OD, S/I No serve as Title to Property; GC Redevelop. years Condemnation - Ppr §34090 Correspondence-TRANSITORY/ - PRELIMINARY DRAFTS,not - retained in the ordinary course of - -- - business(e.g.e-mail, calendars, If not mentioned here, consult checklists, logs, computer sign-ups, When No :When No the City Attorney to determine if Lead Dept. mailing lists, supply inventories, Longer - Longer Mag, Ppr a record is considered transitory transmittal letters,thank yous, Required Required /preliminary drafts. GC meeting room registrations, - - §34090, GC§6252 requests from other cities, _ - - undeliverable envelopes,voice mails,etc.) When No When No As long as the drafts and notes Lead Dept. Drafts&Notes: Drafts that are - - are not retained in the"Regular °-: - revised(retain final version) Longer Langer Mag, Ppr Required -Rejaired- Course of Business". GC - §34090, GC§6252 - - = Department Preference C&ED/ Mag, (Redevelopment Agency owns RedeveloD. Landfill i Dumpsite 5 years P - - P - Mfr, OD, Landfill);Electronic Waste --- - Ppr Recycling is 3 years; 14 CCR -- 18660.8(d);GC§34090 et. seq. PALM SPRINGS, CA. 92005 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-11 Office of I Classification Records Description Retention/Disposition Comments/Reference Record OR File Number - _ Image: Destroy Inactive -_ - - Paper Active Total- -- Media I=Import (OFRj (Off-site,OD - - - vital? after (in office) or Mfr Retention. Options M=Mfr Imaged - S=Scan &OC'd? Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). When No When No C&ED/ Proposals/Prospects/Subject and Longer i Longer-- - Department Preference;GC Redevelop. Reference Files Required _- Required Mag, Ppr §34090 (minimum 2 (minimum-2 ve_a_rc\ ve_arSl . Brown Act challenges must be Lead Dept. Public Hearing Notices, Legal 2 years - 2 years-- Mag, Ppr fled within 30 or 90 days of Advertising action;GC§§34090, 54960.1(c)(1) Real Estate Acquisition Files Mag, C&ED/ (Includes Purchase and Sale P P Mfr, OD, Sit Yes' GC§34090 Redevelop. Agreements, Studies,Title Reports) Ppr After QC C&ED/ Real Estate Appraisal Reports: -- - - - Not accessible to the public; Redevelop. Property NOT purchased, Loans 2 years ---2 years Mag, Ppr Statewide Guidelines show 2 NOT funded,etc. _ _ years; GC§§34090,6254(h) ---- _- Not accessible to the public until - purchase has been completed; Yes: Mag, Yes: meets grant auditing C&ED/ Real Estate Appraisal Reports: 2 years 8 years 10 yearn. Before Mfr, OD, S After requirements,and is long Redevelop. Purchased Property, Funded Loans _ Purchase Ppr Inactive enough to establish the tax increment;24 CFR 85.42& -- -- _ 91.105(h), &570.502(b); 29 - - - CFR 97.42, GC§34090 PALM SPRINGS, CA. 92005 Gladwell Govemmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-12 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Active Inactive - - Total. Media 1=lmport Paper (OFR) (Off-site,OD - - Vital? after (in office) or Mfr Retention: Options M=Mfr Imaged - - S=Scan &OC'd? Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder. Litigation, claims,complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). - All permanent project files are Redevelopment Capital --- maintained in Engineering no Improvement Projects(CIP): All - - - matter what department was City Infrastructure, Facilities and/or - involved in the project; retained Public Works Transportation Projects (Plans, Yes 1 Upon Yes: Until Mag, for disaster preparedness & Specifications,Bids/RFPs, P - P - Mfr,OD, Sill year (City Clerk does not Engineering Successful Proposal,Materials Completion Completed For year maintain Plans, Materials Testing Reports,Grading Testing Reports,etc.)Statewide Permits,Soils Reports,Studies, - - -- guidelines propose Permanent Surveys,etc.) - for Infrastructure plans; GC §34090 -Completion Some projects have an of Monitoring affordable housing monitoring 'Obligation-- requirement;Statute of 10 years or : and After Limitations for Errors& Redevelopment Capital After - Omissions is 10 years; Improvement Projects(CIP): All Upon Funding Funding. Published Audit Standards=4-7 Public Works - Agency Mag, & City Infrastructure, Facilities and/or Completion Agency Audit,if - Yes: Until Mfr, OD, S/I Yes: 1 years;Statute of Limitations: Transportation Projects(Project of Monitoring Audit, if - - Completed year Contracts&Spec'sm years, Engineering _required,:._ PPr Wrongful Death rs=c +5 Administration,Compliance Obligation required, 9 P� whichever is Monitoring,etc.) whichever is . .longer:-- . years, Developers=wmp. +10 longer -(minimum years; Statewide guidelines Completion propose termination+5 years; { m 10 years) CCP§§336(a),337 et. seq., GC §34090 PALM SPRINGS, CA. ©2005 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337,3516 Adopted: Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-13 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR _ File Number Image:- - - Destroy Active Inactive - - -- Paper -- Total- Media I=Import (OFR) (Off-site,OD -- - Vital? after (in office) or Mfr Retention:- Options M=Mfr Imaged _ S=Scan &OC'd? Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims,complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). City Clerk Redevelopment Plans and P P , -- Mfr,,OD, S/I After 10 Department Preference; GC Amendments - - ppr years §34090.7 C&ED „ _,__t ,-__sand . -- - Mag, Yes: Department Preference(original �a❑el r ProjtFilesRedevelopment Project races a��� P -- p - - Mfr,OD, S/1 After 10 DDAs and OPAs are maintained Redevelop. Project Files - - Ppr years by the City Clerk)GC§34090 PALM SPRINGS, CA. ©2005 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-14 Office of Classification Records Description Retention/Disposition Comments/Reference Record I OR File Number - - Destroy Inactive - - Image: Paper Active Total Media 1=Import (OFR) (in office) (Off-site,)O Retention Vital? Options M=Mfr after or Mfr S=Scan Imaged &QC'd? Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by rile folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins aRersettlement). - - - :SOLID WASTE&RECYCLING-MANAGEMENT - - - - - _ Original Contract is maintained by the City Clerk;Covers E&O Agreements&Contracts- - -- Statute of Limitations(insurance certificates are filed with Commercial Waste Haulers, Curbside Recycling, Household -_ agreement); Published Audit Hazardous Waste Collection etc: -o - Yes: Mag, Yes: Standards:Co years;Statute of , . C&ED!Solid Completion Upon Limitations: Contracts& Waste ADMINISTRATIVE FILES Completion 5 years +.5 years Before Mfr, OD, Sit Completi Speds=4 years,Wrongful (Correspondence, Project Completion Ppr on Death=comp.+5 years, Administration, Project Schedules, - Developers=comp. + 10 years; Certified Payrolls, Invoices, Logs, -- etc. Statewide guidelines propose - termination+5 years; CCP -- - §§336(a),337 et.seq., GC §34090 Department preference;Statute of Limitations for personal C&ED Solid - - property,fraud,etc. is 3 years; Waste Complaints 3 years __;3:years Mag, Ppr Claims must be filed in 6 months; CCP§§338 et seq., - 340 et seq.,342, GC§§945.6, GC§34090 C&ED/Solid Yes' Department preference; GC Waste Exemptions 3 years 3 years: _ Current Mag, Ppr §34090 et.seq. Year PALM SPRINGS, CA. ©2005 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of Classification Record OR Records Description Retention/Disposition Comments I Reference File Number Destroy Inactive Imago' Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& OC'd? Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention penods(retention begins after settlement). Mag, City Preference for historical Lead Dept Aerial Maps 2 years P P Mfr, OD, S No Ppr purposes, GC§34090 Alcoholic Beverage License When No When No Application Copies, Notices of Longer Longer Ppr (Non-records) Transfer of ABC License Required Required Mag, Department Preference, GC Planning Annual Report P P Mfr, OD, S No §34090 Ppr When No When No Mag, Census, Demographics Longer Longer Mfr, OD, Census Bureau is OFF, GC Required Required Ppr §34090 at seq. Development Project Quarterly Mag' Department Preference; GC Planning Update Map P P Mfr, OD, S No §34090 Ppr Environmental Determinations: Department Preference (maintained with project file); Environmental Impact Reports Project Final EIRs are required to be Planning (EIRs), Negative Declarations,etc. Completion P P Ppr kept a"reasonable period of Inside City boundaries/Sphere Regs of Influence(includes tribal[ends) time" 14 Code §lsoss(c); Gc §340 90 Environmental Determinations: Non-records; EIRs and Negative Environmental Impact Reports When No When No Declarations within the City Planning (EIRs), Negative Declarations, etc. Longer Longer Ppr Boundaries are with the project )Outside City boundaries/ Required Required file Sphere of Influence PALM SPRINGS, CA. ©2005 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of Classification Record OR Records Description Retention I Disposition Comments I Reference File Number Destroy Inactive Image: Paper (OFR) Active (Off-site, Total Vital? Media 1M=Mfrt after (in office) ce) OD or Mfr) Retention Options MMfr Imaged& S=Scan QC'd? Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). General Plan, Elements and When No When No Mag, Planning Amendments/Strategic Planning: Longer Longer Mfr, OD, S/I Yes: After GC§34090.7 Development Records, Drafts, 1 year Preliminary Documents Required Required Ppr General Plan, Elements and Mag, Department Preference, City City Clerk Amendments/Strategic Planning. P P Yes(all) Mfr, OD, S/I Yes: After Clerk Maintains originals of all Finals Ppr Amended documents that were presented to Council, GC§34090 Mag, Yes. 1 Department Preference for Planning Historic Site Preservation P P Yes(all) Mfr, OD, S/I year Historical value; GC§34090 Ppr Mag, Yes: 1 Planning Index to Entitlements P P Yes(all) Mfr, OD, S/I year GC §34090 Ppr City When No When No Attorney Litigation: Copies Longer Longer Mag, Ppr GC§34090 7 Required Required Planning Commission /Design Mag, Planning Review/Architectural Advisory P P Yes(all) Mfr, OD, S No GC§34090 Minutes, Resolutions Ppr Planning Commission/Design Review/Architectural Advisory Department Preference(only 30 Planning Audio Recordings: Stored on 6 months 6 months Mag days is required); GC Cassette Tapes §54953.5(b) Planning Commission/Design Mag, Yes. After Department Preference; GC Planning Review/Architectural Advisory P P Mfr, OD, S/I 1 year §34090 Agendas and Agenda Packets Ppr PALM SPRINGS, CA. 002005 Gladwell Governmental Services,Inc -all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of Classification Record OR Records Description Retention I Disposition Comments I Reference - _ File Number Image: Destroy Inactive Paper Options MMfr (OFR) Active (Off-site, Total Vital? Media 1 M=Mfr after (in office) OD or Mfr) Retention Imaged& S=Scan QC'd? Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). Planning Commission Audio Department Preference(only 30 Planning Recordings: Stored on DVD-R P P OD days is required); GC §54953.5(b) Projects have a 2 year vesting Planning Files-Approved (applicant must pull permit Permanent Entitlements within 2 years)--those applications in which the (Includes Associated CEQA applicant does not follow Noticing, Public Noticing, through with permit may be Environmental Determinations, Mag, Yes: destroyed after the vesting Planning Staff Reports, Plans& Maps) Project Completion P P Yes Mfr, OD, S When period has expired. Some Examples: CUPS, Lot Line Ppr Inactive permits must obtain Council Adjustments, Parcel Maps, Sign approval, and therefore the City Permits, Specific Plans, Use Clerk becomes office of record Permits, Variances, Zone for material presented to Changes, etc. Council, Department maintains complete files for administrative purposes, GC§§34090, 34090 7 I - Planninq Files -Temporary Entitlements&Permits (approved Temporary uses; Department or unapproved): Banners, Mag, Yes: maintains complete files for Planning Christmas Tree Lots, Pumpkin 2 Years 2 years Yes Mfr, OD, S When administrative purposes; Lots, Temporary Uses, other Ppr Inactive GC§§34090 temporary entitlements, etc. PALM SPRINGS, CA. 9)2005 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 Office of Classification Record OR Records Description Retention/Disposition Comments!Reference File Number Image: Destroy Inactive Paper (OFft) Active Total Media 1=Import (in office (Off-site, Retention Vital? Options M=Mfr after OD or Mir) S=Scan Imaged Qc d?� Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). Planninq Files -Unapproved Permanent Entitlements I"Dead" Pre-Proposals (Includes Associated CEQA Noticing, When No When No Public Noticing, Staff Reports, Longer Longer Mag, Yes: Department Preference(project Planning Plans & Maps) Required Required Mir, OD, S When not approved, and no activity), Examples: CUPS, Lot Line (minimum 2 (minimum 2 Ppr Inactive GC§34090 et seq Adjustments, Parcel Maps, Sign years) years) Permits, Specific Plans, Use Permits, Variances, Zone Changes, etc. Regional OrganiZational Studies& Programs where other Agencies When No When No Non-records; GC§34090 et Planning Longer Longer Mag, Ppr are the Lead(e.g. Rail Studies, seq. ) Required Required etc Department Preference; City Planning Zoning Maps/General Plan Maps P P Yes MMaOD, S No Clerk Maintains originals of all (current) r, r documents that were presented p to Council, GC§34090.7 PALM SPRINGS, CA. ©2005 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without priorwntten permission from GGS(909)337-3516 Adopted: Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-15 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number _ Image: Destroy Inactive - - Paper (OFR) Active (Off-site,OD Total - vital? Media 1=Import after (in office) or Mfr -Retention_. Options M=Mfr Imaged S=Scan &OC'd? Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods(retention begins after settlement). Department Preference; C&ED/Solid Recycling Program 10 years 10 years-' Mfr,OD, Electronic Waste Recycling is 3 Waste _ - r years; 14 CCR 18660.8(d);GC Ppr - §34090 at.seq. When No - -Whe I No C&ED/Solid Longer Longer, - Waste Recycling Proposals Required Required Mag, Ppr GC§34090 at.seq. (minimum 2 (minimum 2 years) .,:;years) Department Preference; Solid - - Waste Transfer/Processing is 3 years; Electronic Waste C&ED/Solid Solid Waste Program - - Mag' Recycling is 3 years; Non- 5 years 5 years 10 years - Mfr, OD, Waste (Administration) Ppr hazardous Ash Disposal is 5 - _ years; 14 CCR 17379(a); 14 CCR 18660.8(d); 14 CCR - 17414(b); GC§34090 at.seq. PALM SPRINGS, CA. ©2005 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: