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3/16/2005 - STAFF REPORTS (16)
CITY COUNCIL MARCH 16, 2005 CONSENT CALENDAR SUBJECT: PROPOSED RESOLUTION ADOPTING RECORDS RETENTION SCHEDULES FOR THE DEPARTMENTS OF PUBLIC WORKS AND ENGINEERING, COMMUNITY AND ECONOMIC DEVELOPMENT, BUILDING, AND PLANNING FROM: David H. Ready BY: Office of the City Clerk SUMMARY: Staff has developed records retention schedules for various departments with the assistance of a consultant in municipal government records. The City Council will consider adopting a resolution adopting records retention schedules for the Development Services Departments (Departments of Public Works and Engineering, Community and Economic Development, Building, and Planning). RECOMMENDATION: Adopt Resolution No. "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." STAFF ANALYSIS: On September 15, 1999 the City Council adopted Resolution No. 19644 which established a records retention program and authorized the destruction of certain city records. The Resolution adopted a program, not specific records retention schedules. The Resolution adopted suggested retention periods by very broad groups of records; then subsequently required that each department establish a departmental Records Retention Schedule. Although the above is an acceptable model to a decentralized records management system; most departmental staff are hired for their expertise in their respective areas; and they are not versed nor have the expertise to develop a records management program that will apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of various City records. The need for a well-defined records retention schedule is driven by many factors, including: • Lack of storage space C� �1s1 • Many departments are filing and storing copies of the same records s a� " Z. City Council,March 16,2005 Records Retention Page 2 • The City produces and manages many permanent records • Technology advancements, including document imaging • Changes in law, including the adoption of statewide retention guidelines. In late 2004, the City retained a consultant, Gladwell Governmental Services, Inc., experts in local government records to develop a comprehensive retention schedule for the Development Services Departments. The Consultant has met with each department to ensure the schedules met each department's business needs within the legal guidelines and discussed "best practices" of like departments in other cities, interactively deciding how each department wanted to manage each record series. The proposed retention schedules developed during this process apply current law and provide clear, specific records descriptions and retention periods, and technology to the management of the City's records. By identifying which department is responsible for maintaining the original records, and by establishing clear retention periods for different categories of records, the City may realize significant costs savings in labor, storage and operations. Moreover, by eliminating unnecessary records, the departments can free up much needed office space. While the Records Retention Schedule is detailed and somewhat complex, key employees involved in its development have been trained and are familiar with its application. The appropriate Department Head, the City Clerk and the City Attorney have reviewed and approved the proposed Records Retention Schedules. FISCAL IMPACT: None. Eventually, the City will realize a cost savings by reducing current and future records storage costs, eliminate duplication of effort, and increase efficiency. 1'mes Thompson, City Clerk David H. Ready, City Maw ` L% Attachments: �— Resolution No. 19644, adopted 1999 Proposed Resolution Records Retention Schedules Q CO2 RESOLUTION NO. 19644 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, ESTABLISHING A RECORDS RETENTION PROGRAM AND AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS AS PROVIDED BY SECTION 34090 OF THE GOVERNMENT CODE OF THE STATE OF CALIFORNIA. WHEREAS the keeping of numerous records 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 Section 34090 ofthe Government Code ofthe State of Californiaprovides a procedure whereby any city record which has served its purpose and is no longer required may be destroyed;and WHEREAS the establishment of arecords retentionprogram will facilitate the orderly and efficient transfer,retention and destruction of the records of all departments of the City of Palm Springs; NOW, THEREFORE,BE IT RESOLVED by the City Council of the City of Palm Springs as follows: Section 1: (a) The term "records" includes any writing containing information relating to the conduct of the public's business prepared,owned,used or retained by the City of Palm Springs regardless of physical form or characteristics. (b)The term"writing"means handwriting, typewriting, printing, photostating, photography and every other means of recording upon any form of communication or representation, including letters, words, pictures,sounds,or symbols,or combination thereof,and all papers,maps,magnetic or paper tapes,photographic films and prints,magnetic or punched cards,discs,drums,optical storage devices and other documents. Section2: The records ofthe City of Palm Springs shall be categorized within one of the Records Retention Groups as set forth in Schedule A,which is attached hereto. Section3: Each department of the City of Palm Springs shall establish a departmental Records Retention Schedule. The departmental Records Retention Schedule shall place every identifiable record produced or maintained by that department within one of the Records Retention Groups set forth in Schedule A attached hereto. Section 4: The records of the City of Palm Springs as set forth in the approved departmental Records Retention Schedules are hereby authorized to be destroyed as provided by Section 34090 of the Government Code of the State of California and in accordance with the provisions of said schedules without further action by the City Council of the City of Palm Springs,provided,however,that no records may be destroyed pursuant to said schedules without the prior written approval ofthe department head,the City Attorney and City Clerk. ices.1No. 19044 Page 2 Section 5. The provisions of Section 4 above do not authorize, without the ' approval by Resolution of City Council,City Clerk and City Attorney,the destruction of: (a) Records affecting the title to real property or liens thereon (b) Court records or records relating to legal proceedings (c) Records required to be kept by statute (d) Records less than two(2)years old (e) The minutes, ordinances or resolutions of the City Council of the City of Palm Springs or of any city board or commission. Section 6: The destruction of any record as provided for herein shall be by binning, shredding or other effective method of destruction and said destruction shall be witnessed by the City Clerk or a designated representative. Section 7: Pursuant to Section 34090.5 of the Government Code of the State of California and notwithstanding the provisions of Section 5of this resolution,the city officer , having custody ofpublic records,documents,instruments,books,and papers,may,without the approval of the