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2001-30 - establishing records retention schedule
1 1 RESOLUTION NO. 2001 - 30 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ESTABLISHING A RECORDS RETENTION SCHEDULE WHEREAS, Sections 34090 and 34090.5 of the Government Code of the State of California provide for the disposition of public records; and WHEREAS, Section 34090.7 of the Government Code of the State of California provides for the destruction of duplicate records that are no longer needed for reference, and in a manner prescribed by the legislative body of the City; and WHEREAS, each records series title contained in the Records Retention Schedule has been examined and approved for retention or destruction by the City Attorney, City Manager, and City Clerk who is the administrator responsible for Records Management; WHEREAS, a Records Retention Schedule was adopted by the City Council on November 7, 1979 as Resolution No. 80 -23; and WHEREAS, these revised Records Retention Schedules reflect more clearly defined operational requirements. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Ukiah does hereby resolve that the attached Records Retention Schedule is hereby adopted and supercedes that Records Retention Schedule adopted by Resolution 80 -23. The City Clerk is directed to supervise and implement the amended schedule. PASSED AND ADOPTED this 1St day of November 2000, by the following roll call vote. AYES: Councilmembers Smith, Baldwin, Ashiku, and Mayor Mastin. NOES: None. ABSENT: Councilmember Libby. ABSTAIN: None. TTEST: Marie Ulvila, City Clerk CITY OF UKIAH RECORDS RETENTION GUIDELINES NOVEMBER 1,2000 1 1 1 LEGEND Records Retention AC = Active AD = Adoption AU = Audit CL Closed/Completion CU Current Ye 'r D.O.B. = Date of Birth E = Election L = Life P = Permanent S = Supersede T = Termination 1 CITATIONS B & P Business and Professions CCP — Code of Civil Procedure CCR — Code of California CEQA — California Environmental Quality Act CFR — Code of Federal Regulations EC — Election Code FMLA -- Family & Medical Leave Act, 1993 GC — Government Code H & S — Health & Safety HUD — Housing & Urban Development OSHA — Occupational Safety Health Act PC — Penal Code POST — Police Officers Standards Training UFC -- Uniform Fire Code USC — United States Code WIC — Welfare & Institutions Code 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES ADMINISTRATION EFFECTIVE: NOVEMBER 1, 2000 Record Series Title ...... ...... . .................... . Retention Citation Descriptor A LMINISTRATION ............................ ............................... ............................. ............................... Bonds Development CL + 10 CCP 337.5 Housing; Industrial Development Security CL + 2 GC34090 Documentation created and /or received in connection with the performance of work/services for the city, or for parcel maps and subdivision work Budget, Proposed CU +2 GC34090 Presented to Council Adopted P GC34090 Annual operating budget approved by Legislative Body Drawings, Project Plan CL + 2 CG34090a Does not include those usually filed with case or project ............................. ............................ ........................ GENERAL Correspondence CU +3 GC 34090(d) If not attached to agreement or project file General Subject Files CU + 3 GC 34090d Internal working files including correspondence for projects Goals and Objectives CU +2 GC 34090 Departmental goals & objectives Policies & Procedures, Departmental S +5 GC 34090(d) Retain while current Promotional Marketing CU +7 Reports Departmental CU +3 GC 34090 Special /or final summary, review or evaluation Staff CU +3 GC 34090 Non - agenda related, includes supporting documentation Special Projects CL + 2 GC 34090 Support Services CU +2 GC 34090 Reproduction; printing; postal /mailing services, other internal resources 1 r 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES ADMINISTRATION EFFECTIVE: NOVEMBER 1, 2000 Record Series Title Retention Grants, Communitj (Includes CDBG) Federal and State Financial Reports Unsuccessful /Urban Development T +5 T +5 Citation 24CFR 570.502(b) (3); 241 CFR 85.42 & OMB Cir. A -110, Attach. C;* T +5 CL + 2 HOUSING Bonds Programs INFORMATION SERVICES CL + 4 CL + 3 Internet, World Wide Web S +3 Inventory, Information Systems Network Informatio (LAN/WAN) S +3 n Systems S +4 2 GC 34090 GC 34090 GC 34090 CCP 337 23 CFR 570.502(b) (3); 34 CFR 85.42 & OMB Cir. A- 110, #C GC 34090 GC 34090 1 Descriptor Project files, applications, contracts, proposals, statements, reports, sub - recipient dockets, Environmental Review, grant documents, applications, inventory, consolidated plan, etc. Includes Section 108 loan guarantee *OMB Cir. A -102 & 128, HUD regulations Refer to grant application close -out procedure Refer to grant application close -out procedure Applications not awarded /funded Revenue Bond Documentation Includes comprehensive Housing Authority Strategy, Meeting Credit Certificate, Housing bond advisory, HOME, In -Lieu Housing Mitigation, Low/Moderate Housing, Rental Housing Assistance Management/Policies and supporting documentation GC 34090; CCP 337.2; 343 Hardware /Software Inventory logs; systems manuals Configuration maps and plans 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES ADMINISTRATION EFFECTIVE: NOVEMBER 1, 2000 ecord.Series Title Reten ort ........................... Citation Descriptor Program Files and Directories CU +2 CU + (2 mos.) CU + 1 CU +.5 GC 34090; GC 34090.7 Annual backup Daily backup Monthly backup Weekly backup Tapes Information Systems CU +2 GC 34090 System Generation .........:............................. ............................... LEGAL%LEGISLATIVE .................................. ............................... ...................................... ............................... ....................................... ............................... ................................... ............................... Agendas CU +2 GC 34090 Original agendas and special meeting notices, including certificates of posting, original summaries, original communications and action agendas for Council, Boards and Commissions Agenda Reports (Master, Subject Files) CU +2 GC 34090 (d) Documentation received, created and /or submitted to Council Liens, Law Suits Logs, Attorney Service Request CU +2 GC 34090 Service request, summaries of monthly requests Minutes P GC 34090 (d); GC 36814; GC 40801 Official minutes and hearing proceedings of governing body or board, commission or committee Notices, Meeting CU +2 GC 34090.7, 54960.1(c)(1) Special Meetings Opinions S +2 GC 34090; GC6254 Confidential & Public POLICIES /PROCEDURES General Administrative S +2 GC 34090; 40801 All city policies and procedures Policy: Council Proclamations/Directives S +2 GC 34090 Policies, directives rendered by Council not assigned a resolution or ordinance number 3 CITY OF UKIAH RECORDS RETENTION GUIDELINES ADMINISTRATION EFFECTIVE: NOVEMBER 1, 2000 ecord Series Title PROPERTY Acquisition /Appraisals/Disposition Annexation Case Files Appraisals PUBLIC'; FINANCING AUTHOR[ Administration Financial Records Management Reports BLIC fNFORMATION Retention CL+ 10 P CL + 2 P P P Citation Descriptor . GC34090a; GC6254 Supporting documents regarding sale, purchase, exchange, lease or rental of property by City, until final acquisition or contract agreement obtained GC 34090a; GC6254 Reports, Agreement and Public Notices GC 34090; GC6254(h) Exempt until final acquisition or contract agreement obtained GC 34090 GC 34090, 40802, 53901 GC 34090 Brochures, publications, newsletter, bulletins Calendar, City Media Relations RISK MANAGEMENT Accident Reports - Copies & regarding City Assets Bonds, Insurance S +3 CU +2 CU +2 GC 34090 GC 34090 GC 34090 Includes cable, newspaper, radio, message boards, presentations CL + 7 P 4 29 CFR 1904.2; 29;* CCP 337.2; 343 Memos and working documents, reports and related records `CFR1904.6 Bonds and insurance policies insuring city property and other assets 1 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES ADMINISTRATION EFFECTIVE: NOVEMBER 1, 2000 .................. ............................... .................. ............................... Record`Series Title- Retention Citation Descriptor Claims, Damage CL + 5 GC 34090; GC25105.5 Paid/Denied; Includes photographs, negatives, film, etc. Incident Reports CL + 7 29 CFR 1904.2; 29 CFR 1904.6 Theft, arson, vandalism, property damage or similar occurrence (excluding fire/law enforcement) Insurance, ACCELJT Powers Agreement CL + 7 GC 34090 (Authority California Cities Excess Liability Insurance) -B Accreditation/ MOU's /agreement/agendas Insurance, Certificates & Policies P GC 34090 Insurance certificates filed separately from contracts, includes insurance filed by licensees, REMIF insurance documents Insurance, Liability/Property P GC 34090 May include liability, property, Certificates of Participation, deferred, use of facilities Risk Management Reports CL + 5 OMB 1220- 0029; 29 CFR1904.4 GC34090 Federal OSHA Forms; Loss Analysis Report; Safety Reports; Actuarial Studies KIAH REDEVELOPMENT ..................... ............................... ...... ............................... ..... ............................... ........... .............. AGENCY Agendas, Minutes, Resolutions P GC 34090 Redevelopment: Budgets P GC 34090, 40802, 53901 Includes annual audit Bond Issues P GC 43900 et seq. Includes annual audit 5 CITY OF UKIAH RECORDS RETENTION GUIDELINES AIRPORT EFFECTIVE: November 1, 2000 Record Series Title: Retention Citation Descriptor ADMINISTRATION Agreements T +4 CCP 337 Including concessionaire, slip rental, facility storage Airport Certification P 14 CFR 139.207b & 171.13- 17.213 Federal Aviation Administration (FAA) required manuals, licenses Airport Noise Monitoring and Complaint CU + 10 Correspondence, Airport Master Plan, studies, memos, reports, log books, documents related to assessment of noise levels at airports and resolution of complaints Applications - Special Events CU + 2 GC 34090 Permits, correspondence, related documents regarding use of rights of way Correspondence CU + 2 GC 34090d Working documentation if not attached to agreement or project file Fueling AU + 3 CCP 337 Meter readings, fuel consumption reports, invoices, receipts and records pertaining to refueling operations Inspection, Runway CU + 10 Maintenance including inspection reports, work orders and related records, grant programs Inventory, Equipment Parts & Supplies L + 2 Includes vehicles, aircraft and related documents regarding repairs Maintenance, FAA P 14 CFR 171.13- 171.213 Forms and reports required by FAA including Forms FAA -198, -418, -6030- 1, - 6790 -4 Reports Accident and Incident (Aircraft) CL + 8 Accidents, injuries, property damages, general conditions regarding pilot and aircraft Airport Operational (Regulatory) P Annual and special reports to federal and state regulatory agencies Airport Operational (Administrative) CU + 2 Logs, statistical summaries; administrative records, scheduling 1 1 1 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES AIRPORT EFFECTIVE: November 1, 2000 Record Series Title Retention Citation Descriptor Weed Abatement CL + 2 GC34090 Reports, assessments, resolutions, documentation NOTAM (Notice to Airmen) CU +3 Reports re: conditions affecting airport maintenance /operations 2 Bids & Proposals (l Administration /Cam Statements and Cor disclosur CITY OF UKIAH RECORDS RETENTION GUIDELINES CITY CLERK EFFECTIVE: November 1, 2000 Record Series` Title ADMINISTRATION nsuccessful) Contractor Correspondence Franchises General Subject Files ELECTIONS Affidavit Index Calendar Canvass Certificates of Election Charter: Amendments/Measures Fair Political Practices paign flict of Interest ....................... ........................ Retention Citation CU +2 CU +2 P CU +2 GC34090d Descriptor GC34090d Current Qualified Contractors List GC34090d Working documentation GC65864, 65869.5, 34090* Including subdivision agreements, contracts for sale or purchase of property, cable, grant of easements and /or involving construction of improvements `CCP 337.2, 343; AC16023 re, Elected Campaign disclosur e, Not Elected E +2 P T +4 P CU +5 P E +5 1 GC34090d Internal working files including correspondence EC17001 GC34090 GC22932; EC 17130; EC 2653 Notifications and Publication of Election; Records used to compile final election results, including tally sheets, voting machine tabulation, detailed breakdown of results; special election results CG 81009(a) (d) Certificates of election; Original reports and statements GC34458 -60; GC34090 Chapter designations by Secretary of State following adoption of voters FPPC Opinions GC81009 (b)(g) FPPC Filings GC81009 (b) FPPC Filings 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES CITY CLERK EFFECTIVE: November 1, 2000 ................... ............................... ecord Series Tifle! Campaign disclosure - Unsuccessful (all other Committees) Candidate Statements History Statement ofk-conomic Interest - Elected Officials Statement of Economic Interest - Not Elected Lobbyist Registration Nomination Papers Successful Unsuccessful Notifications and Publications Oaths of Office Retention'; E +7 E +4 P T +7 E +5 P E +4 E +4 E +2 Petitions Precinct Records T +6 GC81009 GC34090 GC81009 (e) GC81009 (b) EC81009 (b) EC17100 GC81009 (b) GC34090 .75 E + .5 GC34090; 29 USC 1113 escriptor!; FPPC Filings Sample ballot retained permanently History of elections, sample ballots, certificates of destruction, other resolutions re: elections FPPC Filings FPPC Filings Statements Proof of publication or posting, certification and listing of notice of posting; copy of newspaper notice and certification of offices to be voted for at forthcoming election EC17200, 17400; GC7253.5; EC14700 + GC3756:8 EC 17503 Elected Officials From date of filing or election; Initiative, referendum, recall, Charter Amendments From date of election: Declaration of intention P Biographies, City Seal, Commendations 2 CITY OF UKIAH RECORDS RETENTION GUIDELINES CITY CLERK EFFECTIVE: November 1, 2000 Record; Senes TiE(e Retention itatt( ........................ .............................. escriptor LEGAL/LEGISLATIVE Appeals, Civil CU + 3 CCP 583.320(a)(3); GC34090 Applications, Boards, Commissions, Committees CL + 2 GC34090 Not selected Applications, Boards, Commissions, Committees T +5 GC34090; GC40801 Selected Articles of Incorporation P GC34090; CCP 3372 Case Log CL + 7 CCP 337.2; 343 From Close of cases listed; Chronological listing of cases Case Records - (High Profile) P GC 6254 Significant cases which have importance /or set legal precedence. Includes logs, complaints, police reports, court orders, motions, notes, briefs Case Records - P 42 USC s1983 Includes Togs, complaints, police reports, court orders, motions, notes, briefs, closing statements (unless minors - 3 years after attaining 18) Contracts and Agreements Excluding Capital Improvement T +5 CCP 337.2, 343; B &P 7042.5;' Includes leases, equipment, services or supplies *PU7685; 48 CFR:2; GC53066 Including Capital Improvement P Construction `GC37090a; 4004; H &S 19850 Legal Advertising CU +4 CCP 343, 349 et seq.; GC911.2; GC34090 Includes public notices, legal publications Minutes P GC34090 (d); GC36814; GC40801 Official minutes and hearing proceedings of governing body or board, commission or committee Notices, Meeting CU +2 GC34090.7, 54960.1(c) (1) Special Meetings Ordinances P GC34090(d); 40806 Charter amendments; municipal code 3 1 1 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES CITY CLERK EFFECTIVE: November 1, 2000 .......................... ............................... .......................... ............................... .......................... ............................... • record Series Title ;Retention Citation' Petitions CU + 1 GC50115; GC6253 Descriptor Submitted to legislative bodies Proclamations - General CU +5 General Proclamations Resolutions P GC34090(d); 40801 Legislative actions Tapes, Audio/Video CU +3mos. GC34090.7 When used for minute preparation and may have historical value MUNICIPAL CLERK ......................... ............................... .............................. ............................... ........................... ............................... Assessment Districts P GC34090 Original documentation Inventory, Records CU +2 GC34090; 80 OPS Atty. Gen. 106 Inventory of non - current or inactive records holdings and location, indices. Tapes may be recycled. Municipal Code P GC34090 Supplements included Public Records Request CL + 2 GC34090 Records Management CL + 2 GC34090 Document includes retrieval, transfers - inactive Records Management Disposition Certification P GC34090 Documentation of final disposition or records Records Retention Schedules S +4 CCP 343 ........ ............................... PROPERTY ...... ........................:.. Acquisition/Disposition CL +10 GC34090a; GC6254 Supporting documents re: sale, purchase, exchange, lease or rental of property by City Appraisals CL + 2 GC34090; GC6254(h) Exempt until final acquisition or contract agreement obtained Deeds & Promissory Notes P GC34090a* '24 CFR 570.502(b)(3); 24 CFR 8.42 & OMB Circ. SA -110 Lease Agreements P Ukiah Conference Center, Ukiah Regional Airport, and all other City properties 4 CITY OF UKIAH RECORDS RETENTION GUIDELINES CITY CLERK EFFECTIVE: November 1, 2000 Record Series Title Retention Citation Descriptor RISK MANAGEMENT Claims, Damage CL + 5 GC34090; GC25105.5 Paid/Denied 5 1 1 1 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES COMMUNITY SERVICES EFFECTIVE: November 1, 2000 ..... ..................... . ..... ...................... . Record Series Title Retention .. .................. .................... ...................... ......................... ... .................... Citation ........................ ............................... ........................ ............................... Descriptor Capital Improvements, Construction P GC34090a; 4004; H &S 19850; GC34090 Contains records regarding planning, design, construction, conversion or modification of local government -owned facilities, structures & systems Correspondence /Originating Department CU +2 GC34090d Working documentation if not attached to agreement or project file Grants Minutes & Agendas: Airport Commission; Parks, Recreation and Golf Commission P GC34090 COMMUNITY SERVICES .................................... ............................... .................................. ............................... Libraries CU +2 CG 34090 Books, art, gifts, donations, exhibits, theater, music, special events, etc. Plaques P Historic value Sports Organizations S +2 MUNICIPAL FACILITIES ..................................... ............................... Capital Improvements, Construction P GC34090a; 4004; H &S 19850; GC34090 Contains records regarding planning, design, construction, conversion or modification of local government -owned facilities, structures & systems Facility Rentals/Use CU +2 GC 34090 Permits, contracts, diagrams, schedules, insurance binders Golf Course Maintenance & Operations CU + 2 GC34090d Service requests, invoices, supporting documentation; buildings, equipment, field engineering, public facilities including work orders and graffiti removal Inventory, Equipment AU +2 CG34090 Warranties, purchase orders 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES COMMUNITY SERVICES EFFECTIVE: November 1, 2000 Record Series Title::: Retentioti Citation DescrPtoc: Landscape CU +2 GC34090 Drawings, contracts, complaints, specifications, photos, reports Maintenance & Operations CU +2 GC 34090d Service requests, invoices, supporting documentation; buildings, equipment, field engineering, public facilities including work orders and graffiti removal Maps P GC34090 Photographs S +2 GC34090 Plans, Proposed CU +2 GC34090 Future plans, new sites, expansions Policies and Procedures S +2 GC34090 Includes rules and regulations Museum CU +2 GC34090 Books, art, gifts, donations, exhibits, theater, music, special events, etc. Parking! Districts Landscaping & Maintenance CU +2 GC 34090 PARKS AND RECREATION Inventory, Equipment AU +2 CG34090 Warranties, purchase orders Landscape CU +2 GC34090 Drawings, contracts, complaints, specifications, photos, reports Maintenance /Operations CU +2 GC34090 Includes work orders, inspection, repairs, cleaning, reports, complaints Maps P GC34090 Irrigation, plot plans, landscaping plans Parades & Special Events, etc. CL + 2 GC 34091 Reports, memos, correspondence, scripts, supplier information, assignments, deployments, supporting documentation Photographs S +2 GC34090 Hans, Proposed CU +2 GC34090 Future plans, new sites, expansions Plaques - Parks P Historical value 2 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES COMMUNITY SERVICES EFFECTIVE: November 1, 2000 ... ............................... . ...... ............................... . ........ ............................... ....... ............................... ......... ............................... . Record Series Title Retention Citation. escriptor:> Policies and Procedures S +2 GC34090 Includes rules and regulations Railroad Right -of -way CL + 3 36 CFR 64.11 Land acquisitions, correspondence, improvements, statutory records Reports: Accident CL + 2 CG34090 Patrons, employees Others CL + 2 CG34090 Studies CL + 2 CG34090 Future sites, expansions Schedules, Classes & Events CU +2 CG34090 Enrollment, liability releases, evaluations Sports Organizations S +2 Liability Insurance Forms CU +2 UKIAH VALLEY CONFERENCE ...................................... ............................... . ........................................... ............................... ... CENTER Brochures Inventory, Equipment AU +2 CG34090 Warranties, purchase orders Policies & Procedures S +2 GC 34090 Includes rules & regulations Schedules, Classes, Events and 3 CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE: November 1, 2000 Record Series Title Retention Citation Descriptor ACCOUNTING Assessment Districts P GC34090 Collection information Bank Reconciliations /Statements AU + 5 GC34090; 26 CFR 16001 -1 Statements, summaries for receipts, disbursements & reconciliations, cleared checks Bankruptcy Files CL + 7 Budget AU + 2 GC34090 Budget Adjustments, journal Entries AU + 2 GC34090 Account transfers Checks AU + 5 GC34090; CCP 337 Includes payroll, canceled & voided checks Financial Statements AU + 4 Monthly Financial Statements which include Income, Expense, Balance Sheets and Cash Reports Journals Appropriation & Expenditures 10 Utility Billing CU + 2 GC34090 Billing including monthly activity Vouchers 10 Consists of the General Journals with supporting documentation Ledger, General P GC34090; * *CCP 337; Detail which shows the posting of Journals Voucher AU + 4 GC34090; CCP 337 Account postings with supporting documents Misc. Billings - AU + 2 Hard copy Taxes, Receivable AU + 3 CCP 338 TOT, Property, Sales, etc. ACCOUNTS PAYABLE Accounts Payable AU + 4 CG34090 Invoices, check copies, supporting documents Travel Records CU + 2 GC 34090 Vehicle Mileage Reimbursement Rates S + 2 GC34090 Annual mileage reimbursement rates 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE: November 1, 2000 ............................... ............................. . Record Series Title> Retention ..................... .................... .................... Cit t On s Descriptor;; Warrants Paid AU +5 Warrant Register AU +2 GC 34090.7 ACCOUNTS RECEIVABLE Accounts Receivable AU +2 GC34090 Airport Billing Charges AU +2 Includes Misc. Billing Airport Payment Book AU +2 Applications CL + 2 GC34090 Utility connections, disconnects, registers, service Bad Debt Write -Off 7 Billing Edit Lists Shows the detail of utility payment activity. Closed Purchase Orders AU +4 Copies Paid Documents AU +4 Invoices Reports Check register, reports from weekly runs Report of Disbursements AU +4 Sealed, permanent copy & Finance Director approved Billing Records AU +2 GC34090 Customer name, service address, meter reading, usage, payments, applications/ cancellations Cash Receipts Edit List AU +2 Shows the detail of counter receipts being posted to the General Ledger Cash Receipt Register AU +4 Cashier balancing Cash Receipt Stubs AU +4 Daily packets from the front counter - Cash Receipts Deposits, Receipts, Customer receipts AU +4 GC34090; CCP 337 Checks, coins, currency Dump Charge Tags Dump Misc. Billing AU +2 A U + 2 Emergency Response - Billing AU + 4 2 CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE: November 1, 2000 Record Series Title1 Retention Citation escriptor Emergency Response - Paid AU +4 Financial Statements AU +4 Monthly Financial Statements which include Income, Expense, Balance Sheets and Cash Reports Invoices AU +2 GC34090 Copies sent for fees owed, billing, related documents Misc. Billings AU +2 Hard copy ADMINISTRATIVE SERVICES Agreements T +4 CCP 337 Including concessionaire, facility storage Applications Aircraft Storage Parking Bonds CL + 4 CCP 337 Revenue Bond Documentation Development CL + 10 CCP 337.5 Housing; Industrial Development Security CL + 2 GC34090 Documentation created and /or received in connection with the performance of work/services for the city, or for parcel maps and subdivision work Budget Operating (copies) S GC34090 Departmental Reference Correspondence CU +2 GC34090d Working documentation if not attached to agreement or project file Grants, Community/Urban Development (Includes CDBG) CL + 4 24CFR 570.502(b) (3); 241CFR 85.42 & OMB Cir. A -110, Attach. C;' Project files, contracts, proposals, statements, reports, sub - recipient dockets, Environmental Review, grant documents, applications, inventory, consolidated plan, etc. Includes Section 108 loan guarantee `OMB Cir. A -102 & 128, HUD regulations AIRPORT Billing /Customer Receipts AU + 2 GC34090 Billings, correspondence, complaints 3 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE: November 1, 2000 Record Series Title Retention Citation <' Dailys' AU +4 lescriptor. Daily sales, gallons and charges Invoices AU +2 GC34090 Copies sent for fees owed, billing, related documents Jet Fuel Tax Return AU +4 Monthly Rates S +2 GC34090 ......................... AUDIT Annual Financial Report CL +2 GC34090 Independent auditor analysis Bonds CL + 10 GC34091; CCP 337.5 Final bond documentation Budget Operating (copies) S GC34090 Departmental Reference Hearing or Review AU +2 GC34090; OMB A -128 Documentation created and or received in connection with an audit hearing or review Reports AU +4 GC34090; OMB A -128 Internal and /or external Reviews, Internal/External Periodic CU GC34090; GC6250 Daily, weekly, monthly, quarterly or other summary, review, evaluation, log, lists, statistics, except a report ....................................... ............................... ........................................ ............................... ........................................ ............................... BUSINESS LICENSES Billing, Adjustment, and Cash Registers T +5 GC34090; CCP 337 Paid & reports Closed business files T +5 GC34090; CCP 337 License Register & Penalty Register T +5 GC34090; CCP 337 Paid and reports FIXED ASSETS Fixed Asset Records L +4 4 CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE: November 1, 2000 Record Series Title Retention Citation escrptor AU +4 GC34090; 26 CFR 301 65 -1(F) Reflects purchase date, cost, account number Surplus Property: Auction AU +2 GC34090 Listing of property Disposal AU +4 GC34090; CCP 337 Sealed bid sales of equipment Vehicle Ownership & Title L VC 9900 et Title transfers when vehicle sold Billing /Customer Receipts AU +2 GC34090 Billings, correspondence, complaints Invoices AU +2 GC34090 Copies sent for fees owed, billing, related documents Rates S +2 GC34090 ;RANTS Community Development Block Grant & Urban Development T +4 GC34090; 24 CFR 570.502; 24 CFR 85.42` Applications, reports, contracts, supporting documents; `OMB Cir. A- 102, A -110, A -128 Federal and State CL + 5 GC 34090 Refer to grant application close -out procedure Financial Reports CL + 5 GC 34090 Refer to grant application close -out procedure Unsuccessful CL + 2 GC 34090 Applications not entitled Billing /Customer Receipts AU +2 GC34090 Billings, correspondence, complaints Collections CU +2 GC 34090 Daily Records, usage Invoices AU + 2 GC34090 Copies sent for fees owed, billing, related documents 5 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE: November 1, 2000 Record Series Title. Retention Citation Rates S +2 GC34090 escnptor PARKING DISTRICT & ENFORCEMENT ............... ............................... ......................... ............................... ...................... ............................... .................. ... ........ Applications for Permits CL + 2 Billing /Customer Receipts AU +2 GC34090 Billings, correspondence, complaints Cash Posting Register AU +4 Citations /ckets CU +3 Invoices AU +2 GC34090 Copies sent for fees owed, billing, related documents Late Notice and DMV Lien Notice Registers CU + 3 Paid Parking Citations CU +3 Parking Permits CL + 2 GC34090 Rates S +2 GC34090 Summons 2 Tickets 3 PAYROLL Adjustments AU +4 GC34090; 29 CFR 516.5 -516.6 Audit purposes Benefit Distribution AU +6 Benefits employee received during pay period Calculation Totals AU +2 Pay period category information Checks AU + 5 Copies of payroll checks Check Register AU +2 GC 34090 CCP 337 Employee name and amount of check 6 CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE: November 1, 2000 Record Series Title Retention Citation Descriptor . !' Deferred Compensation T + 5 GC 34090; 26CFR 16001 -1' Records of employee contributions and City payments `29 CFR 1627.3(2) Direct Deposit AU + 5 Employee Distribution 5 Employee payroll - detail to each account number Employee Time Sheets AU + 6 GC34090; 29 CFR 516.2* Signed by employee for audit & FEMA Reports `20 CFR 516.6(1); IRS Reg. 31.6001 - 1(e)(z); R &T 19530; LC 1174(d) Feature Distribution 25 Separate all pay codes, ABT's and list of employee per section Federal & State Reports: Payroll AU + 4 GC 34090; 29 USC 436* Interface to Financial AU + 2 Journals AU + 2 Labor Distribution AU + 2 GC 34090 Costs by employee and program Ledgers AU + 6 PERS Employee Deduction Reports T + 4 GC34090; 22 CCR 1085- 2 Record of deductions (PERS Public Employee Retirement System) *26CFR 31 .6001 -1; 29 CFR 516.5, 516.6, LC 1174(d) PERS, Social Security, SSI P 29 CFR 1627.3(2); GC12946, 34090 EEOC /ADEA Productive -Non Productive Report CU + 1 Register P GC34090; GC37207 Labor costs by employee & program Salary Records T + 3 GC34090; 29 CFR 516.2 Deduction authorization, beneficiary designations, unemployment claims, garnishments Vacation, Sick Leave Report CU + 1 Validation AU + 2 7 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE: November 1, 2000 Record Series Title.:: Workman's Compensation ................................. ............................... ............................. ............................... ............................ ............................... PUBLIC FINANCING AUTHORITY Administration Retention T +10 Citation ...................... Descriptor Reports, working files P Financial Records P Management Reports 2 GC34090 GC34090, 40802, 53901 GC34090 Bids, RFQ's, RFP's Successful Unsuccessful Requisitions Purchase Orders Stores Vendor Register AU +4 AU + 5 CU +2 AU +4 CU + 2 P GC34090; CCP 337; * GC34090; CCP 337 GC34090 GC34090 Requests for Qualifications; Requests for Proposals regarding goods and services *GC25105 -1; GC34090 1 Original documents Completed forms for ordering Alpha vendor listing of purchase orders, invoices, account numbers and check date .......... ............................... ............ ............................... REPORTS Audits Departmental Federal and State Tax Financial, Annual Financial, Monthly P CU + 1 AU +4 AU + 7 AU + 7 GC34090 GC34090; 29USC 436* GC34090.7 Forms 1096, 1099, W-4's and W -2's *26 CFR 31.6001.1 -4; IRS REG 31.6001- 1(e)(2); R &T 19530; 29 CFR 516.5 -516.6 8 Includes Income, Expense, Balance sheets and Cash Reports CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE: November 1, 2000 ecord Series.; General Ledger Retention Citation escriptor P GC34090; `CCP 337; Detail which shows the posting of Journals Investment Transactions P GC34090; CCP 337; GC 53607 Summary of transactions, inventory & earnings report State Controller P GC34090 Controller may destroy after 5 years Statistics Report AU +4 Utility billing statistics TREASURER Bank Statements AU +2 FC 3368, 30210; GC43900 et seq. Financing authority Bonds Trustee Statements Bond trustee statements Account Statements CL + 10 GC34090; CCP 337.5 Monthly statement of transactions, Trustee Statements Administration CL + 10 GC34090; CCP 337.5 Supporting documents Bonds and Coupons CL + 2 GC34090; 53921 Paid /canceled Development CL + 2 CCP 337.5 Housing; Industrial Development ............................. . ............................... UTILITIES Electric, Water, Sewer Accounts Receivable Control AU +4 Accounts Receivable Journals AU +4 Accounts Receivable Ledgers AU +4 Billing /Customer Records CU +2 GC34090 Billings, correspondence, complaints Meter Books AU +4 Meter Operations CU +2 GC34090 Reader reports, orders 9 1 1 1 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES FINANCE EFFECTIVE: November 1, 2000 Record Series Title Retention ............................ . ............................... Citation Descriptor Rates S +2 GC34090 Statistics Reports AU +4 Monthly report for utilities. Utility Receipt Stubs AU +4 10 CITY OF UKIAH RECORDS RETENTION GUIDELINES FIRE EFFECTIVE: November 1, 2000 Record Series Title; ADMINISTRATION '! Books, Fire Code Retention Citation Descriptor S +3 GC34090.7 CCP 340.5 National Fire Code; include OPS manuals Correspondence CU +2 GC34090d Working documentation if not attached to agreement or project file General Orders, Policies/ Procedures S +2 Inspections, Fire Prevention CL + 3 UFC 103.34 Alarm /sprinkler systems, prevention efforts Investigations, Evidence Arson P PC 799 Support prosecution resulting in homicide Investigations, Evidence Arson CL + 6 PC 800 Great bodily harm, inhabited structure or property Journals, Fire Station CU +2 GC34090 Activities, personnel, engine company Permits, Uniform Fire Code CL + 2 GC34090 Underground tank removal and installation CODE ENFORCEMENT! Case Files CL + 2 GC 34090d Building, housing and mobile home code violation records including inspections; public nuisance, rubbish and weed abatement, citations, general EMERGENCY MANAGEMENT Mutual Aid, Strategic Plans S +2 GC34090 HAZARDOUS MATERIALS Hazardous Waste Disposal CU + 10 CAL OSHA; 40 CFR 122.21 Documentation regarding handling and disposal of hazardous waste 1 1 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES FIRE EFFECTIVE: November 1, 2000 ecord Series Titre Retention. Citation Descriptor Permits, Hazardous Materials Storage, Confined space entry permits (OSHA) CU +2 GC34090 Departments consistently recommend permanent retention of environmentally sensitive materials Programs, Household Hazardous Waste S +2 GC34090 Training Materials S +2 CCR 1910.120 Manuals, materials, et. ERSONNEL Exposure T + 30 29 CFR 1910.1020 Sampling results; collection methodology, background Exposure T +1 29 CFR 1910.1020 Laboratory reports and worksheets Medical 7 + 30 29 CFR 1910.1020 Medical T +2 29 CFR 1910.1020;` Employees Tess than one year `GC34090 Training T +2 GC34090 Certifications /designations ApparatusNehicle CU +2 GC34090 Repair and Maintenance *8 CAL Code Reg. 3203(b(1) Inventory, Equipment & Supplies CU +2 GC34090 Logs, Fire Equipment/Gear Fire helmets CU +2 CU +4 GC34090 (Total of 5 years) REPORTS Incident CL + 3 GC34090 CCP338* Dispatch and daily logs `CCP 340.5 Field, Non -fire and Logs CU +2 GC34090 Fire, Non -arson and Logs CU +2 GC34090 2 CITY OF UKIAH RECORDS RETENTION GUIDELINES FIRE EFFECTIVE: November 1, 2000 Record Series Title Investigations, Evidence Arson Retention Citation Descriptor CL + 3 PC 801; PC 799; UFC 104.32 Structures, arson resulting in death(s), and other reports required by the National Fire Information Reporting System (NFIRS) pertaining to investigation Patient Care Reports CU +7 Weed Abatement CL + 2 GC34090 Reports, assessments, resolutions, documentation 3 1 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES PERSONNEL EFFECTIVE: November 1, 2000 Record Series Title. Retention Citation Descriptor GENERAL SUBJECT ..................... . ...................... .. .. .. ......................... ................................................. .............................. . Classifications and Appointments P GC34090; GC12946; 29 CFR 516.6(2); 29 CFR 1602.4 Includes supplemental Personnel records. Wage rate tables 2 years. Correspondence CU + 2 GC34090d Working documentation if not attached to agreement or project file .................................................... ............................... ................................................... ............................... .................................................... ............................... HUMAN RESOURCES .......:....................................... ............................ .................................................. ............................ .................................................. ............................ Benefit Plans P GC6250 et seq; OMB A -129 29 CFR 1602.30; 32; Lab Rel Sec 1174` May include dental disability, education, health, life and vision including dependent care and Employee Assistance *29 CFR 1637.3; 29 USC 1027; 29 CFR 1627.3; 29 USC 1113 Bond, Personnel Fidelity T + 2 GC34090 Employee Fidelity Bonds Employee Handbook S + 2 GC34090 General employee information including benefit plans Employee Programs CL + 2 GC34090; GC12946 Includes EAP and Recognitions Employee Rights General Employees Safety (Police) T + 2 T + 2 GC12935; 29 CFR1602; 29 USC 211(e); 203(m); 207(g) May include Arbitration, grievances, union requests, sexual harassment and Civic rights, complaints, disciplinary actions Fingerprint - Application Files - T + 2 GC34090 Paperwork authorizing fingerprinting and background checks for city employment applicants Hourly Employees T + 6 CG12946; GC34090* `29 CFR 1627.3, Labor Relations Section 1174 Immigrant Date of hire + 3 Immigration Reform /Control Act 1986 Pub. L 99-603 I -9's Insurance - Workers Compensation P GC 6410; 29 CFR 1910.20 Indemnity; PERS - working files - originals with Administrator 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES PERSONNEL EFFECTIVE: November 1, 2000 Record Series Title Retention Citation '< Descriptor Medical leave CL + 30 FMLA 1993 US OSHA; 29 CFR; * May include family leave; certifications; tests; W -4's, *29 CFR 1602.30.32; 49 CFR 193 -9 Motor Vehicle Pulls (DMV) CL + 7 GC12946, * *CA 91009; 8 USC 1324(a) Negotiation P 29 USC Sections 211(c), 203(m), 207(g) Notes, notebooks, correspondence, contracts, and Memorandums of Agreements Non - Safety Employees T + 3 Reference: 29 CFR 1627.3; CCR 1174; 29 CFR 1602.30.32; GC6250 et seq; 29 CFR; GC12946, 34090* Non - safety employees may include: Release Authorizations; Certifications; Reassignments; outside employment; commendations, disciplinary actions; terminations; Oaths of Office; evaluations - pre- employee medicals; fingerprints; identification cards (ID's) *1607.4; 29 CFR 655.202; 29 CFR 516.6 et seq; 45 CFR 1068.6(a) Personnel Records (Supervisors) CU + 2 CG34090; GC6250 Attendance; evaluations; drafts; worksheets; postings PERS, Social Security, SSI P 29 CFR 1627.3(2); GC 12946, 34090 EEOC /ADEA Recruitment - CL + 10 Reference: GC12946; GC6250 et seq; 29 CFR 1602 et seq 29 CFR 1607; 29 CFR 1627.3 Applications, resumes, alternate lists/logs, indices; ethnicity disclosures; examination materials; examination answer sheets, job bulletins; eligibility; electronic database Reports CU + 2 GC34090 Employee statistics, benefit activity; liability loss Safety Employees T + 5 Reference: 29 CFR 16273; Labof Relations Sec. 1174; 29 CFR 1607.4; * Police, fire, emergency employees may include; Release Authorizations; Certifications Reassignments; outside employment; commendations; disciplinary actions; terminations; Oaths of Office; evaluations -pre employee medicals *29 CFR 1602.30.32; 29 CFR 655.202; 29 CFR 516.6 et seq; 45 CFR 1068.6(a) 2 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES PERSONNEL EFFECTIVE: November 1, 2000 ............................. ............................... .............................. ............................... .............................. ............................... Record Series Title .... ............................... ......................... . Retention Citation Descriptor Surveys and Studies CU +2 GC12946, 34090; 29 CFR 516.6(2); 29 CFR 1602.14 Includes classification, wage rates Training Records Non -Safety CU +7 GC6250 et seq Employee applications, volunteer program training, class training materials, internships Personnel (by name) T +7 GC34090 Paperwork documenting officers' internal and external training Safety CU +2 GC34090 Certifications/designations Vehicle Mileage Reimbursement Rates S +2 CG34090 Annual mileage reimbursement rates - Authorized by City Council Workers Compensation P CCR 14311; 15400.2 Calif. Labor Code 110 -139.6 Claim Files, Reports, Incidents (working files) originals filed with Administrator 3 CITY OF UKIAH RECORDS RETENTION GUIDELINES PLANNING & BUILDING EFFECTIVE: November 1, 2000 Record Series Title Retention Citation Descriptor ADMINISTRATION Code Books P GC34090e National Electric Code, Uniform building, Fire, Mechanical, Plumbing & Supplements Correspondence CU + 2 GC34090d Working documentation if not attached to agreement or project file Development Agreements P CCP337, 337.1(a), 337.15; GC34090; 48 CFR 4.703 Infrastructure contracts, franchises. Original maintained for 7 years. Development Conditions L GC34090 Mitigation measures; filed with case files Development Standards P GC34090a Landscape mediums, parkway landscape development, public works construction Drawings, Project Plan CU + 2 GC 34090d Does not include those usually filed with case of project General Subject Files CU + 2 GC34090d Internal working files including correspondence Historical Preservation Inventory 2 GC 34090d Historic structures and landmarks Land Uses, nonconforming P GC34090a Building or site usage which does not conform to current standards Logs - Building & Planning Departments - CU + 5 Logs, registers or similar records listing permits, certificates of occupancy issued; may include inspection, building activity, daily, plan check, utility Master Plans, Annual S + 2 GC34090 Special or long range program plan for municipalities - coordination of services; strategic planing Permits, Construction P GC34090a; H &S 19850; 4003; 4004 Plans, building, signs, grading, encroachment, including blueprints and specifications 1 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES PLANNING & BUILDING EFFECTIVE: November 1, 2000 Record Series Title Retention Citation Descriptor!; Permits, Other CL + 2 GC34090d Alterations, encroachment, excavations, road, street sidewalks & curb alterations, transportation, swimming pool drainage, temporary uses, etc. Permits, Other CL + 2 GC34090d Alterations, encroachment, excavations, road, street sidewalks & curb alterations, transportation, swimming pool drainage, temporary uses, etc. Photographs S + 2 GC34090d Aerial photographs Projects, Not Completed or Denied CL + 2 GC34090d Building, engineering, planning Reports CU + 2 GC34090 Periodic activity Seismic Retrofit Program P GC34090a Includes Certificates of Compliance Street Names and House Numbers P GC34090a Street dedications, closings, address assignment/changes Studies, Special Projects & Area CL + 2 GC34090d Planning & Building, joint powers, noise, transportation BUILDING Blueprints, Specifications CL + 2 GC34090d Submitted by contractors with application for permit and building for Certificate of Occupancy Certificates L GC34090a Compliance, elevation, occupancy which affect real property Construction (Approved) P GC34090a; 4003; 4004; H &S 19850, 19853 New commercial and residential construction, tenant improvements room additions, spa, signs, block wall, remodel including security bonds Inspection CL + 2 GC34090d Correspondence, fees, appeal requests, reports Permits P GC34090a; H &S 19850; 4003; 4004 Plans, building, sings, grading 2 CITY OF UKIAH RECORDS RETENTION GUIDELINES PLANNING & BUILDING EFFECTIVE: November 1, 2000 Record Series Title.:; .................. Retention Citation Descriptor Signs (Temporary) S +2 GC34090d Home occupation, off - premise signs CODE ENFORCEMENT Case Files CL +2 GC 34090d Building, housing and mobile home code violation records including inspections; public nuisance Liens & Releases, Supporting Recorded CL + 2 P GC 34090 Abatement, licenses Logs CU +2 GC 34090d Lien Recovery, citations, complaints Regulations S +2 GC 34090d Includes Rules Reports - Federal and State P GC 34090a Code enforcement statistics; may contain records affecting title to real property or liens thereon Violations, Building, Property & Zoning CL + 2 GC34090d Supporting code enforcement activity ENVIRONMENTAL <`QUALITY. '< Air Quality (AQMD) CU +7 CCP 338(k); GC34090 Participantstvoucher logs, total Daily Mileage Survey (TDM); various local authorities; Commute Alternative Asbestos P GC34090a Documents abatement projects, public buildings (permitting through Environmental Health Dept.) California Environmental Quality Act (CEQA) P GC34090a + CEQA Guidelines Exemptions, Environmental Impact Report, Mitigation monitoring, Negative Declaration, Notices of Completion and Determination, comments, Statements of Overriding Consideration Congestion Management Cu + 2 GC34090d Ride sharing, trip reduction Environmental Review CL + 2 GC34090d Correspondence, consultants, issues, conservation Pest Control CU +2 GC34090d Pesticide applications, inspections & sampling, documents (County Health Dept.) 3 1 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES PLANNING & BUILDING EFFECTIVE: November 1, 2000 ............... ............................... ......................... ............................... Record Series Title is ..................... ................. . Retention .. . ............... Citation escriptor PLANNING Case files: Planning and Zoning P GC34090a; H &S 19850; 4003; 4004 Pertains to real property. May include blueprints, drawings, maps, plans, reports, evaluations, correspondence, uses, permits, variances, studies, appeals, compliance certificates, lot line adjustments or other planning - related matters brought before legislative body Certificates L GC34090 Retain during life of structure General Plan and Elements P GC34090 Includes Sphere of Influence General Plan Amendments: Approved CL + 2 GC34090 Denied CU +3 GC65103; *GC50110 Interpretations CU +2 GC34090 Maps, Plans, Drawings, Exhibits, Photos P GC34090; H &S 19850; GC34090.7 Zoning, tentative subdivision, parcel, land use map, aerial photos, specific plans .......... ............................... .......... ............................... ..... ............................... PROPERTY .... ........................... ....... ............................... .......... ............................... .......... ............................... Abandonment P GC34090a Buildings, condemnation, Demolition Annexation Case Files P GC34090a Reports, agreements, public notices Maps, City Boundary P GC34090d Recorded maps, surveys, monuments Lot Split Cases P GC34090 Relocation Files CL + 2 GC34090 e.g., Redevelopment Reports /Studies CL + 2 GC34090 Future sites, expansions 4 CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE: November 1, 2000 Record Series Title Retention Citation Descriptor ADMINISTRATION'! Accounting /Cash Reconciliations CU + 2 GC34090 Alarm Records CU + 2 GC34090 Claim Files CL + 6 PC 832.5 Claim copy, correspondence, photographs, supporting relative to incidents involving the Police Department filed by citizens Correspondence CU + 2 GC34090d Working documentation if not attached to agreement or project file Department Manual S Changes to manual are recorded in General Orders (permanent) Equipment - Communication T + 2 GC34090 Retained until two years after termination of equipment use 2 years after; Manuals, instructions, procedures Inventory S + 2 GC34090 Listing of equipment assigned to division, to whom it is assigned Reports - Activity CU + 2 GC34090 Weekly /monthly /quarterly /annual activity /statistical reports by division. Retain only one form for retention period Survey Response Files CU + 2 GC34090 Surveys, responses, correspondence with other agencies requesting statistical data CODE ENFORCEMENT Abandoned Vehicles CL + 2 GC34090d Case Files CL + 2 GC34090d Vehicle abatement, citations Logs CU + 2 GC34090d Lien recovery, citations, complaints Regulations S + 2 GC34090d Includes rules Reports, Federal and State P GC34090a Code enforcement statistics; may contain records affecting title to real property or liens thereon 1 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE: November 1, 2000 Record Series Title Retention Citation Descriptor INVESTIGATIONS Administrative/Internal CL + 5 PC832.5 EVC 1045 GC 12946 PC801.5; 803(c)VC 2547 Initiated by citizens complaints or internally initiated; includes complaint, reports, findings Arrest/Conviction H &S Section 11357(b),(c),(d),(e) or H &S Section 11360(b) violations (Occurring after January 1, 1996) 2 (Mandatory destruction from date of conviction or date of arrest with no conviction) H &S 11361.5 Applicable to convictions occurring after January 1, 1996 or arrests not followed by a conviction occurring after January 1, 1996; Exception: H &S 11357(e), the record shall be retained until a juvenile offender attains the age of 18 years, then destroyed pursuant to 11361.5 Arrest/Conviction H &S Section 11357(b), (c), (d), (e) or H &S Section 11360 (b) violations (Occurring before January 1, 1996) Mandatory Destruction (Upon notice from DOJ) H &S 11361.5 © Applicable to convictions occurring prior to January 1, 1996 or arrests not followed by a conviction occurring prior to Januar 1, 1996 for violations of H &S Code 11357, 11364, 11365 and 11550 Asset Forfeiture Investigations/Proceedings Case File CL + 2 GC34090 Notifications CU + 2 GC34090 To legal property owner prior to case filing that property is subject to asset forfeiture proceedings. If case is filed, notification becomes part of forfeiture case file. Case Books, Investigative CL + 2 GC34090 Retained by division until a case is suspended /closed; transfer to Records Division to be filed with associated Daily Report (DR) file Case Files Homicide Investigator's File P PC 799 Narcotics (No arrest, Narcotics Cases) CL + 2 GC34090 Retained by division until no longer useful for investigative purposes Officer Involved Shootings CL + 25 GC34090 Court - Daily Schedule CU + 1 GC34090.7 Printouts of daily court scheduling, subpenas 2 CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE: November 1, 2000 Record Series Title Retention Citation Descriptor Sign -In Logs CU + 2 GC34090 Logs officers' names, time in /out for court appearances Tracking System Records CU + 2 GC34090 Database records subpoena number, officer name, case number, defendant name, district attorney name, court information disposition Crime Felony Crimes with or without arrests CL + 7 PC 800 PC 801 Prosecution for an offense punishable by imprisonment in state prison for eight years or more must commence within 6 years after offense commission. Commencement of prosecution defined in PC 804. Exception: See PC 803 - Tolling/Extension of time periods; Appeals process and "Three Strikes" also consideration in assigning retention for the City's cases Misdemeanor/Infractions CL + 7 GC 34090 No arrests, identifiable property or missing persons Supplemental, Felony Capital Crimes, Crimes Punishable by Death, Life Imprisonment P PC 799 No statutory limitation for prosecution. Includes murder, kidnaping for ransom, treason, procuring execution by perjury, train wrecking, assault with a deadly weapon by a life -term prisoner, bombing resulting in death or bodily injury, making defective war materials that cause death Destruction -Guns Narcotics P P Disposition of Arrest/Court Action Retention determined by action taken: i.e., recordable arrest or detention (release no arrest) Evidence, Disposition Forms Attach to duplicate Property Report, file with DR in Records Division Fingerprint Application Files T + 2 GC34090 Paperwork authorizing fingerprinting for business licenses and taxi service Inked/Palm Cards AC + 20 Persons booked into detention facility; (Copies distributed to county, state, federal agencies) 3 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE: November 1, 2000 Record Series Title Retention Citation Descriptor Records Latents Approp. PC Section 1)Retain for applicable case statute of limitation; 2) or until evidence in case is destroyed; Hard copy and digitized Suspect, Adult/Juvenile CL Law Enforce- ment Manage- ment Guide by POST Adults/juveniles suspected of a crime, taken for comparison. Destroy after original purpose achieved Guns, Dealers Record of Sale CU + 6 PC 12070 Applicants, Monthly Gun Audits, applications Denied, Stolen (DOJ File) Licenses/Permits Bicycle CU + 2 GC34090 Taxi, Auto for Hire T + 4 GC 34090 License, permits for taxicabs, shuttles, etc. Duplicate (Pink) Secondhand Dealer, Pawn Brokers CU + 3 GC34090 Original to licensee, Blue duplicate to DOJ; Pink duplicate retained by agency renewals issued annually by local agency; includes permits Logs Auto Theft S Case Assignment CU + 1 Daily Activity CU + 2 GC34090 Officer - CU + 2 GC34090 Daily activity of incidents not reported by use of official report Report Summary CU + 2 GC34090 Report numbers, type, names, dates retained for research value Investigative (Pre- Arrest) CL + 10 GC34090 Retained by division until cases are suspended and closed Juvenile Detention CU + 2 GC34090 Logs document juvenile processing per CYA Property Control CU + 2 GC34090 Lots items coming into and going out of property room Rap Sheet CL + 2 GC34090 Requests for criminal history 4 CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE: November 1, 2000 Record Series Retention Citation;: Descriptor Subpoena CU + 2 GC34090 Subpoenas received /served daily on Police Department employees Non - Criminal Occurrences CU + 7 GC 34090 Injured or sick persons; missing persons where person has been returned; traffic collision reports not used as the basis for criminal charges Pawn Slips/Tickets CU + 3 B & P 21628 Copies from pawn shops Photographs Crime Scene, Registrant/ Applicant, Photo file, Accident. Retain according to practical and functional association. Daily Report (Negatives) T GC34090 Assigned DR number, retained as form of evidence, destroyed at same time evidence for associated case is destroyed Inmates (Negatives) CU + 20 By Prisoner number Property Original Until case is adjudicated/ disposition determined Copy retained in records case file; Refer to Managing Property in Law Enforcement Agencies (By POST) Range Inventory S + 2 GC 34090 Reports of inventories of weapons and ammunition held by Department Range Registration Files, Arson, Sex and Narcotics Life of registrant within jurisdiction Fingerprint Card, photo, information also forwarded to DOJ 5 CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE: November 1, 2000 Record Series Title Retention Citation Descriptor Reports CU + 2 GC34090 Arrest & Citation Register; Arson Offenses; Crimes Against Senior Citizens; Death in Custody; Domestic Violence; FBI Include Return A/Supp.; Hate Crime Incidents; Homicide Reports, Supp.; Officers Killed or Assaulted; Original to FBI -DOJ; Uniform Crime Reports Statistical (UCR), Uniform Crime Reports Mandatory to DOJ (LEIC); FBI Include Return N Supplement; Supplementary Homicide Report; Law Enforcement Officers Killed or Assaulted; Monthly Return of Arson Offenses Known to Law Enforcement; Number of Violent Crimes Committed Against Senior Citizens; Monthly Report of Domestic Violence Related Calls for Assistance, Monthly Arrest and Citation Register; Monthly Hate Crimes Incidents; Death in Custody Reporting CU + 2 GC34090 Originals sent to FBI, DOJ Sealed Adult Found Factually Innocent Mandatory Destruction Upon and pursuant to Court Order PC851.8 General provision: Upon petition, records of agency must be sealed and destroyed in accordance with the provisions set by court record; exceptions. Juvenile - Mandatory Destruction upon and pursuant to Court Order WIC 826 (a) & (b) WIC 781(a) Upon petition, local laws enforcement records within WIC 826(b) may be destroyed as ordered by the court, if related probation and juvenile court records have been destroyed by the probation officer. Records involving arrests, detention and /or petitioning juvenile before juvenile court Tapes - Audio, Telephone and Radio Communications CU + 180 days GC34090.6 Exception; Recordings used as evidence in a criminal prosecution or claim filed or litigation or potential claims and litigation shall be preserved for 100 days after conclusion of the court action Use of Force Supervisory Review Files CU + 2 GC 34090 Includes review forms, arrest report copies, Togs 6 CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE: November 1, 2000 Record Series Title Retention ; Citation Descriptor Warrants - Felony Recall after 10 years. Exception: Murder/ Escape Recommended by the California Law Enforcement Warrant Officer's Association Misdemeanor - Criminal Recall after 5 years • Recommended by the California Law Enforcement Warrant Officer's Association Served CU Includes Warrant Service Information Card, alpha index card Unserved (Local) Until served, recalled or purged PATROL Citations 11357(e), Juvenile CL + 2 H &S 11361.5 11357b H &S, 11357c H &S, 11360b H &S Violations CL + 2 H &S 11361.5 'CA Admin. Code, Chapter 1, Title 11, Sec. 708 Cite and Release CL + 2 GC34090 California Vehicle Code Infractions (Duplicates) CU + 90 days GC34090 Original is forwarded to court Parking/Traffic, Duplicates CU + 2 GC34090.7 Originals are forwarded to court after agency processing; includes citations electronically created Transmittals CU + 2 GC34090 Listing of citations forwarded to court, filed for reference Equipment - Radio Logs (Communication CU + 2 GC 34090 Documents problems, malfunctions, resolution to provide equipment performance history General Orders P Radar Calibration Records T + 2 GC34090 Documentation of Radar instruments retained during use/ ownership 7 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE: November 1, 2000 ..................... ............................... ................... ............................... ....................... ............................... Record Series Title Retention Citation Descriptor Reports Accident CL +2 GC34090 Non -Jury Traffic Collision Fatalities P Vehicle Assignment Reports S Record of assignments Down Reports CU + 1 Printouts reporting which vehicles are down for repair, maintenance, etc. Repossessions/Private Impounds CU +2 GC34090 Service Schedules S GC34090 Vests, Bulletproof Letters CU +2 GC 34090 Authorization to purchase Warrants Parking Recall after 1 year Recommended by the California Law Enforcement Warrant Officer's Association Traffic Recall after 5 years Recommended by the California Law Enforcement Warrant Officer's Association Weapons, Database P Departmentally -owned weapons, personal weapons, alternate weapons, secondary handguns; produces inventory reports ...... ............................... SERVICES ...... ............................... ...... ............................... ..... ............................... Chemicals/Film Inventories S Equipment Inventory/Sign -out Cards -Photo Lab T Operations Files - Photo Lab T Retain until equipment no longer owned /used by department; Manuals, instructions, procedures for use /operations of photographic equipment Grievance Files CL + 2 GC34090 Grievance filed by employees, supporting documentation 8 CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE: November 1, 2000 Record Series Title Retention Citation: Descriptor Investigations: Background CL + 2 GC34090 Non hired Background Hired P Include original reports re: PC 832.5 investigations Parades & Special Events File CL + 2 GC 34090 Reports, memos, correspondence, scripts, supplier information, assignments, deployments, supporting documentation Permits: Alcoholic Beverage Control License L + 2 GC34090 Approval process Concealed Weapons CL + 2 GC34090 Photographs: Personnel S + 2 GC34090 Negative Log CU + 2 GC34090 Negatives, Misc. Cu + 2 GC34090 Not case - related (Public relations, promotions, events, ceremonies, staff photos) Press Releases CU + 2 GC34090 Press, Video Programs (Community Relations) CU + 2 GC34090 Collection of videos of programs and events; outside press coverage of department Property Files CU + 2 GC34090 Original reports and supplemental documentation (Lost, Found, Safekeeping) Property, Pawn Broker /Secondhand CU + 2 GC34090 Sales, slips. Dealer required to file duplicate with agency Reports: Dealer of Gun Sales, Duplicate CU + 6 mos. GC34090.7 Original maintained by DOJ. Dealer required to file duplicate with agency Restraining Orders, Emergency Protective Orders, Temporary Restraining Orders, Legal Stipulations, Orders After Hearing CU (see descriptor) Destroy after law enforcement actions described in PC 273.5, 273.6, 646.9, 12028.5, 13700 and Family Code Sections 6380 -6383 are fulfilled and effective date of restraining order has expired 9 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES POLICE EFFECTIVE: November 1, 2000 Record Series Title ': Retention Citation Descriptor Rosters (Divisional) S + 2 GC34090 Personnel assigned to division Schedules: Day CU + 2 GC34090 Schedules of Officers on duty Watch Assignment/ Timekeeping Records CU + 2 GC34090 Speaker Requests CU + 2 GC34090 Community and business requests for public appearances, speakers Tests, Densitometer Results (Photo Lab) T + 2 GC34090 Daily tests of development chemicals/processes for quality control Training: Bulletins P Event Files CU + 2 GC34090 Correspondence, brochures, promotional materials, information on speakers, guests, supporting documents Lesson Plans, Range CL + 15 Scope, content, time period of courses Personnel (by name) T + 7 GC34090 Paperwork documenting officers' intern and external training Schedules, Range CU + 2 GC34090 Daily, weekly, monthly schedules of training events at range Volunteer Card Files T + 2 GC34090 Volunteers' identification, contact information 10 CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC UTILITIES EFFECTIVE: November 1, 2000 ecord Series Title Retention Citation Descriptor ADMINISTRATION Correspondence CU +2 GC34090d Working documentation if not attached to agreement or project file Maps & Plats P GC34090a Engineering & field notes and profiles; cross- section of roads, streets, right -of- way, bridges; may include annexations, parks, tracts, block, storm drains, water easements, bench marks, trees, grading, landfill, fire hydrants, base maps, etc. Special Districts P GC34090a Supporting documents regarding improvement, lighting, underground utility; bonds, taxes & construction CODE ENFORCEMENT Liens & Releases, Supporting Recorded CL + 2 P GC 34090 Utilities, abatement, licenses ANITATION/SOLID ASTE/WASTEWATER Collections CU +2 GC34090 Daily records, usage Facilities CU +2 GC34090 Correspondence, maps, patron list History, Sanitation P GC34090 Where City-owned Incinerator, Treatment Plant, sludge Cu + 2 40 CFR 60.153 Gas flow through wet scrubbing, oxygen content of exhaust gas, sludge rate, temperatures, fuel flow, total solids and volatile solids Maintenance and Operations CU +2 GC34090 Includes work orders, inspection, repairs, cleaning reports, complaints Maps, Septic Tank P GC34090 Location maps Reclamation CU +5 40 CFR 122.41 Daily operations including sewage flow, grit removal, chlorine usage, lab analysis results, etc. 1 1 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC UTILITIES EFFECTIVE: November 1, 2000 ecord Series Title Retention Citation Descriptor Recycling Programs S +2 GC34090 Regulations S +2 GC34090 Includes legislation Reports: Studies CL + 2 GC34090 .................. ............................... STREETS /ALLEYS; ............................ ............................... Grants: Federal & State CL + 5 GC 34090 Refer to grant application close -out procedure Inventory, Traffic Control Device S +2 GC34090 Signs, lights Lighting CU +2 GC34090 Maintenance, work orders Maintenance /Operations CU +2 GC34090 Includes work orders, inspection, repairs, cleaning, reports, complaints, signals Maps P GC34090 Fire hydrants, lighting districts, storm drains, sewers Traffic Signals L Logs, drawings, wiring diagrams, codes, circuit numbers, installation records, testing and maintenance Reports CL + 2 GC34090d Counts, collisions, accidents UTILITIES Electric Rates S +2 GC34090 Facilities T +2 GC34090 If City owned Meter Reading CU +2 GC34090 Underground P GC34090 GC4003, GC4004; H &S 19850 Utility Rebates CU +2 GC34090 2 CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC UTILITIES EFFECTIVE: November 1, 2000 Record Series Title Retention Citation Descriptor WATER Connection Records P GC34090 Maps, water line connections Hood Control Drainage Facilities P GC34090 Includes dams, lakes, basins, creeks Flood Zones P GC34090 Includes flood maps Insurance Programs S + 2 GC34090 Includes copies of policies, rules, programs Policies/Procedures S + 2 GC34090 Rules and Regulations Reports /Studies CL + 2 GC34090 Inventory, Equipment CU + 2 GC34090 Locations P GC34090 Mains, valves, hydrants, wells Maintenance and Operations CU + 2 GC34090 Includes work orders, inspection, repairs, cleaning, reports, complaints Service CU + 2 GC34090 Includes work orders, entry cards, manholes, service to property owners Well & Pumping CU + 2 GC34090 Times operations, power used and quantity Maps P GC34090 Line location; easements Master Plans CU + 2 GC34090 Copies Meter Operations CU + 2 GC34090 Reader reports, orders, tests, Maintenance Reports Permits National Pollutant Discharge Elimination system (NPDES) P 40 CFR 122.28 Municipalities of 100,000 or more, compliance with Clean Water Act regarding pollutants Others CU + 2 GC34090 May depend on terms of state or federal agency Policies and Procedures S + 2 GC34090 Includes rules and regulations Rates S + 2 GC34090 3 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC UTILITIES EFFECTIVE: November 1, 2000 Record Series Ttle ;: Retention Citation Descriptor Reclamation CU + 5 40 CFR 122.41 Daily operations including grit removal, chlorine usage, lab analysis results, etc. Reports Conservation CU + 2 GC 34090 Consumption CU + 2 GC 34090 Corrosion Control CU + 12 40 CFR 141.91 Compliance documentation Discharge Monitoring CU + 5 40 CFR 122.41 Average amount of pollution discharged into waters of municipality Drinking Water Corrections CU + 10 40 CFR 141.33 Hydograph P GC 34090 Daily flow of streams Lead Service Line CU + 12 40 CFR 141.91 Compliance documentation Public Education CU + 12 40 CFR 141.91 Compliance documentation Quality parameters CU + 12 40 CFR 141.91 Compliance documentation Sanitary Surveys CU + 10 40 CFR 141.91 Statistics, reports, correspondence Source Water CU + 12 40 CFR 141.91 Compliance documentation, e.g. lead and copper State Certification CU + 12 40 CFR 141.91 Compliance documentation Variances, Water System CU + 5 40 CFR 141.33 WeTI Level CU + 2 GC 34090 Sources CU + 2 GC 34090 May include wells, rivers, lakes, districts Surveyor Field Notes P GC 34090 Notes preparatory to maps of water installations Surveys, Water System Sanitary CU + 10 40 CFR 141.33 Statistics, reports, correspondence Tests Bacteriological Analysis CU + 5 40 CFR 141.33 Compliance records include location, date, method and results; corrections, analysis of bacterial content 4 CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC UTILITIES EFFECTIVE: November 1, 2000 Record Series Title Retention Citation ............... . Descriptor Chemical Analysis CU + 10 CFR 141.33 Compliance records include location, date, method used and results; corrections, analysis of chemical content Quality CU + 12 40 CFR 141.91 Compliance documentation including sampling data, analysis, reports, surveys, documents, evaluation, schedules, valves, etc. Valve Main Records P GC 34090 Violations, Drinking Water CU +3 40 CFR 141.33 Retention applies to each violation 5 1 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC WORKS & ENGINEERING EFFECTIVE: November 1, 2000 Record Series Title Retention Citation Descriptor ADMINISTRATION Benchmark Data P GC34090d Horizontal, vertical & control Correspondence CU + 2 GC34090d Working documentation if not attached to agreement or project file Grants - Community Development Block Grant and Urban Development T + 4 GC 34090; 24 CFR 570.502 24 CFR 85.42* Applications, reports, contracts, supporting documents; *OMB Cir_ A- 102, A -110, A -128 Grants - Federal and State CL + 5 or S GC34090 Refer to grant application close -out procedures. Grants can be superceded by individual grant retention guide. Licenses/Permits P Encroachment Permits, etc. Maps & Plats P GC34090a Engineering & field notes and profiles; cross - section of roads, streets, right -of- way, bridges; may include annexations, parks, tracts, block, storm drains, water easements, bench marks, trees, grading, landfill, fire hydrants, base maps, etc. Permits P GC34090a; H &S 19850; 4003; 4004 Encroachment permits Permits, Construction P GC34090a; H &S 19850; 4003; 4004 Plans, building, signs, grading, encroachment, including blueprints and specifications Projects, Not Completed or Denied CL + 2 GC34090d Building, engineering, planning Studies, Special Projects & Area CL + 2 GC34090d Engineering, joint powers, noise, transportation Surveys P GC34090a Recording data and maps ENGINEERING Capital Improvement Projects CL + 10 CC337.15 Supporting documents including bidders list, specifications, reports, plans, work orders, schedules, etc. Congestion Management Cu + 2 GC34090d Ride sharing, trip reduction 1 Drawings, Traffic Cont Inventory, Vehicle Own rol Plan `al Quality Act 'arts and CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC WORKS & ENGINEERING EFFECTIVE: November 1, 2000 Record Series Tate: Construction tracking, Retention Flood Control Soil Soil Reports Special Districts Traffic Signals Daily ENVIRONMENTAL QUALITY ............................................... ............................... ............................................... ............................... . . Air Quality (AQMD) Califomia Environmen (CEQA) Congestion Management . ............................. .............................. ...................... GARAGE Inventory, Equipment f Supplies Licenses, Permits ership and title P P CL + 2 CL +2 P P CL + 2 CU +7 P Cu + 2 L +2 L +2 CU +2 ...................... ....................... Citation CC337.15 GC34090a GC34090d GC34090d GC34090d GC34090a GC34090d CCP 338(k); GC34090 GC 34090a + CEQA Guidelines GC34090d Descriptor Assesses value of real property Signs, signing & striping, road construction Storm drains Analysis, construction recommendations Final Reports Supporting documents regarding improvement, lighting, underground utility; bonds, taxes & construction Counts, collisions, accidents Participants/voucher logs, total Daily Mileage Survey (TDM); various local authorities; Commute Alternative Exemptions, Environmental Impact Report, Mitigation monitoring, Negative Declaration, Notices of Completion and Determination, comments, Statements of Overriding Considerations Ride sharing, trip reduction Includes vehicles and related documents regarding repairs Owner's manual, warranty documents, Department of Motor Vehicles title and registration, related documents Forms, related documentation regarding licenses and permits required by federal and state agencies 1 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC WORKS & ENGINEERING EFFECTIVE: November 1, 2000 ecord Series Title Retention Citation escriptor;. Maintenance /Operations L +2 GC 34090 Related to requests for service and work orders for fuel, vehicle and equipment maintenance and repairs Vehicle Assignment CU +2 GC 34090 Log books, request forms, lists HAZARDOUS MATERIALS Hazardous Waste Disposal CU + 10 CAL OSHA; 40 CFR 122.21 Documentation regarding the handling and disposal of hazardous waste Underground Storage Tank: Compliance P GC34090a Documents regarding storage Maintenance & Operation CU +2 GC34090 Location, installation, removal, remediation Appraisals PROPERTY CL + 2 GC34090; GC6254(h) Exempt until final acquisition or contract agreement obtained Deeds & Promissory Notes P GC34090a* *24 CFR 570.502(b)(3); 24 CFR 8.42 & OMB Circ. SA -110 Lot split Cases P GC34090 Maps, City Boundary P GC34090d Recorded maps, surveys, monuments Railroad Right -of -way CL + 3 36 CFR 64.11 Land acquisitions, correspondence, improvements, statutory records REPORTS CL + 2 GC34090 3 Parades & Special El Grants: Federal & St< Maintenance /Opera rents File I• CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC WORKS & ENGINEERING EFFECTIVE: November 1, 2000 Record Senes Title SERVICES Retention Citation: Descriptor ............................................... ............................... ............................................... ............................... ................................... ............................... OLIO WASTE/LANDFILL Collections/Landfill Facilities History, Sanitation Recycling Programs Tonnage - Landfill CL +2 CU +2 CU +2 P S +2 CU +2 GC34090 GC 34090 GC 34090 GC 34090 GC 34090 GC34090 Reports, memos, correspondence, scripts, supplier information, assignments, deployments, supporting documentation Daily records, usage Correspondence, maps, patron list Where City-owned STREETS /ALLEYS ..................:......... ............................... ............................ ............................... AbandonmentsNacations Closures Easements, Dedicatio Field Books Intersection Records ns, Rights -of -Way to P P P CL + 5 CU +2 GC34090 GC34090 GC34090 GC34090 GC 34090 GC34090 Relinquishment of rights and fee title Refer to grant application close -out procedure Includes correspondence, volume counts, accident history Inventory, Traffic Con Landscaping trol Device lions Maps S +2 CU +2 CU +2 P GC34090 GC34090 GC34090 GC34090 4 Signs, lights Plants, tree maintenance, work orders Includes work orders, inspection, repairs, cleaning, reports, complaints, signals, striping Fire hydrants, lighting districts, wheel chair ramps, storm drains, streets, sidewalks, sewers 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC WORKS & ENGINEERING EFFECTIVE: November 1, 2000 ecord :Series Title. Retention Citation .............................. Descriptor Master Plans CU +2 GC34090 Copies Parking Lots CU +2 GC34090 Regulations S +2 GC34090 Reports/Studies CL + 2 GC34090 Permits Encroachment P GC34090 Improvement CL + 2 GC34090 Oversize Load CL + 2 GC34090 Parking CL + 2 GC34090 Paving CL + 2 GC34090 Use (Temporary) Photographs CL + 2 GC34090 Includes Special Events S +2 GC34090 includes aerials Plans, Capital Improvement, Projects P GC34090 Streets, curbs, gutters, sidewalks, storm drains Procedures Naming and nunibering P GC34090 Speed Limits S +2 GC34090 Programs Federal Aid Urban CL + 3 23 CFR 633(a) &(c) Traffic Safety S +2 GC34090 Drivers Education, Pedestrian Safety, Bicycle Lanes Reports Bridges & Overpasses L GC34090 Life of structure Inspection CU +2 GC34090 Includes intersection, sidewalks. Bridges and overpasses, keep life of structure 5 CITY OF UKIAH RECORDS RETENTION GUIDELINES PUBLIC WORKS & ENGINEERING EFFECTIVE: November 1, 2000 ................... ............................... ................. ............................... ecord;Serdes Title Studies Traffic Count Vehicle Accident Routes, School Bus & Signage Traffic Signals Weigh Scales Truck WATER ......................... . ............................ .................... . Flood Control Drainage Facilities Flood Zones . ............................... . ............................... Retention CL + 2 CL + 2 CL +2 S +2 L-+2 L S +2 P P ... ................. Citation GC34090 GC34090 GC34090 GC34090 GC34090 GC34090 GC34090 Descriptor Traffic volume, accident history, requests, statistics, drawings supporting traffic devices Evaluation of traffic volume Truck routes, access ramps, rest areas Log books, index register cards, inventory lists, records of traffic signs Logs, drawings, wiring diagrams, codes, circuit numbers, installation records, testing and maintenance Includes dams, lakes, basins, creeks Includes flood maps 1 1