City Council or the written consent of the City Attorney,cause to be destroyed any or all of the records,documents,instruments,books,and papers,if all of the following conditions are complied with: (a) The record, paper or document is photographed, microphotographed, reproduced by electronically recorded video images on magnetic surfaces,recorded in the electronic data-processing system,recorded on optical disk,reproduced on film or any other medium which does not permit additions,deletions,or changes to the original document,or reproduced on film, optical disk or any other medium in compliance with the minimum standards or guidelines, or both, as recommended by the American National Standards Institute, and the Association for Information and Image Management through the International Standards Organization for recording ofpermanent records or non-permanent records,whichever applies. (b) The device used to reproduce the record,paper,or document on film,optical disk or any other medium is one which accurately and legibly reproduces the original thereof in all details and which does not permit additions, deletions, or changes to the original ' document images. (c) The photographs,microphotographs,or other reproductions on film,optical disk,or any other medium are made as accessible for public reference as the original records were. (d) A true copy of archival quality of the film,optical disk,or any other medium reproductions shall be kept in a safe and separate place for security purposes. 0004 Res.No. 19644 Page 3 However,no page of any record,paper,or document shall be destroyed if any page cannot be reproduced on film with full legibility. Every unreproducible page shall be permanently preserved in a manner that will afford easy reference. For the purposes of this section,every reproduction shall be deemed to be an original record and a transcript exemplification, or certified copy of any reproduction shall be deemed to be a transcript, exemplification, or certified copy, as the case may be, of the original. ADOPTED this 16th day of September ,1999. AYES: Members Barnes, Hodges, Reller-Spurgin and Mayor Kleindienst NOES: Member Oden ABSENT: None ATTEST: — CITY OF PALM SPRINGS,CALIFORNIA B� City Manager City Clerk REVIEWED AND APPROVED: 'V � b3 RECORDS RETENTION SCHEDULE LEGEND ©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 Sr 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 leqal 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) 4 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) LAC: 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 OR Records Description Retention/Disposition Comments/Reference File Number (OFR) Act Inactive Image: Destroy ive Total - Media I=Import Paper after (in office) (Off-site, Retention Vital? OD or Mfr) 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 Agreements&Contracts-Street - by the City Clerk; Covers E&O Sweeping&Roadside _ - - Statute of Limitations(insurance Maintenance, Parking Lot - certificates are filed with Sweeping,Traffic Signal agreement); Published Audit Maintenance,Waste Water Standards=4-7 years;Statute of Lead Dept. Treatment Plant,etc.: Completion 5 years Mfr, OD Completion Yes: Before Mag' , S/I Yes: Upon Limitations:Contracts& 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 at.seq.,GC §34090 - - - - - ENGINEERING Mag, City Preference for historical Lead Dept. Aerial Maps 2 years P F Mfr, OD, S No Ppr purposes; GC§34090 Assessment/Maintenance/ Department Preference;Statute Landscape&Lighting/Street Yes: Until Ma Yes: 1 Public Works 9, of Limitations is 4- 10 years(for /Engineering Improvement District Projects( P _ P _ Mfr, OD, S/I Errors&Omissions); CCP 0 9 Community Facilities Districts(All Completed Ppr year §§337. 337.1(a),337.15,343; records) - - i GC§34090.7 Asset History(Pavement Database;for GASB 34 Finance Management,Traffic Signals, Lights,Sidewalk,Streetscapes, Indefinite Indefinite Mag compliance; GC§34090, CCP 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 Record OR Records Description Retention/Disposition Comments/Reference � I _ _ File Number Image: Destroy (OFR) Active - Inactive -- Total - Media I=Import Paper after (i (Off-site, Vital?n 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): All 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 Reports,Grading Permits,Soils _ - Testing Reports,etc.)Statewide guidelines propose Permanent Reports,Studies,Surveys,etc.) _ _ i 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 Cci : All and/or Infrastructure, Funding Public Works ( ) Y Upon Agency Funding Yes: Until Mag' Yes: 1 Years;Statute of Limitations: Facilities and/or Transportation -Agency _ Mfr, OD, S/I Contracts&Spec's=4 years, Engineering Completion Audit, if Completed year Projects(Project Administration, required, - Audit,if Ppr Wrongful Death=comp.+5 Certified Payrolls,Invoices,etc.) whichever is required, years, Developers=comp.+ 10 longer whicheveris years;Statewide guidelines longer propose termination+5 years; - CCP§§336(a),337 et.seq., GC §34090 l PALM SPRINGS, CA. ©2005 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved �.l 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/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& - I 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 Mir,OD, S No (copies); Ensure the City Clerk - - Ppr has all originals;GC§34090.7 Mag, Department Preference City Clerk Easements P P - Yes Mir,OD, S FNo (copies); Ensure the City Clerk Ppr has all originals; GC§34090.7 Encroachment Agreements and - Department Preference; Public Works Licenses- Permanent(Outdoor - Yes: Until Mag' Yes: After Statewide guidelines propose Dining,Sewers,Streets,Structures P - P Mfr,OD, S /Engineering Revocation Inactive Permanent; CCP §337 et. in Right of Way, Underground Ppr Utility,etc.) Seq.;GC§34090 Encroachment Permits: Statewide guidelines propose Public Works Temporary(Street Closures, Expiration+ Expiration+ Yes: Until /Engineering Transportation/Wide Load 2 years 2 years Expiration Mag, Ppr Permanent; CCP §337 et. Permits, Detours,etc.) Seq.;GC§34090 Public Works - Mag' Yes: After Department Preference;GC /Engineering Engineering Studies/Surveys P - P MfrP,OD, S/I Inactive §34090 _ P Engineering Studies f Surveys- When No When No Public Works Preliminary Studies/Project Longer Longer Mag, Yes: After Department Preference;GC /Engineering Assessments(Not Acquired or Required Required Mfr,OD, S/I(minimum 2 (minimum 2 Ppr Inactive §34090 Developed) years) years) i � PALM SPRINGS, CA. 02005 Gladwell Governmental Services, Inc (909)337-3576-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 Records Description Retention/Disposition Comments/Reference Record File Number Image: FPaa Active Inactive Total Media I=Importr (OFR) (Off-site, vital?(in office) - etention Options M=MfrOD or Mfr) S=Scan 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 Yes: When payment of grantee or Lead Dept. (SUCCESSFUL Reports,other 2 years Audit, if Audif„if Mfr,OD, Sit records required to pass the Required- required--- Ppr Inactive subgrantea;statewide funding agency's audit, if required) Minimum 5 - Minfmum.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- - MfPpr S/I Inactive GC§34090 Public Works Neighborhood Traffic Management Mag Department Preference;GC !Engineering Plan 5 years P P Mfr, D, S/I No §34090 Neighborhood Traffic Management 3 years Public Works Records-Traffic Calming!Control (When No - Mag'P P Mfr, Yes:After 1 Department Preference; GC /Engineering Requests(Speed Humps, Stop Longer pr 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 I I Record OR Records Description ! Retention I Disposition Comments I Reference File Number -- Image: Destroy Active Inactive Total - Media I=Import Paper after (OFR) (Off-site, Vital? (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). Public Works - Database;data is interrelated; Engineering Pavement Management Database Indefinite - Indefinite Mag GC§34090 Public Facilities/Infrastructure - Public Works f'As 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,I 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 Yes: 1 Planning;Selected maps are Parcel Maps, Record of Survey, P P- Yes(all) Mfr, OD, S /Engineering Right of Way,Tract Maps,etc.) 1 Ppr year retained in Public Works foradministrative purposes; GC §34090, 34090.7 I Public Works Mag' Department Preference;GC /Engineering Regional Transportation Plans 2 years P P Mfr, OD, Sit No §34090 Ppr When No When No Public Works Longer Longer Speed Surveys I Required Required Mag, Ppr Department Preference;GC /Engineering � (minimum 5 (minimum 8 §34090, CCP§337 at seq. years) years) Public Works Underground Storage Tank ag' Yes: When Department Preference; GC /Engineering Permits 10 years P P Yes Mfr,P D,, S/I Inactive §34090 r, u PALM SPRINGS, CA. 92005 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved C", 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 - Image: Destroy Active OD or inactive Total Media 1=Import Paper after (OFR) (in office] (D or Me,fir) Retention Vital? 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). - - - - - - - - - - - - - -- -FACILITIES MAINTENANCE - - - - - - - I I Public Works Backfiow Certifications-city - UFC§2-5.7, UPC§603.3.3,GC / Facilities Facilities 2 years - 2 years Mag, Ppr §34090 Maint. Exception to City-wide standard _ because Statute of Limitations -_ for Errors&Omissions does not Public Works Maintenance Contracts - apply to this contract;Statute of ADMINISTRATION FILES Completion: Yes: Before Limitations:Contracts& / Facilities (Building Maintenance, Holiday Completion 5 years +5 years Completion Mag, Ppr Spec's=4 years,Published Audit Maint. Decorations, Janitorial, etc.) - Standards=4-7 years;Statewide - - - guidelines propose termination +5 years;CCP§§336(a),337 et.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 Langer - 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 et 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, CA. ©2005 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved u Do not duplicate or distribute without prior written permission Adopted: t4 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS and ENGINEERING Page PW/E-7 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number OFR Inactive Image: Destroy Aciive Total Media I=Import Paper after ( ) (in office) (Off-site, Vital. 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). 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 months after vehicle is sold; / Fleet Maim. Maintenance History or Vehicle+ or Vehicle+ Mag, Ppr Covers all statute of limitations; 4 years 4 years -- CHP 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 et. Seq., GC§60201 Public Works Data is interrelated; GC§34090 / Fleet Maint. Fleet Management Database Indefinite Indefinite Yes Mag et seq. Public Works - If a motor carrier, required for 14 / Fleet Maint. Vehicle Inspections 2 years 2 years-- Ppr months;49 CFR 396.21(b)(1); GC§34090 PALM SPRINGS, CA. 92005 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: �dm'; Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS and ENGINEERING Page PW/E-8 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number - Image: Destroy Active Inactive - Total Media I=Import Paper after (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr Imaged S 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). - - -- - - 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 - et sag- 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) i� �. 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: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-1 Office of Classification Records Description Retention/Disposition Comments!Reference Record OR File Number Image: Destroy Inactive Paper Active Total Media i=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). - - - -- CDBG&HOUSING - - - - - - - Grants(UNSUCCESSFUL Lead Dept. 2 years - 2years, Mag, Ppr GC§34090 Applications_, Correspondence) 3 years Department Preference; Upon Filing retained for disaster preparedness purposes Do you have a Grants: All Housing,ADA, Public of the Single Ma (Engineering,(Engineering,Building& C&ED/ Consolidated Facility Improvements, or Last Yes: Until Yes: 1 CDBG Action Plan? 5 Low/Moderate Income Projects Expenditure P P Completed Mfr, OD, S/I year Planning also maintains original years (Plans,Specifications) Rerpot for - PPr documents)Statewide Appropriate guidelines propose Permanent Fiscal Year for Infrastructure plans; GC §34090 I I 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 of the Single of the Single to Local Governments is 3 years Low/Moderate Income Projects - Mag, C&ED/ or Last or Last Yes: Until Yes: 1 from expenditure report or final (Project Administration, - Mfr,OD, S/I CDBG Expenditure Expenditure Completed year payment of grantee or Compliance Monitoring, dies, Rerpot for Rerpot for Ppr subgrantee;statewide Successful Proposal,Studies, Appropriate Appropriate guidelines propose 4 years;21 etc.)etc.) Fiscal Year Fiscal Year CFR 1403.36& 1403.42(b);24 ICFR 85.42,91.105(h),& 570.502(b),29 CFR 97.42;GC §34090 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. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-2 Office of Classification Records Description Retention t Disposition Comments/Reference Record OR File Number Destroy Image: Active Inactive Total Media Wmport Paper tOFR) (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). 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 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: from expenditure report or final CDBG other records required to pass the Expenditure Expenditure Mfr, OD, 3/1 When payment of grantee or funding agency's audit,if required) Rerpot for Rerpotfor 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 1 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: (A of Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-3 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR I ` File Number Image: Destroy Active Inactive Paoer - Total Media 1=Import (OrR) (in office) (Off-site,or Mfr OD Retention` Vital? aftr 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 andlor federal investigations suspend normal retention periods(retention begins after settlement). All permanent project files are 3 years maintained in Engineering no matter what department was Upon Filing Capital Improvement Projects(CIP): of the Single involved in the project;retained Mag, for disaster preparedness C&ED/ All City Infrastructure, Facilities or Last - Yes: Until Yes: 1 CDBG and/or Transportation Projects Expenditure P - P Completed .Mfr, OD, S/I year purposes(City Clerk does not (Plans,Specifications) Rerpot for _ - Ppr maintain Plans, Materials 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 of the Single of the Single to Local Governments is 3 years and/or Transportation Projects Mag, C&ED/ or Last or Last Yes: Until Yes: 1 from expenditure report or final CDBG (Project Administration,Certified Expenditure -Expenditure Completed Mir,OD, S!I year payment of grantee or Payrolls,Invoices,al,Studies Rerpot for Rerpot.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 j PALM SPRINGS, CA. 92005 Gladwell Governmental Services,Inc.-all rights reserved �1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: �p Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-4 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number Inactive g Destroy Image:- Paper Active Total _ Media 1=Import (OFR) (in office) (Off-site,OD 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 Filing Admin. Requirements for Grants of the Single of the Single to Local Governments is 3 years Subrecipient Agreements C&ED/ or Last or Last Yes: Until Mag' S/I Yes: 1 from expenditure report or final CDBG Mfr, OD,Expenditure Expenditure Completed year payment of grantee or Rerpot for - Rerpatfor Ppr 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 PALM SPRINGS, CA. ©2005 Gladwell Govemmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: �r Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-5 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number -Inactive Destroy Image: - Paper Active Total- Media 1=Import (OFR) (Off-site,OD - - Vital? after (in office) or Mfr Retention Options M=Mfr Ima ed - - S=Scan 8,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). - - - - - :DOWNTOWN DEVELOPMENT CENTER - - - - - - - When No When No C&ED/ Association/Proposals(Prospects Longer Longer Mag, Yes: Department Preference;GC Downtown Required Required Mfr,OD, S/I After 10 Develop. /Subject and Reference Files (minimum 2 (minimum 2 Ppr years §34090 years) years) C&ED! Downtown Development Center Mag, Yes: Department Preference(original Downtown P - -- P Mfr,OD, Sit After 10 DDAs and OPAs are maintained Project Files Develop. - - Ppr i 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! Mag'Foreign Trade Zone Creation/ Ye Develop. Formation: Final Documents P P MfP OD, S/I pr Afters:OC Historical value; GC§34090 When No When No I C&ED/ Longer Langer Mag, Yes: Ensure documents are retained Foreign Trade Zone Creation/ Econ. Required - Required Mfr, OD, S/I After 10 per Foreign Trade Zone Develop. Formation: Preliminary Documents (minimum 2 (minimum 2 Ppr years requirements; GC§34090 years) years) C&ED/ Newsletters-City Newsletters Mag' Yes: Econ. distributed to citizens P P Mfr, OD, S/I After QC Historical value; GC§34090 Develop. I Ppr C C) PALM SPRINGS, CA. ©2005 Gladwell Governmental Services, Inc.-all rights reserved N Do not duplicate or distribute without priorwritten permission from GGS(909)337-3516 Adopted: 1A Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-6 Office of Classification Records Description Record OR Retention/Disposition Comments/Reference File Number - Destroy Inactive Image: Paper OFR Active Total - Media I ]=Import ( ) (in office) or Mfr(Off-site,OD - Retention Vital? Options M=Mfr after S=Scan Imaged &OC'd'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 Longer- Department Preference;GC Lead Dept. Promotional Brochures Required Required Mag, Ppr §34090 (minimum 2 (minimum 2 years) years) C&ED/ Mag, Yes: Department Preference;GC Econ. Real Agency Actions P P Mfr,OD, S/I After 10 Develop. Ppr years §34090 PALM SPRINGS, C.A. ©2005 Gladwell Governmental Services, Inc.-all rights reserved N Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-7 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Inactive - Image: Paper Active Total Media I=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). - - - - - - =PUBLIC ARTS - - - - - Department Preference; Rights of authors extend for the life of Agreements with Developers(Art In- - the authors);State law allows a C&ED/ Lieu),Agreements for Donations of - - Mag'p written contract to extend rights Completion P P Mfr,OD, Public Arts Art, Purchase and/or Placement of - P r for an additional 20 years;4 Art - years to meet auditing standards; 17 USC 106A(d);GC §15813.5;GC§34090 I � Department Preference; Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Published Yes: Audit Standards=4-7 years; Yes: Mag, Statute of Limitations: Contracts C&ED/ Agreements: Temporary Art Completion Upon Public Arts Placements Completion 5years +5 years Before Mfr, OD, Sill Completi & ath=c myears, Wrongful Completion Ppr Developers= +5 years, on Developers=comp.+ 10 years; Statewide guidelines propose termination+5 years;CCP §§336(a),337 et.seq., GC 1 _ §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. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-8 Office of Classification' Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Inactive Image: Paper (OFR) `{Gi1Ve (Off-site,OD Total. Vital? Media I=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 andlor federal investigations suspend normal retention periods(retention begins after settlement). -- - - - Department Preference (Includes a liability release); Meg, Statute of Limitations for C&ED! Art Exhibits and Collections- - Public Arts Community I 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)- Includes RFP,Successful Proposal, Mag, Yes: the author's);State law allows a C&ED/ Scope of Services,Special Completion P P Mfr,OD, S/1 When written contract to extend rights Public Arts Instructions,Contract,and Final Ppr Inactive for an additional 20 years;4 Drawings - years to meet auditing standards; 17 USC 106A(d);GC §15813.5; GC§34090 C&ED/ Public Art Database Indefinite Indefinite Meg Data is interrelated;GC§34090 Public Arts - I _ - The RFP/RFQ and the Lead Dept. Unsuccessful Proposals or Bids 2 years 2 years Meg, Ppr successful proposal becomes part of the agreement or contract;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: ,M Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-9 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Inactive - - Image: Paper (OFR) Active (Off-site,OD Total Vital? Media l=import after (in office) or Mfr --Retention Options M=Mfr Imaged - S=Scan &QC'd7 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 andlor federal investigations suspend normal retention periods(retention begins after settlement). - - - - - - - - - - - - - - - REDEVELOPMENT - - - - - - -- - - - - _ Statute of Limitations for 4 years - for contracts (errors and omissions is not applicable); Statewide guidelines propose -- completion+5 years for non- Completion Completion Yes: Mag, Yes: capital improvement contracts& City Clerk Agreements&Contracts: Leases +5 years --+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, Department Preference; GC Redevelop. pamphlets, information or reference Longer Longer Mag, Ppr §34090 material from outside entities) Required Required When No When No Longer Longer Mag, Ensure retention periods are Central Filing System: Original complied with for the applicable Required Required Mir, OD, S/I C&ED/ City Records,Subjects Other than Yes: Records Series in this schedule Redevelop. ' Specifically Mentioned In This (minimum 2 (minimum 2 Ppr After QC ,(e.g.Redevelopment Projects Schedule years) years] are Permanent);Department Preference; GC§34090 PALM SPRINGS, CA. ©2005 Gladwell Governmental Services, Inc -all rights reserved Do not duplicate ordistribute without prior written permission from GGS(909)337-3516 Adopted: �V Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-10 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number - ' Inactive Image: I Destroy Paper (OFR) Active (Off-site,OD Total Vital? Media !=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). Condemnation Proceedings/ C&ED/Redevelop. Eminent Domain- Excluding Order Settle+5 Settle+5 years Mag, Ppr Meets all auditing requirements; of Condemnation(Relocations,etc.) - years GC§34090 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. Condemnation years 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.) - I I When No - When No As long as the drafts and notes Drafts&Notes: Drafts that are - - - are not retained in the"Regular Lead Dept. revised(retain final version) Longer Longer Mag, Ppr Required Required Course of Business". GC - §34090, GC§6252 I j Department Preference C&ED/ - Mag, (Redevelopment Agency owns Redevelop. Landfill/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. ©2005 Gladwell Governmental Services, Inc -all rights reserved f• Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: i� Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-11 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number - - Destroy 1 Inactive Image: paper (OFR) Active (Off-site,OD Total Vital? Media i=Import after (in office) or Mfr Retention Options M=Mfr I a 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). When No When No C&ED/ Proposals/Prospects/Subject and Longer - Longer - Department Preference; GC (minimum 2 (minimum 2 Redevelop. Reference Files Required Required Mag, Ppr §34090 1 years) - years) 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) C&ED/ Real Estate Acquisition Files Mag, Yes Redevelop. (Includes Purchase and Sale P P Mfr, OD, S/1 After : GC§34090 Agreements, Studies,Title Reports) - Ppr QC I C&ED/ Real Estate Appraisal Reports: - Not accessible to the public; Redevelop. Property NOT purchased, Loans 2 years 2.years Mag, Pprl Statewide Guidelines show 2 NOT funded,etc. years; GC§§34090,6254(h) I 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 years 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. ©2005 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without pdorwritten permission from GGS(909)337-3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-12 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy inactive - Image: Paper (OFR) Active (Off-site,OD Total Vital? Media i=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). - - 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, - - - Mag, for disaster preparedness - - & Specifications, Bids/RFPs, Upon P P Yes: Until Mfr,OD, S!I Yes: 1 purposes(City Clerk does not Engineering Successful Proposal,Materials Completion Completed Ppr 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 Funding Public Works P i ( ) Upon Funding Agency Mag Published Audit Standards=4-7 & City Infrastructure, Facilities and/or Completion Agency Audit,if Yes: Until Mfr,OD, Sit Yes: 1 years; Statute of Limitations: Transportation Projects(Project of Monitoring Audit, if - Completed year Contracts&Speds=4 years, Engineering Administration, Compliance Obligation required, required, PPr Wrongful Death=comp. +5 whichever is Monitoring,etc.) whichever is longer years, Developers=comp.+ 10 longer (minimum years; Statewide guidelines Completion propose termination+5 years; +10 years) CCP§§336(a), 337 et.seq., GC §34090 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: lV Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-13 Office of Classification Records Description Retention I Disposition Comments I Reference Record OR File Number Destroy Inactive - Image: Paper (OFR) Active (Off-site,OD Total Vital? Media I=Import after or Mfr (in office) Retention-_ Options M=Mfr Ima age _ 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 _ MMaOD, S/I Afters10 Department Preference; GC Amendments _ - -- Ppr years §34090.7 C&ED/ Redevelopment Project Areas and - - Mag, Yes: Department Preference(original Redevelop. Project Files P P Mfr, OD, S/I After 10 DDAs and OPAs are maintained Ppr years by the City Clerk)GC§34090 l-_ �-� 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: f� Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-14 Office of Classification Records Description Retention I Disposition Comments I Reference Record OR _ File Number Destroy Inactive - - Image: paper (OFR) Active (Off-site,OD Total Vital? Media I=Import after (in office) or Mfr Retention` Options M=Mfr Imaged ed - 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). - - - --- - - - - - - - - - SOLID WASTE&RECYCLING MANAGEMENT - - - - - - - Original Contract is maintained - - by the City Clerk;Covers E&O Agreements&Contracts- Statute of Limitations(insurance Commercial Waste Haulers, certificates are filed with agreement); Published Audit Curbside Recycling, Household Hazardous Waste Collection,etc.: Yes: Mag, Yes: Standards:Co years; Statute of C&ED/Solid ADMINISTRATIVE FILES Completion 5 years Completion Before Mfr, OD,' S/I Upon Limitations:Contracts& Waste +5 years Completi Spec's=4 years,Wrongful (Correspondence, Project - Completion Ppr Administration, Project Schedules, - on Death=comp.+5 years, Certified Payrolls, Invoices, Logs, Developers=comp.+ 10 years; etc.) Statewide guidelines propose termination+5 years; CCP §§336(a),337 et.seq.,GC §34090 i 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 at 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 Ado opted: Do not duplicate or distribute without prior written permission from GGS(909)337-3516 p Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-15 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number Destroy Inactive Image: Paper Active Total Media i=Import (OFR) (in office) (O(Off-site, OD Retention Vital? Options M=Mfr Imaged after or 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). C&ED/Solid -- - - Mag Department Preference; Waste Recycling Program 10 years - 10 years Mfr, OD, Electronic Waste Recycling is 3 Ppr years; 14 CCR 18660.8(d); GC §34090 et.seq. When No When No C&ED/Solid Longer Longer Waste Recycling Proposals Required Required Mag, Ppr GC§34090 et.seq. (minimum 2 (minimum-2 _ years) _ years) - Department Preference;Solid Waste Transfer/Processing is 3 years; Electronic Waste C&ED/Solid Solid Waste Program 5 years 5 years 10 years Mf,, OD, Recycling is 3 years; Non- 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. F' 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: Iz Ver. 2.0 RECORDS RETENTION SCHEDULE: BUILDING Page B-1 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number Destroy Inactive - - - Image: Paper (OFR) Acne (Off-site, Total. Vital? Media 1=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 andlor 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 Mag Statewide guidelines propose Building& Building Permits and Building P p Yes (all) Mir,OD, S Yes: permanent; UAC§303.2, CBC Safety Permit Applications(All) r, After QC §106.4.2, GC§34090, H&S Ppr §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/SINGLE FAMILY Completion Completion Yes(all) Mag, Ppr specifications; CBC and UAC Safety DETACHED(All others-does not +90 days +.90 days 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& HOME MASTER PLANS(All Plans) Ppr 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: W N" Ver. 2.0 RECORDS RETENTION SCHEDULE: BUILDING Page B-2 Office of Classification Records Description Retention/Disposition Comments/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 for commercial only; Building Plans and Construction -- Building & Documents - Imaged(Microfilm or P P - Yes(all) Mfr,OD S Yes: Statewide guidelines propose 2 Safety Digital) - - After QC years for blueprints& specifications; UAC§303.2; CBC§106.4.2; H&S§19850, GC §34090 Building Plans and Construction - Documents-Finalled- - Department Preference; Law COMMERCIAL,MULTI-FAMILY requires for the life of the DWELLINGS, PLACES OF Mag building for commercial only; Building& PUBLIC ACCOMMODATION, P P Yes(all) Mfr, OD, S Yes: Statewide guidelines propose 2 Safety After QC years for blueprints& SINGLE FAMILY ATTACHED Ppr specifications; LAC§303.2; (includes commercial structural CBC§106.4.2; H&S§19850, GC plans, Hazardous Materials §34090 Questionnaire,etc.) Transitory/preliminary Building& When No When No documents not retained after Safety Correction Notices, Inspections,etc. Longer Longer Mag, Ppr permit has been fnalled and all 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 Building & 'Preliminary Review Notes/Plan When No When Na Drafts and transitory/ Safety Review Notes Longer Langer Mag, Ppr preliminary draft records; GC Required Required §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-3 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR _ _ _ File Number - Image, Destroy Inactive 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). Building& Reports: Annual Historical Reports - Mag' Yes: Department Preference;GC Safety of Building Permit Activity 10 years 1(3 years MfrPla D, S After QC §34090 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. 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: BUILDING Page B-4 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number Destroy Image: Inactive - Paper (OFR) Active (Off-site, - Total Vital? Media 1 M=Mfrt after (in office) Retention- Options MMfr OD 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 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 Yes: Until Mag, resolved);City Clerk maintains Code Enforcement Case Files/ Required- Required- Mfr, OD, Yes:S 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 I (Department Preference; Case is open until satisfactorily resolved Building/ Code Compliance Violations!Code - (some cases are not resolved); Code Enforcement Case Files/ P P Yes: Until Mfr, OD S Yes: City Clerk maintains original Enforce. Administrative Citations: Imaged Resolution After QC 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 C PALM SPRINGS, CA. 02005 Gladwell Governmental Services, Inc.-all rights reserved 'e--� Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1.� e Ver.2.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number - Destroy Inactive Image: eater (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). Lead Dept. Aerial Maps 2 years P - - -P -- - Mfr,,OD, S No City Preference for historical - purposes;GC§34090 Ppr 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 OFR; GC §34090 at seq. Required -Required Ppr Planning Development Project Quarterly P P Mfr, OD, S No Department Preference; GC Update Map - -- Ppr §34090 Environmental Determinations: Department Preference Environmental Impact Reports (maintained with project file); 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 time"; 14 Cal Code Regs of Influence(includes tribal lands) - - - - §15095(c);GC§34090 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 PDo not duplicate or distribute without priorwritten permission from GGS(909)337-3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of Classification Records Description Retention f Disposition Comments/Reference Record OR File Number Destroy Active !nachve - Total Media I=Impo Image:rt Pap er (OFR) (Off-site, - Vital? after (in office) Retention Options M=Mfr OD or Mfr) - - S=Scan Imaged 8 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 P Required Required Ppr Preliminary Documents 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, Planning Historic Site Preservation P P Yes(all) Mfr, OD, Sit Yes: 1 Department Preference for - Ppr year I Historical value; GC§34090 Mag, ! Yes: 1 Planning Index to Entitlements P P Yes(all) Mfr, OD, S/I year GC§34090 Ppr When No When No city 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 4. 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. W Ver. 2.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of Classification Records Description Retention/Disposition Comments I Reference Record OR File Number - Festroy Inactive Paper (OFR) Active (Off-site, Total. Vitah Mediaafter(in office) OD or Mfr) Retention - Optionsaged 8, 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 P - P - OD days is required);GC Recordings: Stored on DVD-R _ - Projects have a 2 year vesting Planninq 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 Environmental Determinations, - - Mag, Yes: destroyed after the vesting Planning Staff Reports, Plans& Maps) Project P P - Yes Mfr,OD, S When period has expired. Some Examples: CUPS, Lot Line Completion 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 Planninq Files-Temporary - Entitlements 8,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. r� 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: W Ver. 2.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference i File Number - Destroy Inactive - Image: Paper (OFR) Active Inactive-site, Total Vital? Media 1=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). Planning Files-Unapproved - Permanent Entitlements/"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 Mfr,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& When No When No Programs where other Agencies Non-records;GC 34090 et Planning are the Lead(e.g. Rail Studies, Longer Longer Mag, Ppr seq. § etc.) Required Required ag Department Preference;City Planning Zoning Maps/General Plan Maps P P Yes Mf,, OD, S No Clerk Maintains originals of all (current) Ppr documents that were presented to Council;GC§34090-7 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: f� RESOLUTION NO. 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 Palm 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 0666 Resolution No. ? Page 2 Adopted this 16th day of March, 2005. AYES: NOES: ABSTAIN: ABSENT: David H. Ready, City Manager ATTEST AND CERTIFICATION: I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that the foregoing Resolution No. was duly adopted at a regular meeting of the City Council of the City of Palm Springs on March 16, 2005. James Thompson, City Clerk 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 - Destroy Image: Inactive Paper Active - Total Media I=Import (OFR) (in office) (Off-site r OD Retention Vital? 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). CDBG&HOUSING_ _ Lead Dept. Grants(UNSUCCESSFUL Applications, Correspondence) 2 Years 2 years Mag, Ppr GC§34090 3 years Department Preference; Upon Filing retained for disaster Do you have a Grants: All Housing,ADA, Public of the Single preparedness purposes C&ED/ Consolidated Facility Improvements, or Last Mag, (Engineering, Building& Yes: Until Yes: 1 CDBG Action Plan? 5 Law/Moderate Income Projects Expenditure P P Completed Mfr, OD, S/I year Planning also maintains original years (Plans,Specifications) Report for Ppr documents)Statewide guidelines propose Permanent Appropriate for Infrastructure plans;GC Fiscal Year §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 Low/Moderate Income Projects of the Single of the Single Ma to Local Governments is 3 years C&ED/ or Last or Last Yes: Until g' Yes: 1 from expenditure report or final (Project Administration, Mfr, OD, S/I Ppr CDBG Expenditure Expenditure Completed year payment of grantee or Compliance Monitoring, Report for Report for subgrantee, statewide Successful Proposal,Studdiesies,, Appropriate Appropriate etc.) 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 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-2 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number - Destroy Inactive Image: Paper Active Total Media I=Import (OFR) (Off-site,OD Vital? after (in office) or Mfr) Retention Options M=Mfr Imaged S=Scan &O�,dv 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 Filing 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 Ma Yes:Yes: from expenditure report or final CDBG other records Mfr, OD, S/I When ass the Ex p Ppr Inactive payment of grantee or funding agency's audit, if required) Report for Report for 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 Record OR Records Description Retention/Disposition Comments/Reference File Number Destroy Inactive Imago' Paper Active Total Media I=Import aftr (OFR) (in office) (Off-site'or MfrOD Retention Vital? -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 3 years maintained in Engineering no Upon Filing matterwhatdepartmentwas Capital Improvement Projects(CIP): of the Single - involved in the project;retained C&ED/ All City Infrastructure, Facilities or Last - Yes Until Yes 1 for disaster preparedness CDBG and/or Transportation Projects Expenditure P P Mag, Completed Mfr, OD, S/I year purposes(City Clerk does not (Plans,Specifications) Report for Ppr maintain Plans, Materials 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 Single M(Project Administration,Certified a to Local Governments is 3 years C&ED/ or Last or Last Yes: Until g' Yes: 1 from expenditure report or final , , CDBG Expenditure Expenditure Completed year payment of grantee or Payrolls, Invoices,al,Studies, Report for Report for Mfr Ppr OD S/I 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. 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. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-4 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number -Inactive g Destroy Image:- - Paper (OFR Active Total Media 1=Import (in office) (Ofor MfrOD Retention ��tal? 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/orfederal 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 Filing Admin. Requirements for Grants of the Single of the Single to Local Governments is 3 years C&ED/ or Last or Last Yes. Until Mag' Yes 1 from expenditure report or final CDBG Subrecipient Agreements Ex enditure Ex enditure Com leted Mfr,OD, Sit p p p 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& 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-5 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number Destroy Inactive Image:(Off-site (OFR) OD Paper Active Total Media I=ImP ort , 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). -DOWNTOWN DEVELOPMENT CENTER When No When No C&ED/ Longer Longer Mag, Yes: Downtown Association/Proposals/Prospects Required Required Mfr, OD, S/I After 10 Department Preference;GC /Subject and Reference Files 34090 Develop. (minimum 2 (minimum 2 Ppr years § 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. 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 Langer 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: Econ. distributed to citizens P P Mfr, OD, 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 Record OR p Retention/Disposition Comments/Reference File Number Inactive Image: Destroy OFR Active Total � Media I=Import Paper ( ) (in office) (O or Mfr OD Retention Vital. Options M=Mfr Imo after ged 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 Longer Longer Department Preference; GC Lead Dept. Promotional Brochures Required Required Mag, Ppr §34090 (minimum 2 (minimum 2 years) years) C&ED/ Mag, YesEcon : Department Preference;GC Develop Real Agency Actions P P Mfrr,OD, S/I After 10 p §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 Classification Records Description Retention I Disposition Comments I Reference Record OR File Number - g Destroy Image:Inactive - Paper (OFR) Active (Off-site,OD tetalnts Vital? Media )M=Mfr 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). - - - PUBLIC ARTS - - - - Department Preference; Rights - of authors extend for the life of Agreements with Developers(Art In- the authors), State law allows a C&ED/ Lieu),Agreements for Donations of - Mag' written contract to extend rights Public Arts Art, Purchase and/or Placement of Completion P P Mfr,OD, 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, Statute of Limitations:Contracts C&ED/ Agreements: Temporary Art Compfefron Upon Public Arts Placements Completion 5 years +5 years Before Mir, OD, S/I Completi & ath=c=4 years,Wrongful Completion Ppr Death=comp.+5 years, on Developers=comp. + 10 years; Statewide guidelines propose termination+5 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-8 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,or Mfr OD Retention Vital? 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). Department Preference (Includes a liability release), C&ED/ Art Exhibits and Collections- Mag, Statute of Limitations for Public Arts Community/External Art 4 years 4 years Mir, OD, contracts is 4 years, personal Ppr property 3 years; meets auditing requirements; CCP§§337,338; GC§34090 Department Preference; Rights Commissions(City owned Art)- of authors extend for the life of C&ED/ Includes RFP, Successful Proposal, Mag, Yes: the author's);State law allows a Scope of Services, Special Completion P P Mfr,OD, S/I - When written contract to extend rights Public Arts Instructions, Contract, and Final Ppr Inactive for an additional 20 years;4 Drawings years to meet auditing standards; 17 USC 106A(d); GC §15813.5, GC§34090 C&ED/Public Arts Public Art Database Indefinite Indefinite Mag Data is interrelated; GC§34090 The RFP/RFD and the Lead Dept. Unsuccessful Proposals or Bids 2 years 2 years Mag, Ppr successful proposal becomes part of the agreement or contract; 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-9 Office of Classification Records Description Retention I Disposition Comments I Reference Record OR File Number Image: Destroy Inactive Paper (OFR) Active (Off-site,OD Total Vital? Media I=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/orfederal investigations suspend normal retention periods(retention begins after settlement). REDEVELOPMENT - Statute of Limitations for 4 years for contracts(errors and _ omissions is not applicable), Statewide guidelines propose completion+5 years for non- Completion Completion Yes: Mag, Yes* capital improvement contracts& City Clerk Agreements&Contracts Leases +5 years +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 Longer Mag, Ppr Department Preference; GC Redevelop. pamphlets, information or reference Required Required §34090 material from outside entities) When No When No Ensure retention periods are Central Filing System: Original Longer Longer Mag, complied with for the applicable C&ED/ City Records,Subjects Other than Required Required Mfr, OD, S/I Yes: Records Series in this schedule Redevelop. Specifically Mentioned in This (minimum 2 (minimum 2 Ppr After QC (e g. Redevelopment Projects Schedule are Permanent); Department years) years) Preference; 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-10 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Mf= Inactive Paper (OFR) Active (Off-site,OD Total _ Vital? Media I rt after (in office) or Mfr Retention Options MMfr 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). C&ED/ Condemnation Proceedings/ Settle+5 Settle+5 Meets all auditing requirements; Redevelop. Eminent Domain- Excluding Order years years Mag, Ppr GC§34090 of Condemnation(Relocations,etc.) Condemnation Proceedings/ Mag, Order of Condemnation can Redevelop. years C&ED/ Eminent Domain- Order of Settle+5 P P Mfr, OD, S/I No serve as Title to Property;GC 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 Langer 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 Drafts&Notes: Drafts that are - are not retained in the"Regular Lead Dept. revised(retain final version) Longer .Longer Mag, Ppr Course of Business". GC Required Required §34090, GC§6252 Department Preference C&ED/ Mag, (Redevelopment Agency owns Redevelop. Landfill/Dumpsite 5 years P P Mir, OD, Landfill); Electronic Waste Ppr Recycling is 3 years, 14 CCR 18660.8(d); 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: Ver. 3.1 RECORDS RETENTION SCHEDULE: COMMUNITY and ECONOMIC DEVELOPMENT Page CED-11 Office of Classification Records Description Retention I Disposition Comments I Reference Record OR File Number Destroy Image: Inactive Paoer (OFR) Active (Off-site,OD Total Vitals Media i=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). When No When No C&ED/ Proposals/Prospects/Subject and Longer Longer Department Preference; GC Redevelop Reference Files Required Required Mag, Pier §34090 (minimum 2 (minimum 2 years) - years) Brown Act challenges must be Lead Dept Public Hearing Notices, Legal 2 years 2 years Mag, Ppr filed within 30 or 90 days of Advertising - action, GC§§34090, - 54960.1(c)(1) C&ED/ Real Estate Acquisition Files Mag, Yes. Redevelop. (Includes Purchase and Sale P P Mfr, OD, S/I After QC GC§34090 Agreements, Studies,Title Reports) Pier 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 years 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. 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-12 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number inactive Destroy � ,. Image: Active - Total Media I=1m ort Paper (OFR) (in office) (O f- Mfr OD Retention Vital? Options M=Mfr Imo after S=Scan ged &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 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, ss & Specifications,Bids/RFPs, Upon Yes' Until Mag' Yes: 1 p r pdisaster(City jerk does P Completion P P Completed Mfr,OD, S/I year Purposes(City Clerk does not Engineering Successful Proposal,Materials - Ppr 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 Limitations for Errors& Redevelopment Capital After and After Funding Omissions is 10 years; Public Works Improvement Projects(CIP): All Upon Funding Agency Ma Published Audit Standards=4-7 & City Infrastructure, Facilities and/or Completion Agency Audit,if Yes. Until Mfr, r OD, S/I Yes: 1 years; Statute of Limitations: 9 9 required, p En ineerin Transportation Projects(Project of Monitoring Audit, if Completed year Contracts&Spec's=4 years, Administration,Compliance Obligation required, whichever is p Wrongful Death=comp. +5 Monitoring,etc.) whichever is longer years, Developers=comp + 10 longer (minimum years;Statewide guidelines Completion propose termination+5 years, +10 years) CCP§§336(a), 337 at.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 I Disposition Comments I Reference Record OR File Number Image: Destroy Inactive Paper (OFR) active (Off-site,OD Total Vitals Media i M=Mfrt after (in office) Retention O or Mfr ptions 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). City Clerk Redevelopment Plans and P - P MMag, Sit After 10 Department Preference; GC Amendments - - - Ppr years §34090.7 C&ED/ Redevelopment Project Areas and Mag, Yes: Department Preference(original Redevelop. Project Files P P Mfr, OD, S/I After 10 DDAs and OPAs are maintained 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 OR File Number - Image: Destroy Inactive Paper (OFR) Active (Off-site,OD Total Vital? Media I=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). -- - SOLID WASTE&RECYCLING MANAGEMENT Original Contract is maintained by the City Clerk; Covers E&O Agreements&Contracts- Statute of Limitations(insurance Commercial Waste Haulers, certlfirates are fled with agreement); Published Audit Curbside Recycling, Household Yes Hazardous Waste Collection, etc.: -- Yes: Mag, ' Standards=4-7 years; Statute of C&ED/Solid ADMINISTRATIVE FILES Completion 5 years Completion Before Mfr, OD, S/I Upon Limitations: Contracts& Waste (Correspondence, Project +5 years Completion Ppr Completi Spec's=4 years,Wrongful on Death=comp.+5 years, Administration, Project Schedules, Certified Payrolls, Invoices, Logs, Developers=comp. +10 years; etc.) Statewide guidelines propose termination+5 years; CCP §§336(a), 337 at.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 fled in 6 months, CCP§§338 at seq., - 340 at seq., 342, GC§§945.6, GC§34090 C&ED/Solid Yes. Department preference; GC Exemptions 3 years 3 years Current Mag, Ppr Waste §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. 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 Destroy Inactive Image' Paper (OFR) Active (Off-site,OD fiend Vital? Media i M=Mfr 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). Mag, Department Preference; C&ED/Solid Recycling Program 10 years 10 years Mfr, OD, Electronic Waste Recycling is 3 Waste Ppr years; 14 CCR 18660.8(d); GC y §34090 et seq. When No When No C&ED/Solid Longer Longer Waste Recycling Proposals Required Required Mag, Ppr GC§34090 et.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- Waste (Administration) 5 years 5 years 10 years MfPO D, 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: