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Home My WebLink AboutCC Reso 2019-25 - Adopting 2019 Records Retention Schedule1 1 1 RESOLUTION NO. 2019-25 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ADOPTING THE 2019 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 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 reviewed by the Department Director, City Attorney, and City Clerk who is responsible for Records Management; and WHEREAS, a Records Retention Schedule was last adopted by the City Council on June 7, 2017, as Resolution No 2017-22; and WHEREAS, this revised Records Retention Schedule reflects more accurately the department records, but will be subject to additions and updates as necessary which will be coordinated through the City Clerk's office and brought back periodically to Council for approval as needed. NOW, THEREFORE, IT IS HEREBY RESOLVED, that the City Council of the City of Ukiah does hereby resolve that the attached Records Retention Schedule (Exhibit A) is hereby adopted, and supersedes the Records Retention Schedule adopted through Resolution 2017- 22. The City Clerk is directed to supervise and implement the amended schedule. PASSED AND ADOPTED this 5th day of June 2019, by the following roll call vote: AYES: Councilmembers Orozco, Brown, Scalmanini, Crane, and Mayor Mulheren NOES: None ABSENT: None ABSTAIN: None ATTEST: ristine Lawler, City Clerk Maureen Mulheren, Mayor 1 1 1 RECORDS RETENTION GUIDELINES JUNE 5, 2019 City of Ukiah, 300 Seminary Avenue, Ukiah, CA 95482 EXHIBIT A TABLE OF CONTENTS Definition of a Record 1 Legend and Code Citations 2 Department Retention Sections: Administration 3 Airport 6 City Clerk / City Council 7 Community Development 11 Community Services 14 Electric Utility 16 Finance 17 Fire 23 Human Resources / Risk Management 34 Police 37 Public Works 43 Water Resources 46 1 1 1 LEGEND Records Retention AC Active AD Adoption AU Audit CL Closed/Completion CU Current Year D.O.B. Date of Birth E Election L Life P Permanent S Supersede T Termination 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 DEFINITION OF A RECORD Edited from the California State Archives Records Management Handbook; Records Retention) Government Code Section 6252(e) - "Official Record" includes any writing containing information relating to the conduct of the public's business prepared, owned, used, or retained by any State or local agency regardless of physical form or characteristics. EXAMPLES OF NON -RECORDS: Copies of originals, if the original still exists and is in the filing system. Letters of Transmittal and acknowledgements of receipt which do not add any information to the material transmitted. Requests for printing services, after the request has been filled to the customer's satisfaction. Notes, including stenographic notebooks and stenotype tapes, and dictating media which have been transcribed. Miscellaneous notices of community affairs, employee meetings, holidays. Stocks of publications or blank forms that are kept for supply purposes only. Library and reference material. 2 1 1 1 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 100 - ADMINISTRATION Retention Statutory Title Reference Notes Period subject to change) 101 - ADMINISTRATION 101.01 General Subject Files - Administration CU + 3 GC34090(d) Internal working files including correspondence for projects 101.02 Bonds Development CL + 10 CCP 337.5 101.03 Budget, Proposed CU + 2 GC34090 Presented to Council 101.04 Budget, Adopted P GC34090 Annual Operating Budget approved by Legislative Body 101.05 Correspondence - City Manager/City of Ukiah CU + 3 GC34090(d) If not attached to agreement or project file 101.06 City-wide Administrative Services 101.07 Drawings, Project Plan CL + 2 GC34090a Does not include those usually filed with case or project 101.08 Goals and Objectives CU + 2 GC 34090 Departmental goals and objectives 101.09 Photos 101.10 Plans, Studies, Reports CU + 3 GC 34090 Includes departmental and staff; Special/or final summary, review or evaluation; Non -agenda related, includes supporting documentation 101.11 Policies and Procedures 101.12 Public Notices / Press Releases 101.13 Security CU + 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. 101.14 Special Projects CL + 2 GC 34090 101.15 Support Services CU + 2 GC 34090 Reproduction; printing; postal/mailing services, other internal resources 102 -COMMUNITY OUTREACH 102.01 Community Outreach 103 - ECONOMIC DEVELOPMENT 103.01 Chamber of Commerce Economic Development and Finance 103.02 Corporation (EDFC) 103.03 Events 103.04 Promotional Marketing & Outreach CU + 7 103.05 Property Acquisitions (not deeds) 103.06 Transient Occupancy Tax (TOT) 103.07 Visit Ukiah 104 - GRANTS 104.01 Grants, Community/Urban Development Includes CDBG) T + 5 24 CFR 570. 502(b)( 3); 241 CFR 85. 42 OMB Cir. A- 110, Attach c;* Project files, applications, contracts, proposals, statemens, reports, sub - recipient documents, applications, inventory, consolidated plan, etc. Includes Section 108 loan guarantee OMB Cir. A-102 & 128, HUD regulations 104.02 Federal and State T + 5 GC 34090 Refer to grant application close-out procedure 104.03 Financial Reports T + 5 GC 34090 Refer to grant application close-out procedure 104.04 Unsuccessful Applications CL + 2 GC 34090 Applications not awarded/funded 3 CITY OF UKIAH RECORDS RETENTION GUIDELINES 100 - ADMINISTRATION Retention Statutory Title Period Reference Notes subject to change) 105 - HOUSING 105.01 Bonds CL + 4 CCP 337 Revenue Bond Documentation 105.02 Programs CL + 3 24 CFR 570.502(b)(3), 34 CFR 85.42 OMB Cir. A- 110, #C Includes comprehensive Housing Authority Strategy, Meeting Credit Certificate, Housing bond advisory, HOME, In-leiu Housing Mitigation, Low/Moderate Housing, Rental Housing Assistance 106 - LEGAL/LEGISLATIVE 106.01 Agendas CU + 2 GC 34090 Original agendas an special meeting notices, including certificates of posting, original summaries, original communications and action agendas for Council, Boards, and Commisssions 106.02 Agenda Reports (Master, Subject Files) CU + 2 GC 34090 (d) Documentation received, created and/or submitted to Council 106.03 Liens, Law Suits P 106.04 Logs, Attorney Service Request CU + 2 GC34090 Service request, summaries of monthly requests 106.05 Minutes P GC 34090 (d); GC 36814; GC 40801 Official minutes and hearing preceedings of governing body or board, commission or committee 106.06 Notices, Meetings CU + 2 GC 34090.7, 54960.(c)(1) Special Meetings 106.07 Opinions/ Government Legislation S + 2 GC 34090; GC 6254 Confidential and Public 107 - POUCIES/PROCEDuRE3 107.01 General Administrative S + 2 GC 34090; 40801 All City policies and procedures 107.02 Policy: Council Proclamations/Directives S + 2 GC34090 Policies, directives rendered by Council not assigned a resolution or ordinance number 107.03 Policies and Procedures, Departmental S + 5 GC34090(d) Documents that are clearly defined as Policies" and/or "Procedures" and are used by the department; or documents that the City Council has adopted as policies and procedures. 108 - PROPERTY 108.01 Acquisition/Appraisals/Disposition CL + 10 GC34090a; GC6254 Supporting documents reguarding sale, purchase, exchange, lease or rental of property by City, until final acquisition or contract agreement obtained 108.02 Annexation Case Files P GC34090a; GC6254 Reports, Agreements and Public Notices 108.03 Appraisals CL + 2 GC34090; GC 6254(h) Exempt until final acquisition or contract agreemetn obtained 4 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 100 - ADMINISTRATION Retention Statutory Title Period Reference Notes subject to change) 109 - PUBLIC FINANCING AUTHORITY 109.01 Administration P GC 34090 109.02 Financial Records P GC34090, 40802, 53901 109.03 Management Reports P GC 34090 110 - PUBLIC INFORMATION 110.01 Brochures, publications, newsletter. bulletins S + 3 GC 34090 110.02 Calendar, City CU + 2 GC 34090 110.03 Media Relations CU + 2 GC 34090 Includes cable, newspaper, radio, message boards, presentations 111 - RISK MANAGEMENT ,; -_ 111.01 Accident Reports - Copies and regarding City assets CL + 7 29 CFR 1904.2; 29; CFR1904.6 Memos and working documents, reports and related records 111.02 Bonds, Insurance P CCP 337.2; 343 Bonds and insurance policies insuring City property and other assets 111.03 Claims, Damage CL + 5 GC 34090; GC 25105.5 Paid/Denied; Includes photographs, negatives, film, etc. 111.04 Incident Reports CL + 7 29 CFR 1904.2; 29 CFR 1904.6 Theft, arson, vandalism, property damage, or similar occuranence excluding fire/law enforcement) 111.05 Insurance, ACCELJT Powers Agreement CL + 7 GC 34090 Authority California Cities Excess Liability Insurance_ -B Accreditation / MOU's / agreement / agendas 111.06 Insurance, Certificates and Policies P GC 34090 Insurance certificates filed separately from contracts, includes insurance filed by licencees, REMIF insurance documents 111.07 Insurance, Liability and Property P GC 34090 May include liability, property, Certificates of Participation, deferred, use of facilities 111.08 Risk Management Reports CL + 5 OMB 1220- 0029; 29 CFR1904.4; GC 34090 Federal OSHA Forms, Loss Analysis Report; Safety Reports; Actuarial Studies 112 -SUCCESSOR AGENCY / UKIAH REDEVELOPMENT AGENCY 112.01 Agendas, Minutes, Resolutions P GC 34090 112.02 Redevelopment: Budgets P GC 34090, 40802, 53901 Includes annual audit 112.03 Bond Issues P GC 43900 et seq. Includes annual audit 5 CITY OF UKIAH RECORDS RETENTION GUIDELINES 200 - AIRPORT Retention Statutory Title Period Reference Notes subject to change) 201 - ADMINISTRATION 201.01 General Subject Files - Airport 201.02 Agreements P CCP337.2, 343; B&P 7042.5; PU7685; 48 CFR:2; GC53066 Construction GC37090a; 4004; H&S 19850 Including concessionaire, slip rental, facility storage 201.03 Airport Certification P 14 CFR 139.207b & 171.13 - 17.213 Federal Aviation Adminsitration (FAA) required manuals, Licenses 201.04 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 201.05 Applications - Special Events CU + 2 GC 34090 Permits, correspondence, related documents regarding use of rights of way 201.06 Correspondence CU + 2 GC 34090 d Working documentation if not attached to agreement or project file 201.07 Fueling AU + 3 CCP 337 Meter readings, fuel consumption reports, invoices, receipts and records pertaining to refueling operations 201.08 Inspection, Runway CU + 10 Maintenance including inspection reports, work orders and related records, grant programs 201.09 Inventory, Equipment Parts and Supplies L + 2 Includes vehicles, aircraft and related documents regarding repairs 201.10 Maintenance, FAA P 14 CFR; 171.13 171.213 Forms and reports required by FAA including Forms Faa-198, -418, - 6030.1, -6790.4 202 - GRANTS 202.01 Grants 203 - REPORTS 203.01 Accident and Incident (Aircraft) CL + 8 Accidents. injuries. property damages, general conditions regarding pilot and aircraft 203.02 Airport Operational (Regulatory) P Annual and special reports to federal and state regulatory agencies 203.03 Airport Operational (Administrative) CU + 2 Logs, statistical summaries; administrative records, scheduling 203.04 Weed Abatement CL + 2 GC 34090 Reports, assessments, resolutions, documentation 203.05 NOTAM (Notice to Airmen) CU + 3 Reports re: conditions affecting airport maintenance / operations 6 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 300 - CITY CLERK/COUNCIL Retention Statutory Title Period Reference Notes subject to change) 301 - ADMINISTRATION 301.01 General Subject Files - City Clerk/Council CU + 2 GC 34090d Internal working files including correspondence 301.02 Public Notices E + 2 CU + 2 GC34090 GC34090.7 302 - CITY COUNCIL 302.01 Agenda Packets CU + 2 GC34090 Original agendas and special meeting notices, including certificates of posting, original summaries, original communications and action agendas for Council, Boards and Commissions; Documentation received, created and /or submitted to Council 302.02 Correspondence - City Council/Mayor CU + 2 GC34090d Working documentation 302.03 Council Handbook 302.04 Ethics / Harassment Certificates 302.05 Minutes P GC34090(d); GC36814; GC40801 Official minutes and hearing proceedings of governing body or board, commission or committee 302.06 Audio/Visual Recordings 303 - BIDS 303.01 Successful Bids 303.02 Unsuccessful Bids CL + 2 GC34090d 304 - BOARDS & COMMISSIONS 4: 304.01 General Information T + 6 GC34090; 29 USC 1113 304.02 Airport Commission T + 6 GC34090; 29 USC 1113 304.03 Board of Appeals T + 6 GC34090; 29 USC 1113 304.04 Civil Service Board T + 6 GC34090; 29 USC 1113 304.05 Demolition Permit Reivew Committee T + 6 GC34090; 29 USC 1113 304.06 Design Review Board T + 6 GC34090; 29 USC 1113 304.07 Fire Executive Committee T + 6 GC34090; 29 USC 1113 304.08 Investment Oversight Committee T + 6 GC34090; 29 USC 1113 304.09 Parks, Recreation, and Golf Commission PRGC) T + 6 GC34090; 29 USC 1113 304.10 Paths, Open Space, and Creeks Commission T + 6 GC34090; 29 USC 1113 304.11 Planning Commission T + 6 GC34090; 29 USC 1113 304.12 Traffic Engineering Committee T + 6 GC34090; 29 USC 1113 304.13 Oversight Board T + 6 GC34090; 29 USC 1113 7 CITY OF UKIAH RECORDS RETENTION GUIDELINES 300 - CITY CLERK/COUNCIL Retention Statutory Title Reference Notes Period subject to change) 305 - ELECTIONS 305.01 Election Information P GC22932; EC17130; EC2653; GC81009(a)( d) 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; Certificates of election - Original reports and statements 305.02 Election Packets 305.03 Candidate Files - Successful P Including FPPC forms 305.04 Candidate Files - Unsuccessful Including FPPC forms 305.05 Measures 305.06 Public Petitions 75 (8 mo) EC17200; 17400; GC7253.5; EC 14700; GC3756.8 From date of filing or election; Initiative, referendum, recall, Charter Amendments 305.07 Recall 306 - HISTORICAL 306.01 Articles of Incorporation P GC34090; CCP337.2 306.02 City Seal P Biographies, City Seal, Commendations, etc... 306.03 Other P 307 - LEGALJLEGISLATIVE 307.01 Abandonments 307.02 Contracts and Agreements P CCP337.2, 343; B&P 7042.5; PU7685; 48 CFR:2; GC53066 Construction GC37090a; 4004; H&S 19850 Includes equipment leases, services or supplies 307.03 Annexations 307.04 Appeals CU + 3 CCP 583.320(a)(3); GC34090 Civil 307.05 Easements 307.06 Grant Applications 307.07 Leases T + 5 CCP 337.2, 343; B&P7042.5; PU7685; 48 CFR:2; GC53066 Ukiah Conference Center, Ukiah Regional Airport, and all other City properties 307.08 Legal Advertising CU + 4 CCP343, 349, et seq; GC911.2; GC34090 Includes public notices, legal publications 8 CITY OF UKIAH RECORDS RETENTION GUIDELINES 300 - CITY CLERK/COUNCIL Retention Title Period Statutory Reference subject to change) Notes 307 - LEGAL/LEGISLATIVE, Continued 307.09 Litigation P GC6254; 42USCs1983 Case Records; Significant cases which have importance/or set legal precedence; includes logs, complaints, police reports, court orders,motions, notes, briefs, closing statements (unless minors - 3 years 307.10 Loans, Financing P GC34090a* 24 CFR 570.502(b)(3); 24 CFR 8.42 OMB Circ. SA -110; including Deeds & Promissory Notes 307.11 Ordinances P GC34090(d); 40806 municipal code 307.12 Petitions - to Council CU + 1 GC50115; GC6253 Submitted to legislative bodies 307.13 Real Property Deeds/Purchase/Sale P GC34090a; GC6254 Supporting documents re: appraisal, sale, purchase, exchange, lease or rental of property by City; *24 CFR 570. 502(b)(3); 24 CFR 8.42 & OMB Circ. SA -110; Including franchises, subdivision agreements, contracts for sale or purchase of property, cable, grant of easments and/or involving construction of improvements "CCP 337.2, 343; AC 16023 307.14 Resolutions P GC34090(d); 40801 Legislative actions 308 - QUALIFIED CONTRACTORS 308.01 Applications CU + 2 GC34090d Current Qualified Contractors List 308.02 Database 309 - RECORDS MANAGEMENT 309.01 Public Records Requests CL + 2 GC34090 309.02 Records Destruction/Disposition Certifications P GC34090 Documentation of final disposition or records; Tapes, Audio/Video Granicus recordings) 309.03 Inventory, Records CU + 2 GC34090; 800PS Atty. Gen. 106 Inventory of non-current or inactive records holdings and location, indices. Tapes may be recycled. 309.04 Records Retention Guidelines/Schedules S + 4 CCP343 310 - REDEVELOPMENT AGENCY (RDA) 210.01 Agendas 310.02 Agenda Packets CU + 2 GC34090 Original agendas and special meeting notices, including certificates of posting, original summaries, original communications 310.03 Agreements P CCP337.2, 343; B& P 7042.5; PU7685; 48 CFR:2; GC53066 Construction GC37090a; 4004; H&S 19850 Includes equipment leases, services or supplies 9 CITY OF UKIAH RECORDS RETENTION GUIDELINES 300 - CITY CLERK/COUNCIL Retention Statutory Title Reference Notes Period subject to change) 310.04 Minutes P GC34090(d); GC36814; GC40801 Official minutes and hearing proceedings of governing body or board, commission or committee 310.05 Real Property 310.06 Resolutions P GC34090(d); 40801 Legislative actions 311 - RDA SUCCESSOR AGENCY 311.01 Agendas CU + 2 GC34090 Original agendas and special meeting notices, including certificates of posting, original summaries, original communications 311.02 Agenda Packets CU + 2 GC34090 Original agendas and special meeting notices, including certificates of posting, original summaries, original communications 311.03 Minutes P GC34090(d); GC36814; GC40801 Official minutes and hearing proceedings of governing body or board, commission or committee 311.04 Resolutions P GC34090(d); 40801 Legislative actions 10 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 400 -COMMUNITY DEVELOPMENT Retention Title Period Statutory Reference subject to change) Notes 401 - ADMINISTRATION 401.01 General Subject Files - Community Development CU + 2 GC34090d Internal working files including correspondence 401.02 Correspondence CU + 2 GC34090d Working documentation if not attached to agreement or project file 401.03 Development Agreements P CCP337; 337.1(a); 337.15; GC34090; 48 CFR 4.703 Infrastructure contracts, franchises. Original maintained for 7 years 401.04 Development Conditions L GC34090 Mitigation measures; filed with case files 401.05 Development Standards P GC34090a Landscape mediums, parkway landscape development, public works construction 401.06 Historical Preservation Inventory 2 GC34090d Historic structures and landmarks 401.07 Land Uses, nonconforming P GC34090a Building or site usage which does not conform to current standards 401.08 Logs CU + 5 Logs, registers or similar records listing permits, certificates of occupancy issued; may include inspection, building activity, daily, plan check, utility 401.09 Master Plans, Annual S + 2 GC34090 Special or long range program plan for municipalities - coordination of services; strategic planning. 401.10 Photographs S + 2 GC34090d Aerial photographs 401.11 Projects, not Completed or Denied CL + 2 GC34090d Building, engineering, planning 401.12 Reports CU + 2 GC34090 Periodic activity 401.13 Seismic Retrofit Program P GC34090a Includes Certificates of Compliance 401.14 Street Names and House Numbers P GC34090a Street dedications, closings, address assignment/changes 401.15 Studies, Special Projects & Area CL + 2 GC34090d Planning & Building, joint powers, noise, transportation 402 - BUILDING 402.01 Blueprints, Specifications P GC34090a; H&S19850; 4003; 4004 Plans, building, signs, grading, including blueprints and specifications 402.02 Certificates Compliance, elevation, occupancy which affect real property 402.03 Code Books P GC34090e National Electric Code, Uniform building, fire, Mechanical, Plumbing & Supplements 402.04 Construction (Approved) P New commercial and residential construction, tenant improvements room additions, spa, signs, block wall remodel including security bonds 402.05 Inspection CL + 2 Correspondence, fees, appeal requests, reports 11 CITY OF UKIAH RECORDS RETENTION GUIDELINES 400 -COMMUNITY DEVELOPMENT Retention Title Period Statutory Reference subject to change) Notes 402 - BUILDING, Continued 402.06 Permits P GC34090a; H&S19850; 4003; 4004 Plans, building, signs, grading, 402.07 Signs (Temporary) S + 2 GC34090d Home occupation, off -premise signs 402.08 Soil CL + 2 GC34090d Analysis, construction recommendations 402.09 Soil Reports P GC34090d Final Reports 403 - ECONOMIC DEVELOPMENT AND HOUSING 403.01 Appraisals CL + 2 GC34090; GC6254(h) Exempt until final acquisition or contract agreement obtained 403.02 Bonds CL + 4 CCP337 Revenue Bond Documentation 403.03 Deeds & Promissory Notes P GC34090a;24C FR570.502(B)(3 24CFR8.42 & OMB circ. SA - 110 403.04 Programs CL + 3 24FR570.502(b 3); 24 CRF85.42 & OMB Cir.A110, C Includes comprehensive Housing Authority Strategy, Meeting Credit Certificate, Housing bond advisory, HOME, In -Lieu Housing Mitigation, Low/Moderate Housing, Rental Housing Assistance 403.05 Bond Issues P GC34090, 40802, 53901; GC43900 et seq. Includes annual audit 404 - ENVIRONMENTAL QUALITY 404.01 Air Quality (AQMD) CU + 7 CCP338(k); GC34090 Participants/voucher logs, total Daily Mileage Survey (TDM); various local authorities; commute Alternative. 404.02 Asbestos P GC34090a Documents abatement projects, public buildings (permitting through Environmental Health Dept.) 404.03 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 Overiding Consideration. 404.04 Congestion Management CU +2 GC34090d Ride sharing, trip reduction 404.05 Environmental Review CU +2 GC34090d Correspondence, consultants, issues, conservation 405 - MUNICIPLE FACILITY 405.01 Capital improvements, Construction P 2.083110; GC34090a; 4004; H&S19850 Contains records re: Planning, design, construction, conversion or modification of local government- owned facilities, structures & systems 405.02 Facility Rentals/Use CU + 2 Permits, contracts, diagrams, schedules, insurance binders 405.03 Maintenance Operations CU + 2 Service requests, invoices, supporting documentation; buildings, equipment, field engineering, public facilities including work orders and graffit removal 12 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 400 -COMMUNITY DEVELOPMENT Retention Statutory Notes Title Reference Period subject to change) 406 - PLANNING 406.01 Case Files: Planning and Zoning P GC34090a; H&S19850; 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 406.02 Certificates L GC34090 Retain during life of structure 406.03 City Engineer 406.04 General Plan and Elements P GC34090 Includes Sphere of Influence 406.05 General Plan Amendments - Approved CL + 2 GC34090 406.06 General Plan Amendments - Denied CU + 3 GC65109; GC50110 406.07 Interpretations CU + 2 GC34090 406.08 Maps, Plans, Drawings, Exhibits, Photos P GC34090; H&S19850; GC34090.7 Zoning, tentative subdivision, parcel, land use map, aerial photos, specific plans 406.09 Zoning Administrator 407 - PROPERTY 407.01 Abandonment P GC34090a Buildings, condemnation, Demolition 407.02 Acquisition/Disposition CL + 10 GC34090a; GC6254 Supporting documents re: sale, purchase, exchange, lease or rental of property by City 407.03 Annexation Case Files P GC34090a Reports, agreements, public notices 407.04 Maps, City Boundary P GC34090d Recorded maps, surveys, monuments 407.05 Lot Split Cases P GC34090 407.06 Relocation Files CL + 2 GC34090 e.g., Redevelopment 407.07 Reports/Studies CL + 2 GC34090 Future sites, expansions 13 CITY OF UKIAH RECORDS RETENTION GUIDELINES 500 -COMMUNITY SERVICES Retention Statutory Title Period Reference Notes subject to change) 501 - ADMINISTRATION 501.01 General Subject Files - Community Services CU + 2 GC3409.d 501.02 Correspondence/Originating Department CU + 2 GC34090d Working documentation if not attached to agreement or project file 501.03 Grants 501.04 Personnel Records 502 - AQUATICS 502.01 Aquatics 503 - BOARDS AND COMMISSIONS (file documents with clerk's office) 504 - BUILDINGS & GROUNDS / MAINTENANCE 504.01 Customer Documents/Rentals/Use 504.02 Inventory, Equipment 504.03 Policies and Procedures 505 - COMMUNITY SERVICES 505.01 Libraries CU + 2 GC34090 Books, art, gifts. donations, exhibits, theater, music, special events, etc. 505.02 Plaques P Historic value 505.03 Sports Organizations S + 2 506 - GOLF COURSE 506.01 Inventory, Equipment AU + 2 GC34090 Warranties, purchase orders 506.02 Landscape CU + 2 GC34090 Drawings, contracts, complaints, 506.03 Maintenance and Operations CU + 2 GC34090d Service requests, invoices, 506.04 Maps P GC34090 506.05 Photographs S + 2 GC34090 506.06 Plans, Proposed CU + 2 GC34090 Future plans, new sites, expansions 506.07 Policies and Procedures S + 2 GC34090 Includes rules and regulations 507 - MUNICIPAL FACILITIES 507.01 Capital Improvements. Construction P GC34090a. 4004; HandS 19850; GC34090 Contains records regarding planning. design, construction,conversion or modification of local government- owned facilities, structures and systems 507.02 Facility Rentals/Use CU + 2 GC34090 Permits. contracts, diagrams, 508 - MUSEUM 508.01 General Subject Files C + 2 GC30490 Books, art, gifts, donations, exhibits, 509 - PARKS AND RECREATION 509.01 Inventory, Equipment AU + 2 GC34090 Warranties, purchase orders 509.02 Landscape CU + 2 GC34090 Drawings, contracts, complaints, specifications, photos, reports 509.03 Liability Insurance Forms CU + 2 509.04 Maintenance/Operations CU + 2 GC34090 Includes work orders, inspection, repairs, cleaning, reports, complaints; includes parking district maintenance 509.05 Maps P GC34090 Irrigations, plot plans, landscaping 509.06 Parades and Special Events, etc. CL + 2 GC34091 Reports, memos, correspondence, scripts, supplier information, assignments, deployments, supporting documentation 509.07 Photographs S + 2 GC34090 509.08 Plaques - Parks P Historical value 14 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 500 -COMMUNITY SERVICES Retention Statutory Title Reference Notes Period subject to change) 509 - PARKS AND RECREATION, Continued 509.09 Policies and Procedures S + 2 GC34090 Includes rules and regulations 509.10 Railroad Right-of-way CL + 3 36 CFR 64.11 Land acquisitions, correspondence, im.rovements, statuto records 509.11 Reports: Accident CL + 2 GC34090 Patrons, employees 509.12 Others CL + 2 GC34090 509.13 Studies CL + 2 GC34090 Future Sites, expansions 509.14 Schedules,Classes, and Small Events CU + 2 GC34090 Enrollment, laibility releases, evaluations 509.15 Sports Organizations S + 2 Y510 - UKIAH VALLEY CONFERENCE CENTER = : -~ ,, ,:.-._-.;••'-,E, 7„•t u •_,. v, 510.01 Inventory, Equipment AU + 2 GC34090 Warranties, purchase orders 510.02 Policies and Procedures S + 2 GC34090 Includes rules and regulations 15 CITY OF UKIAH RECORDS RETENTION GUIDELINES 600 - ELECTRIC UTILITY Retention Statutory Title Period Reference Notes subject to change) 601 - ADMINISTRATION 601.01 General Subject Files - Electric Utility CU + 2 GC3409.d 601.02 Correspondence CU + 2 GC 34090d Working documentation if not attached to agreement or project file 601.03 Grants: Federal & State CL + 5 GC 34090 Refer to grant applicaion close-out procedure 601.04 Licenses, Permits CU + 2 Forms, related documentation regarding licenses and permits required by federal and state agencies 601.05 Maps & Plans P GC 34090a 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... 601.06 Special Districts P GC 34090a Supporting documents regarding improvement, lighting, underground, utility, bonds, taxes & construction 601.07 Studies. Special Projects & Area CL + 2 GC 34090 601.08 Surveys P GC 34090 Statistics, reports, correspondence 602 - CODE ENFORCEMENT 603 - HAZARDOUS MATERIALS 603.01 Hazardous Waste Disposal CU + 10 CAL OSHA; 40 CFR 122.21 Documentation regarding the handling and disposal of hazardous waste 604 - STREETS/ALLEYS 604.01 Lighting CU + 2 GC 34090 Maintenance, work orders 604.02 Inventory, Traffic Control Devices S + 2 GC 34090 signs, lights 604.03 Maintenance/Operations CU + 2 GC 34090a 604.04 Traffic Signals L 604.05 Tree Trimming 605 - UTILITIES 605.01 Electric Rates S + 2 GC 34090 605.02 Facilities T + 2 GC 34090 If City owned 605.03 Meter Operations CU + 2 GC 34090 605.04 Underground Electric P GC 34090 605.05 Overhead Electric P GC 34090 605.06 Utility Rebates CU + 2 GC 34090 606 - WATER 606.01 Hydroelectric Plant 606.02 Maintenance and Operations CU + 2 GC 34090 Includes work orders, inspection, repairs, cleaning, reports, complaints 606.03 Maintenance and Operations - Service CU + 2 GC 34090 Includes work orders, entry cards, manholes, service to property owners 16 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 700 - FINANCE Retention Title Period Statutory Reference subject to change) Notes 701 - ADMINISTRATIVE SERVICES 701.01 General Subject Files - Finance CL + 10 GC 34090; CCP 337.5 Supporting documents 701.02 Agreements T + 4 CCP 337 Including concessionaire, facility storage 701.03 Bonds CL + 4 GC 34091; CCP 337.5 Revenue and final Bond Documentation 701.04 Bonds and Coupons CL + 2 GC 34090; 53921 Paid/canceled 701.05 Budget AU + 2 GC 34090 701.06 Budget Adjustments, Journal Entries AU + 2 GC 34090 Account transfers 701.07 Budget Operating (copies) S GC 34090 Departmental Reference 701.08 Correspondence CU + 2 GC 34090d Working documentation if not attached to agreement or project file 701.09 Security CL + 4 GC 34090 Documentation created and/or received in connection with the performance of work/services for the city, or for parcel maps and subdivision work 702 - ACCOUNTING 702.01 Account Statements AU + 25 GC 34090. CCP 337.5 Monthly statement of transactions, Trustee Statements 702.02 Assessment District P GC 34090 Collection information 702.03 Bank Reconcilliations/Statements AU + 25 GC 34090; 26 CFR 16001-1; FC 3368; 30210; GC 43900 et seq. Statements, summaries for receipts, disbursements & reconcilliations, cleared checks; Financing authority 702.04 Bankrupty Files CL + 7 702.05 Bond Trustee Statements AU + 25 Bond trustee statements 702.06 Financial Statements AU + 25 Monthly Financial Statements which include income, Expense, Balance sheets and Cash Reports 702.07 Ledger, General P GC 34090; CCP 337 Detail which shows the posting of Journals 702.08 Journals: Appropriation & Expenditures AU + 25 702.09 Journals: Utility Billing AU + 25 GC 34090 Billing including monthly activity 702.10 Journals: General Journals AU + 25 Consists of the General Journals with supporting documentation 702.11 Journals: Vouchers AU + 4 GC 34090; CCP 337 Account postings with supporting documents 703.01 Accounts Payable/Warrants Paid a.,._t+ _ AU + 5 ate- __ GC 34090 h, .. Invoices, check copies, supporting documents, travel records, vehicle mileage reimbursement rates 703.02 Warrant Register AU + 2 GC 34090.7 703.03 Report of Disbursements AU + 4 Sealed, permanent copy & Finance Director approved 703.04 1099s CU + 4 1099s 17 CITY OF UKIAH RECORDS RETENTION GUIDELINES 700 - FINANCE Retention Statutory Notes Tide Period Reference subject to change) 704 - ACCOUNTS RECEIVABLE 704.01 Accounts Receivable AU + 2 GC 34090 704.02 Airport Billing Charges AU + 2 Includes Misc. Billing 704.03 Airport Payment Book AU + 2 704.04 Bad Debt Write -Off 7 704.05 Billing Edit Lists Shows the detail of utility payment activity. 704.06 Reports Check register, reports from weekly runs 704.07 Cash Receipts Edit List AU + 2 Shows the detail of counter receipts being posted to the General Ledger 704.08 Cash Receipt Register AU + 4 Cashier Balancing 704.09 Cash Receipt Stubs AU + 4 Daily packets from the front counter - Cash Receipts 704.10 Deposits, Receipts, Customer Receipts AU + 4 GC 34090; CCP 337 Checks, coins, currency 704.11 Emergency Response - Billing AU + 4 704.12 Emergency Response - Paid 704.13 Invoices GC 34090 Copies sent for fees owed, billing, related documents 704.14 Misc. Billings AU + 2 Hard copy 704.15 Taxes, Receivable AU + 3 CCP 338 TOT, Property, Sales, etc. 705 - AIRPORT 705.01 Applications/Agreements: Aircraft Storage T + 4 CCP 337 Hangar Lease Contracts 705.02 Billing/Customer Receipts AU + 2 GC 34090 Billings, correspondence, complaints 705.03 Dailys' AU + 4 Daily sales, gallons, and charges 705.04 Invoices AU + 2 GC 34090 Copies sent for fees owed, billing, related documents 705.05 Jet Fuel Tax Return AU + 4 Monthly 705.06 Rates S + 2 GC 34090 706 -'AUDIT < 706.01 Annual Financial Report P GC 34090 Independent auditor analysis 706.02 Hearing or Review AU + 2 GC 34090; OMB A-128 Documentation created and or received in connection with an audit hearing or review 706.03 Reports AU + 4 GC 34090; OMB A-128 Internal and/or external 706.04 Reviews, internal/External Periodic CU GC 34090; GC 6250 Daily, weekly, monthly, quarterly or other summary, review, evaluation, log, lists, statistics, except a report 707 - BUSINESS LICENSES 707.01 Billing, Adjustment, and Cash Registers T + 5 GC 34090; CCP 337 Paid & reports 707.02 Closed Business files T + 5 GC 34090; CCP 337 707.03 License Register & Penalty Register T + 5 GC 34090; CCP 337 Paid & reports 708 - FIXED ASSETS 708.01 Fixed Asset Records L + 4 708.02 Inventory AU + 4 GC 34090; 26 CFR 301 65- 1(F) Reflects purchase date, cost, account number 708.03 Surplus Property: Auction AU + 2 GC 34090 Listing of property 708.04 Disposal AU + 4 GC 34090; CCP 337 Sealed bid sales of equipment 708.05 Vehicle Ownership & Title L + 4 VC 9900 et Title transfers when vehicle sold 18 CITY OF UKIAH RECORDS RETENTION GUIDELINES 700 - FINANCE Retention Statutory Notes Title Period Reference subject to change) 709 - GOLF COURSE 709.01 Billing/Customer Receipts AU + 2 GC 34090 Billings, correspondence, complaints 709.02 Invoices AU + 2 GC 34090 Copies sent for fees owed, billing, related documents 709.03 Rates S + 2 GC 34090 710 - GRANTS 710.01 Airport CL + 5 GC 34090 Refer to grant application close-out procedure 710.02 Community Development Block Grant & Urban Development T + 4 GC 34090; 24 CFR 570. 502; 24 CFR 85.42; OMB Cir. A- 110, A-102- 128; HUD Regulations Applications, reports, contracts, supporting documents; Project files, proposals, statements, sub -recipient dockets, Environmental Review, grant documents, inventory, consolidated plans, etc...Includes Section 108 loan guarantee 710.03 Community Services CL + 5 GC 34090 Refer to grant application close-out procedure 710.04 Development CL + 2 CCP 337.5 Housing; Industrial Development 710.05 Federal and State CL + 5 GC 34090 Refer to grant application close-out procedure 710.06 Financial Reports CL + 5 GC 34090 Refer to grant application close-out procedure 710.07 Public Works CL + 5 GC 34090 Refer to grant application close-out procedure 710.08 Unsuccessful CL + 2 GC 34090 Applications not entitled 711 - INFORMATION SERVICES 711.01 Agreements 711.02 Assets 711.03 Internet, World Wide Web S + 3 GC34090 Management/Policies and supporting documentation 711.04 Inventory, Information Systems S + 3 GC34090 Hardware/Software Inventory Logs; systems manuals 711.05 Network Information Systems S + 4 GC 34090; CCP 337.2; 343 Configuaration maps and plans 711.06 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 711.07 Software Licensing CU + 2 GC 34090 System Generation 712 - LANDFILL 712.01 Contracts P CCP337.2, 343; B& P 7042.5; PU7685; 48 CFR:2; GC53066 Construction GC37090a; 4004; H&S 19850 Includes equipment leases, services or supplies 712.02 Correspondence AU + 2 GC 34090 Billings, correspondence, complaints 712.03 Invoices AU + 2 GC 34090 Copies sent for fees owed, billing, related documents 712.04 Rates S + 2 GC 34090 19 CITY OF UKIAH RECORDS RETENTION GUIDELINES 700 - FINANCE Retention Statutory Notes Title Period Reference subject to change) 713 - PARKING DISTRICT & ENFORCEMENT 713.01 Applications for Permits CL +2 713.02 Billing/Customer Receipts AU + 2 GC 34090 Billings, correspondence, complaints 713.03 Cash Posting.Register AU + 4 714 - PAYROLL 714.01 Adjustments AU + 4 GC 34090; 29 CRF 516.5- 516.6 Audit purposes 714.02 Benefit Distribution AU + 6 Benefits employee received during pay period 714.03 Calculation totals AU + 2 Pay period category information 714.04 Checks AU + 5 GC 34090; CCP 337 Includes payroll, canceled & voided checks 714.05 Check Register AU + 2 GC 34090; CCP 337 Employee name and amount of check 714.06 Deferred Compensation T + 5 GC 34090; 26 CFR; 16001-1; 29 CFR 1627.3(2) Records of employee contributions and City payments 714.07 Direct Deposit AU + 5 714.08 Employee Distribution 5 Employee payroll - detail to each account number 714.09 Employee Time Sheets AU + 6 GC 34090; 29 CFR 516.2; 20 CFR 516.6(1); IRS Reg. 31.6001- 1(e)(z); R&T 19530; LC 1174(d) Signed by employee for audit & FEMA Reports 714.10 Feature Distribution 25 Separate all pay codes, ABT's and list of employee per section 714.11 Federal & State Reports: Payroll AU + 4 714.12 Interface to Financial AU + 2 714.13 Journals AU + 2 714.14 Labor Distribution AU + 2 GC 34090 Costs by employee and program 714.15 Ledgers AU + 6 714.16 PERS Employee Deduction Reports T + 4 GC 34090; 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) 714.17 PERS, Social Security, SSI P 29 CRF 1627.3(2); GC 12946, 34090 EEOC/ADEA 714.18 Productive -Non Productive Report CU + 1 714.19 Register P GC 34090; GC 37207 Labor costs by employee & program 714.20 Salary Records T + 3 GC 34090; 29 CFR 516.2 Deduction authorization, beneficiary designations, unemployment claims, garnishments 714.21 Vacation, Sick Leave Report CU + 1 714.22 Validation AU + 2 714.23 Workman's Compensation T + 10 Reports, working files 20 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 700 - FINANCE Retention Statutory Notes Title Period Reference subject to change) 715 - PUBLIC FINANCING AUTHORITY 715.01 Administration P GC 34090 715.02 Financial Records P GC 34090; 40802; 53901 715.03 Management Reports 2 GC 34090 716 - PURCHASING 716.01 Bids, RFQ's, RFP's - Successful AU + 5 GC 34090; CCP 337; GC25105-1; GC34090 Requests for Qualifications; Requests for Proposals regarding goods and services 716.02 Bids, RFQ's, RFP's - Unsuccessful CU + 2 GC 34090; CCP 337; GC25105-1; GC34090 Requests for Qualifications; Requests for Proposals regarding goods and services 716.03 Requisitions AU + 4 716.04 Purchase Orders AU + 4 GC 34090; CCP 337 Original documents 716.05 Stores CU + 2 GC 34090 Completed forms for ordering 716.06 Vendor Register P GC 34090 Alpha vendor listing of purchase orders, incovices, account numbers and check date 717 - REPORTS 717.01 Audits P GC 34090 717.02 Comprehensive Annual Financial Reports CAFR 717.03 Departmental CU + 1 717.04 Federal and State Tax AU + 4 GC 34090; 29 USC 436; 26 CFR 31.6001.1- 4; IRS REG 31.6001- 1(e)(2); R&T 19530; 29 CFR 516.5-516.6 Forms 1096, 1099, W -4s and W -2s 717.05 Financial, Annual AU + 7 717.06 Financial, Monthly AU + 25 Includes Income, Expense, Balance sheets and Cash Reports 717.07 General Ledger P GC 34090; CCP 337 Detail which shows the posting of Journals 717.08 Investment Transactions P GC 34090; CCP 337; GC 53607 Summary of transactions, inventory & earnings report 717.09 State Controller P GC 34090 Controller may destroy after 5 years 717.10 Statistics Report AU + 4 Utility billing statistics 718 -TREASURER 718.01 Investment Transactions P GC 34090; CCP 337; GC 53607 Summary of transactions, inventory & earnings report 21 CITY OF UKIAH RECORDS RETENTION GUIDELINES 700 - FINANCE Retention Statutory Notes Title Period Reference subject to change) 719 - UTILITIES and PARKING 719.01 Accounts Receivable Control AU + 4 719.02 Accounts Receivable Journals AU + 4 719.03 Accounts Receivable Ledgers AU + 4 719.04 Applications CL + 2 GC 34090 Utility connections, disconnects, registers, service 719.05 Applications: Parking 719.06 Billing - Records AU + 2 GC 34090 Customer name, service address, meter reading, usage, payments, applications/Cancellations 719.07 Billing - Customer Correspondence ACU + 2 GC 34090 correspondence, complaints 719.08 Deposits, Receipts, Customer Receipts AU + 4 GC 34090; CCP 337 Checks, coins, currency 719.09 Invoices GC 34090 Copies sent for fees owed, billing, related documents 719.10 Meter Books AU + 4 719.11 Meter Operations CU + 2 GC 34090 Reader reports, orders 719.12 Rates & Rate Increases AU + 25 GC 34090 Letters of protest, correspondence, rate structure, reports 719.13 Statistics Reports AU + 4 Monthly report for utilities 719.14 Utility Receipt Stubs AU + 4 22 CITY OF UKIAH RECORDS RETENTION GUIDELINES 800 - FIRE Retention Statutory Notes Title Period Reference subject to change) 801 - ADMINISTRATION 801.01 General Subject Files - Fire 801.02 Annual Financial Report CL+2 GC34090 Independent auditor analysis 801.03 Budget Operating(copies) S GC34090 Departmental Reference 801.04 Budget, Proposed CU+2 GC34090 Presented to Board 801.05 Budget, Adopted P 801.06 Hearing or Review AU+2 GC34090; OMB A-128 Documentation created &/or received in connection with an audit hearing or review. 801.07 Reports AU+4 GC34090; OMB A-128 Internal and/or external 801.08 Reviews, Internal/External Periodic CU GC34090; GC6250 Daily, weekly, monthly, quarterly or other summary, review, evaluation, log, list, statistics, except a report 802 - ELECTIONS aninnidaginnelanffiallating 802.01 Applications, Boards, Commissions, Committees - Unsuccessful CL+2 GC 34090 Not Selected 802.02 Applications, Boards, Commissions, Committees Successful T+5 GC 34090 Selected 802.03 Nomination Papers - Successful E+2 EC 17100; Successful 802.04 Nomination Papers - Unsuccessful E+2 GC81009(b) Unsuccessful 802.05 Notifications and Publications E+2 GC34090 Proof of publication or posting, certification and listing of notice of posting; copy of newspaper notice and certification of offices to be voted for 802.06 Oaths of Office T-6 GC 34090; 29 Elected Officials USC 1113 803 - EMERGENCY MEDICAL SERVICES tit*Kliefii 803.01 Exposure Records T+30 29 CFR 1910.1020; 803.02 General Information CU+2, AR Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group. 803.03 Narcotic Administration Form CL+5 GC 34090; CCP 340.5; Log of administration of narcotics and distribution of remaining narcotics. Administrative Decision: Possibility of defending an equitable indemnity claim up to 5 years 803.04 Paramedic Check Sheets T+30 GC 34090; CCP 340.5; CCP 340.8 Forms used by paramedics to document equipment checks, narcotics inventories, order supplies. Three reports: Daily, monthly, medical supply order forms. Administrative Decision: Possibility of defending an equitable indemnity claim up to 5 years; Exposure to hazardous substances; 2 years after exposure, or 2 years after patient discovers injury, whichever is later. CITY OF UKIAH RECORDS RETENTION GUIDELINES 800 - FIRE 803 - EMERGENCY MEDICAL SERVICES, Continued 803.05 Pre -hospital Care Reports CL+3 GC 34090; CCP 340.5; CCP 340.8; Includes refusal of care and the patient care report. Original document maintained by the County. 804 - FINANCE 804.01 Accounts Payable/Warrants Paid AU+4 GC34090 Invoices paid, check copies, supporting documents 804.02 Accounts Receivable AU+2 GC34090 All paperwork associated with the check or monies received. 804.03 Audit Financial Report/Statements P GC34090 Independent auditor analysis 804.04 Bank Reconcilliation - Accounting AU+4 GC34090; 26 CFR 16001-1 Statements, summaries for receipts, disbursements & reconcilliation 804.05 Bank Statements - Treasurer AU+2 FC 3368, 30210; GC 43900 et seq. Financing Authority 804.06 Bids, RFQ's, RFP's AU+4 GC34090; CCP 337; GC25105- 1; GC34090 Requests for Qualifications; Requests for Proposals regarding goods and services 804.07 Successful AU+5 GC34090; CCP 337; GC25105- 1; GC34090 Requests for Qualifications; Requests for Proposals regarding goods and services 804.08 Unsuccessful CU+2 GC34090; CCP 337; GC25105- 1; GC34090 Requests for Qualifications; Requests for Proposals regarding goods and services 804.09 Budget adjustments, Journal entries AU+2 GC34090 Account transfers 804.10 Checks AU+5 GC34090; CCP 337 Includes payroll, canceled & voided checks 804.11 Deferred Compensation T+5 CGC34090; 26 CFR 16001-1; 29 CFR 1627.3(2) Records of employee contributions & city payments 804.12 Deposits, Receipts AU+4 GC34090; CCP 337 Checks, coins, currency, receipt book 804.13 Federal & State Tax AU+4 GC34090; 29USC 436; 26 CFR 31.6001.1- 4; IRS REG 31.6001-1€(2); R&T 19530;29 CFR 516.5- 516.6 Forms 1096, 1099, W -4's and W -2's; 804.14 Invoices AU+2 GC34090 Copies sent for fees owed, billing, related documents 804.15 Ledger, General P GC34090; CCP 337 804.16 Ledger, Voucher AU+4 GC34090; CCP 337 Account postings with supporting documents 804.17 Stores CU+2 GC34090 Completed forms for ordering 804.18 Vendor Register P GC34090 Alpha vendor listing of purchase orders, invoices, account numbers and check date 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 800 - FIRE 805 - FIRE ADMINISTRATION 805.01 General Information CU+2, AR GC 34090; 2 Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group. 805.02 Annual Attendance Cards CU+2 GC 34100.7; Information used to determine overtime eligibility by the firefighter's union. Payroll maintains the permanent information. 805.03 Books, Fire Code S+3 GC 34090.7 CCP 340.5 National Fire Code; includes OPS Manuals 805.04 Business License Inspections CL+5 Includes Fire Life Safety Inspections for new businesses, including copies of the inspection and approvals. Located in the individual Street Files. 805.05 Case Files CL+2 GC34090d Building, housing and mobile home code violation records including inspections; public nuisance, rubbish and weed abatement, & citations. 805.06 Daily Supply Requisitions CU+2 GC 34090 805.07 Disaster Preparedness/EmergenCU Operations S+2 GC 34090 State of California Guidelines; 2 years after superseded 805.08 Fire Investigations: Arson CL+6 PC 800 Arson with Great bodily harm, inhabited structure or property. 805.09 Fire Investigations: Non -Arson CL+3 CCP 338; 3 Non -Arson; may include reports (fire, rescue, investgators', State Fire Marshal, police, casualty, insurance), phontos, memos, diagrams, or other documentation relating to investigation. 805.10 Fire Investigations: Homicide P PC 799 Support prosecution. Arson resulting in Homicide. 805.11 General Orders, Policies/Procedures S+2 GC 34090 805.12 Incident Records (Fires) CL+3 GC 34090; CCP 338; 3 CCP 340.5; CCP 340.8; Includes investigation summaries and reports, photos, witness statements, evidence logs and other incident related records for older fire incidents. 805.13 Inspections: Compliance Files CL+5 or L IFC 104.6.1 104.6.2 104.6.3104.6.4 Includes inspection documents for schools, hotels & motels, multi -family R2), apartments, office buildings, nursing or group homes, and rooming houses relative to fire prevention, inspection, and compliance as defined by the Fire Safety Code. May include certificates of inspection and reports, Department of Education fire drill code rreports, surveys, Board of Appeal and Fire Safety decisions, applications for vaiances. 805.14 Inspections: Fire Prevention CL+3 UFC 103.34 Alarm/sprinkler systems, prevention efforts. CITY OF UKIAH RECORDS RETENTION GUIDELINES 800 - FIRE 805 - FIRE ADMINISTRATION, Continued 805.15 Journals, Fire Station CU+2 GC 34090 Activities, personnel, engine company 805.16 Mutual Aid, Strategic Plans S+2 GC34090 805.17 Permits: Construction CL+3 IFC 104.2 Applications, review construction documents and issue permits for construction. 805.18 Permits: Tanks CL+7 GC 34090 Underground tank removal and installation. Storing of flammable liquid or liquid petroleum. Permits are only issued after inspection and approval of tanks. They include an application form, permit, a sketch of diagram of location along with tank dimensions, and an inspection report. 805.19 Permits: Unapproved Tank Applications CU+2 GC 34090 Applications received by Fire Department requesting a permit to store flammable liquid or liquid petroleum, but were denied after inspection. They include the application form and an inspection report indicating reasons for permits denial. 805.20 Plan Reveiws - Fire CL+5 IFC 106.4. Includes plan checks for new construction or improvements to fire - related systems, such as sprinklers, fire alarms, underground sprinkler work, etc. Fire Prevention maintains the plans after approval. Permit issued on approval, which is good for 1 year. Renewed only if construction is not completed. Continuing business is then handled under Bus. Lic. Inspections. 805.21 Recruitment CL+3 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. 805.22 Reports: Daily Activity CU+2 GC 34090d; volunteer calls 805.23 Reports: Daily Attendance CU+2 GC 34090d; Daily attendance reports 805.24 Reports: Fire Run CU+5 GC 34090 Reports of each dispatched fire run. ID Number, incident number, alarm time, arrival time, incident type, action taken, cause of fire, address, names of occupant and owner, telephone number, vehicles and crews responding, incident -related injuries or death information, name of officer in charge, and name and position of eprson completing report. 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 800 - FIRE 81M.o:fRE 1DMWISTRATION, Continued 805.25 Reports: Incident IND CU + 2 Used for incidents, inspection tracking and resident contact information. All training sessions and individuals are tracked through a Fire Program. 805.26 Reports: Overtime CU+2 GC 34090d Signed document for overtime tracking for FLSA. 805.27 Reports: Shift Notes CU+2 GC 34090d; 805.28 Reports: Training CU+2 GC 34090d, Training 805.29 Ride Alongs Forms CU+3 CCP 340.5 CCP 340.5; 8 CCR 3203(b)(1) 805.30 Safety Employees T+5 29 CFR 16273; CCR Sec 1174; 29 CFR 1607.4; Fire; Release Authorizations; Certifications Reassignments; outside employment; commendations disciplinary actions; terminations; evaluations -pre employee medicals. 805.31 Shift Rosters S+2 GC 34090 State of California Guidelines; 2 years after superseded for schedules of officers on duty. 805.32 Special Permits AE+2 GC 34090 Includes christmas tree lots, firework shows, temporary tents and other temporary use permits frelatted for Fire. 805.33 Station Logs CU+3 GC 34090;8 CCR 3203(b)(1); CCP 340.5; Healthcare providers is 3 years after occurrence or 1 year after the patient discovers the injury, whichever comes first. CCP 340.8; Exposure to hazardous substances; 2 years after exposure, or 2 years after patient discovers injury, whichever is later. 805.34 Strike Team Activities CU+4 GC 34090; CCP 337 Used to submit forms for reimbursement from the State. 805.35 Training Records Non -Safety CU+7 GC6250 et seq Employee applicatons, volunteer program training, class training materials, internships 805.36 Vehicle Mileage Reimbursement Rates S+2 GC34090 Annual mileage reimbursement rates 806 - FIRE SUPPRESSION AND EQUIPMENT 806.01 General Information CU+2, AR GC 34090 Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group. 806.02 Daily Vehicle Inspection Log CU+2 GC 34090; 2 year minimum requirement. State of California Guidelines; CU+2 Inspection of vehicles by drivers prior to driving. Required by the DOT. liquid levels, tire condition, appearance, operations, lights and other aspects. 806.03 Fresh Air Compressor / SCBA Fill Station Inspections CL+5 GC 34090; CCP 340.5 Inspection by an outside company with resulting certificate of compliance. CITY OF UKIAH RECORDS RETENTION GUIDELINES 800 - FIRE 806 - FIRE SUPPRESSION AND EQUIPMENT, Continued 806.04 Hose Testing Records CU+2 GC 34090 State of California Guidelines; Current year plus 2 years for equipment and gear logs. Inclue test date, date previously tested. 806.05 Hydrant Maintenance Inventories AR+2 GC 34090 Maintenance, documents used to locate fire hydrants and to verify annual inspections which document they are functioning properly. They include location, notations and dates of annual inspections, indicating physical characteristics, operation, flow check, pressure, and leakage. 806.06 Ladder Testing CU+2 GC 34090 Testing for equipment and gear logs. 806.07 Personal Protective Equipment Inspections CU+5 GC 34090; 2CCP 340.5; 3 8 CCP; 3203(b)(1); CCP 340.8 Healthcare providers; 3 years after occurrence or 1 year after the patient discovers the injury, whichever comes first; 2 Injury & Illness Prevention Program inspection records, maintain at least 1 year. Administrative Descision: Possibility of defending an equitable indemnity claim up to 5 years; 3 Exposure to substances; 2 years after exposure, or 2 years after patient discovers injury, whichever is later. 806.08 Pump Test Records AR+2 GC 34090 Results of tests conducted on pumping equipOment. These annual tests are used to certify pumping capabilities and to check equipment for stability and endurance. They include apparatus number, date tested, station number, where tested, manufacturer's name and number, test results, time taken, and remarks. 806.09 SCBA Fit & Flow Test P 8 CCR 3203 State of California Guidelines; S+2 for training materials.; Individual training information maintained by employee is retained for T+2, per State of California Guidelines; Administrative Decision: Permanent for long term potential medical issues and varying retention periods of the citations. 806.10 Supervised Fire Drill Reports CU+2 Monthly report forms are completed on all supervised school and hospital fire drills. They are used to verify fire drills were held and to compile annual reports. They include drill number, date, school or hospital name, grad, fire fighters present, number of studends involved, and signature of chief or supervisor. 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 800 - FIRE 807 - GRANTS 807.01 Grants T+5 24 CFR 570.502(b)(3); 241 CFR 85.42 OMB Cir. A- 110, Attach c;* Project files, applications, contracts, proposals, statements, reports, sub - recipient documents, applications, inventory, consolidated plan, etc. Includes Section 108 loan guarantee OMB Cir. A-102 & 128, HUD regulations 807.02 Federal and State T+5 GC 34090 Refer to Grant application close-out procedure 807.03 Financial Reports Refer to Grant application close-out procedure 807.04 Unsuccessful CL+2 GC 34090 Applications not awarded/funded 808 •,HAZARDOUS WAS1E DISPOSAL 808.01 Hazardous Waste Disposal CU+10 CAL OSHA; 40 CFR 122.21 Documentation regarding handling and disposal of hazardous waste 808.02 Permits, Hazardous Materials Storage, Confined space entry permits (OSHA) CU+2 GC34090 Departments consistantly recommend permanent retention of environmentally sensitive materials 808.03 Programs, Houshold Hazardous Waste S+2 GC34090 808.04 Training Materials S+2 GC34090 Manuals, materials, etc. 809 - HUMAN RESOURCES 809.01 Benefit Plan Claims 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 incl. dependent care and emaployee assistance. *29 CFR 1637.3; 29 USC 1027; 29 CFR 1627.3; 29 USC 1113 809.02 Employee Rights - General Employees T+2 GC 12946; 29 CFR 1602; 29 USC 211(e); 203(m);207(g) May include Arbitration, grievances, union requests, sexual harassment and Civil Rights, complaints, disciplinary actions. 809.03 Motor Vehicle Pulls (DMV) CL+7 GC12946, * CA 91009; 8 USC 1324 (a) 809.04 Negotiation P 29 USC Sections 211(c), 203(m), 207(g). Notes, notebooks, correspondence, contracts, & Memorandums of Agreements 809.05 Non -Safety Employees T+3 29 CFR 1627.3; CCR Sec 1174; 29 CFR 1602.30.32; GC6250 et seq; 29 CFR; GC12946, 34090* 1607.4; 29 CFR 655.202; 29 CFR 516.6 et seq; 45 CFR 1068.6( a) Release Authorizations; Certifications Reassignments; outside employment; commendations, disciplinary actions; terminations; Oaths of Office; evaluations -pre employee medicals; fingerprints; ID Cards. 809.06 Personnel Records -Volunteer 1 Yr. EEOC, ADEA All personnel or employment records. If he/she is Involuntarily terminated, records must be retained for one year from the date of termination. CITY OF UKIAH RECORDS RETENTION GUIDELINES 800 - FIRE 809 - HUMAN RESOURCES, Continued 809.07 Personnel Records (copies) CU+2 GC34090; GC6250 Attendance; evaluations; drafts; worksheets; postings 809.08 Personnel Time Sheets AU+6 GC34090; 29CFR 516.2* Signed by employee for audit & FEMA Reports. 809.09 Personnel PERS Deduction Reports T+4 GC 34090; 22 CCR 1085-2 Record of deductions (PERS Public Employee Retirement System) 26CFR 31.6001-1; 29 CFR 516.5, 515.6, LC 1174(d) 809.10 Personnel, PERS, SSI P 29 CFR 1627.3(2); GC 12946, 34090 EEOC/ADEA 809.11 Recruitment CL+3 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 809.12 Reports CU+2 GC34090 Employee statistics, benefit activity; liability loss 809.13 Safety Employees T+5 Reference: 29 CFR 16273; CCR Sec 1174; 29 CFR 1607.4; 29 CFR 1602.30. 32; 29 CFR 655.202; 29 CFR 516.6 et seq; 45 CFR 1068.6( a) Police, fire, may include; Release Authorizations; Certifications Reassignments; outside employment; commendations, disciplinary actions; terminations; Oaths of Office; evaluations -pre employee medicals 809.14 Training Records Non -Safety CU+7 GC6250 et seq; OMB A-129 29 CFR 1602.30; 32; Lab Rel Sec 1174* Employee applications, volunteer program training, class training materials, internships 810 - LEGAL LEGISLATIVE 810.01 Agendas and Agenda Reports CU+2 GC 34090 State of California Guidelines; Maintain for the Current Year plus 2 years 810.02 Case Records P GC 6254; 42USCs 1983 Signicicant cases which have importance/or set legal precedence; includes logs, complaints, police reports, court orders, motions, notes, briefs, closing statements, (unless minors - 3 years after attaining 18) 810.03 Contracts and Agreements P CCP 337.2, 343; B& P 7042.5; PU7685; 48CFR:2; GC53066 Construction GC 37090a; 4004; H&S 19850 Includes agreements between cities, Fire Departmens, equipment leases, services or supplies 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 800 - FIRE 810 - LEGAULEGISLATIVE, Continued 810.04 Correspondence CU+2 GC34090d Working documentation 810.05 Deeds & Promissory Notes P GC 34090a; GC 6254 810.06 Historical P Biographies, District Seal, Commendations 810.07 Inventory, Fixed Assests AU+4 GC34090; 26 CFR 301 65- 1(F) Reflects purchase date, cost, account number 810.08 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. 810.09 Lease Agreements P Ukiah Conference Center, and all other City properties. 810.10 Legal Advertising CU+4 CCP343, 349, et seq; GC911.2; GC34090 Includes public notices, legal publications. 810.11 Minutes P GC34090(d); GC36814, GC40801 Official Minutes and hearing preceedings of governing body or board, commission or committee. Maintain record of proceedings. 810.12 MOU P GC 34090 810.13 Municipal Code P GC 34090 Supplements included 810.14 Notices, Meeting CU+2 GC 34090.7, 54960.1(c) (1) Special Meetings 810.15 Ordinances P GC 34090(d); 40806 Municipal Code 810.16 Petitions - submitted to Board CU+1 GC 50115; GC 6253 Submitted to legislative bodies 810.17 Policy: Board Proclamations/Directives S+2 GC 34090 Policies, directives rendered by Board not assigned a resolution or ordinance number 810.18 Policies and Procedures, Departmental S+5 GC34090 (d) Retain while current 810.19 Public Records Requests CL+2 GC34090 810.20 Records Management CL+2 GC 34090 Document includes retrieval, transfers inactive 810.21 Records Management Disposition Certification P GC 34090 Documentation of final disposition or records 810.22 Records Retention Schedules S+4 CCP 343 810.23 Resolutions P GC 34090(d); 40801 Legislative Actions 810.24 Salary Records T+3 GC 34090; 29 CFR 516.2 Deduction authorization, beneficiary designations, unemployement claims, garnishments. 810.25 Surplus Property Auction AU+2 GC34090 Listing of Property 810.26 Surplus Property Disposal AU+4 GC34090; CCP 337 Sealed Bid sales of equipment 810.27 Tapes, AudioNideo CU+3 mos GC 34090.7, 54960.1 (c)(1) When used for minute preparations and may have historical value 810.28 Texts/emails 30 days PRA 810.29 Travel Records CU+2 GC34090 receipts, mileage, & rentals 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 800 - FIRE 810 - LEGAL/LEGISLATIVE, Continued 810.31 Vehicle Ownership & Title L VC 9900 et seq. Title transfers when vehicle sold. New owner keeps Vehicle Ownership info. 811 - PERSONNEL / MEDICAL 811.01 Exposure - Sampling results T+30 29 CFR 1910.1020 Sampling results; collections methodology, background 811.02 Exposure - Laboratory T+1 29 CFR 1910.1020 Laboratory reports and worksheets 811.03 Medical - Injury T+30 29 CFR 1910.1020 Serious Medical Injury Case File for WC 811.04 Medical - Employees T+2 29 CFR 1910.1020 GC34090* Employees less than one year 811.05 Workplace Injury or Illness CU+5 29 CFR 1904.5, GC34090; Injury report, not filed with Workman's Comp. 812-PROPERTY/ASSETS 812.01 Apparatus/Vehicle CU+2 GC 34090 Repair and Maintenance *8 Cal Code Reg. 3203(b)(1) 812.02 Inventory, Equipment & Supplies CU+2 GC 34090 812.03 Logs, Fire Equipment/Gear Fire Helmets CU+2 GC 34090 Total of 5 years 813 - RISK MANAGEMENT 813.01 Accident Reports - copies and regarding City/District Assests CL+7 29 CFR 1904.2; 29; CFR 1904.6 Memos and working documents, reports and related records. 813.02 Claims, Damage CL+5 GC 34090; GC 25105.5 Paid/Denied; Includes photographs, negatives, film, etc. 813.03 Injury and Illness of employee CL+5 GC 34090; 29CFR 1904.4; OMB 1220- 0029 Records must be maintained at the worksite for at least five years. (Non - Serious). WC not filed. Minor injuries requiring first aid only do not need to be recorded. If WC filed, refer to Workman's Comp. rule. 813.04 Insurance - MOU's CL+7 GC 34090 Liability Insurance/MOU's, Agreements/Agendas 813.05 Insurance - Certificates and Policies P GC 34090 Insurance certificates filed separately from contracts, includes insurance filed by licencees. 814 - TRAINING 814.01 General Information CU+2, AR GC 34090 Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group. 814.02 EMT-I/EMT-Basic Certification & Paramedic License Cards T+2 GC 34090 Certification records and continued education records to validate requirements. Maintained in personnel file. 814.03 Lesson Plans CU+7 GC 34090; GC 12946; 29 CFR 1627.3(b); GC 6250; PRA State of California Guidelines; Current year plus 7 years for non - safety training records. Current year plus 2 years for certificates and designations training. 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 800 - FIRE 814 - TRAINING, Continued 814.04 Instructors Guides S+7 GC 34090; 29 CFR 1627.3(b); GC 12946; C 6250; PRA Support the training session and/or lession plans 814.05 Training Academy Class Files T+2 GC 34090 Filed by employee. Proof of attendance and apprentiship. 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 900 -HUMAN RESOURCES/RISK MANAGEMENT Retention Statutory Notes Title Period Reference subject to change) 901 - ADMINISTRATION 901.01 General Subject Files - HR / Risk Mgt. CU + 3 GC34090(d) Internal working files including correspondence for projects 901.02 Classifications and Appointments P GC 34090; GC 12946; 29 CFR 516.6 (2); 29 CFR 1602.4 Includes supplemental Personnel records. Wage rate tables 2 years. 901.03 Correspondence CU + 3 GC34090(d) If not attached to agreement or project file 902.01 Benefit Plans P GC 6250 et seq; OMB A- 129 29 CFR 1603.30; 32; Lab Rel Sec 1174; 29 CFR 1637.3; 29 USC 1027; 29 CFR 1627.3; 29 USC 113 May include dental disability, education, health, life and vision including dependent care and Employee Assistance 902.02 Bond, Personnel fidelity T + 2 GC 34090 Employee fidelity Bonds 902.03 Employee Handbook S + 2 GC 34090 General Employee information including benefit plans 902.04 Employee Programs CL +2 GC 34090; GC 12946 Includes EAP and Recognitions 902.05 Employee Rights - General Employees T + 2 GC 12935; 29 CFR 1602; 29 USC 211(e); 203(m); 207(g) May include Arbitration, grievances, union requests, sexual harassment and Civic rights, complaints, disciplinary actions 902.06 Employee Rights - Safety (Police) T + 2 GC 34090 May include Arbitration, grievances, union requests, sexual harassment and Civic rights, complaints, disciplinary actions 902.07 Fingerprint - Application Files T + 2 GC 34090 Paperwork authorizing fingerprinting and background checks for city employement applicants 902.08 Hourly Employees T + 6 GC 12946; GC 34090; 29 CFR 1627.3, Labor Relations Section 1174 902.09 1-9 Date of hire 3, or 1 yr after employment ends I -9s 902.10 Insurance - Workers Compensation P GC 6410; 29 CFR 1910.20 Indemnity; PERS - working files - originals with Administrator 34 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 900 -HUMAN RESOURCES/RISK MANAGEMENT Retention Statutory Notes Title Period Reference subject to change) 902 - HUMAN RESOURCES, Continued 902.11 Medical Leave CL + 30 FMLA 1993 US OSHA; 20 CFR; 29 CFR 1602.30.32; 49 CFR 193-9 May include fmaily leave; certifications; tests 902.12 Motor Vehicle Pulls (DMV) CL + 7 GC 12946; CA 91009; 8 USC 1324(a) 902.13 Negotiation P 29 USC Sections 211(c), 203(m), 207(g) Notes, notebooks, correspondence, contracts, and Memorandums of Agreements 902.14 Non -Safety Employees T + 3 29 CFR 1627.3; CCR 1174; 29 CFR 1602.30.32; GC 6250 et seq; 29 CFR; GC 12946, 34090; 1607.4; 29 CFR 655.202; 29 CFR 516.6 et seq; 45 CFR 1068.6(a) 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) 902.15 Personnel Records (Supervisors) CU + 2 GC 34090; GC 6250 Attendence; evaluations; drafts; worksheets; postings 902.16 PERS, Social Security, SSI P 29 CFR 1627.3(2); GC 12946, 34090 EEOC/ADEA 902.17 Recruitment CL + 10 GC 12946; GC 6250 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 902.18 Reports CU + 2 GC 34090 Employee statistics, benefit activity; liabilitiy loss 902.19 Safety Employees T + 5 29 CFR 16273; Labor 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 902.20 Surveys and Studies CU + 2 GC 12946, 34090; 29 CFR 516.6(2); 29 Includes classification, wage rates 902.21 Training Records - Non -Safety CU + 7 GC 3250 et seq Employee applications, volunteer program training, class training materials, internships 902.22 Training Records - Personnel (by name) T + 7 GC 34090 Paperwork documenting officers' internal and external training 902.23 Training Records - Safety CU + 2 GC 34090 Certifications/designations 902.24 Vehicle Mileage Reimbursement Rates S + 2 GC 34090 Annual mileage reimbursement rates - Authorized by City Council 35 CITY OF UKIAH RECORDS RETENTION GUIDELINES 900 -HUMAN RESOURCES/RISK MANAGEMENT Retention Statutory Notes Title Period Reference subject to change) 902.25 Workers Compensation P CCR 14311; 15411.2 Calif. Labor Code 110 Claim files, reports, incidents working files) originals filed with Administrator 139.6 903 - RISK MANAGEMENT 903.01 Accident Reports - Copies and regarding City assets CL + 7 29 CFR 1904.2; 29; CFR1904.6 Memos and working documents, reports and related records 903.02 Bonds, Insurance P CCP 337.2; 343 Bonds and insurance policies insuring City property and other assets 903.03 Claims, Damage CL + 5 GC 34090; GC Paid/Denied; Includes photographs, 25105.5 negatives, film, etc. 903.04 Incident Reports CL + 7 29 CFR 1904.2; Theft, arson, vandalism, property 29 CFR 1904.6 damage, or similar occuranence excluding fire/law enforcement) 903.05 Insurance, ACCELJT Powers Agreement CL + 7 GC 34090 Authority California Cities Excess Liability Insurance_ -B Accreditation / MOU's / agreement / agendas 903.06 Insurance, Certificates and Policies P GC 34090 Insurance certificates filed separately from contracts, includes insurance filed by licencees, REMIF insurance documents 903.07 Insurance, Liability and Property P GC 34090 May include liability, property, Certificates of Participation, deferred, use of facilities 903.08 Risk Management Reports CL + 5 OMB 1220- Federal OSHA Forms, Loss Analysis 0029; 29 Report; Safety Reports; Actuarial CFR1904.4; Studies GC 34090 36 CITY OF UKIAH RECORDS RETENTION GUIDELINES 1000 - POLICE Retention Statutory Title Reference Notes Period subject to change) 4.—..k._ TRA,TIION.. 1001.01 General Subject Files - Police 1001.02 Accounting/Cash Reconciliations CU + 2 GC 34090 1001.03 Alarm Records CU + 2 GC 34090 1001.04 Claim Files CL + 6 PC 832.5 Claim copy, correspondence, photographs, supporting relative to incidents involving the Police Department filed by citizens 1001.05 Correspondence CU + 2 GC 34090.d Working documentation if not attached to agreement or project file 1001.06 Department Manual S Changes to manual are recorded in General Orders (permanent) 1001.07 Equipment - Communication T + 2 GC 34090 Retained until two years after termination of equipment use 2 years after; manuals, instructions, procedures 1001.08 Equipment - Inventory S + 2 GC 34090 Listing of equitment assigned to division, to whom it is assi•ned 1001.09 Reports - Activity CU + 2 GC 34090 Weekly/monthly/quarterly/annual activity/statistical reports by division. Retain only one form for retention period 1001.10 Reports - Survey Response Files CU + 2 GC 34090 Surveys, responses, correspondence with other agencies requesting statistical data CL + 2 GC 34090.d1002.01 Abandoned Vehicles 1002. 02 Case Files CL + 2 GC 34090.d Vehicle abatement, citations 1002. 03 Lo•s CU + 2 GC 34090.d Lien recove , citations, com•laints 1002. 04 Re•uations S + 2 GC 34090.d Includes rules 1002. 05 Reports, Federal and State P GC 34090.a Code enforcement statistics; may contain records affecting title to real propert or liens thereon 1003 - INVESTIGATIONS PC 832.5, EVC 1045, GC 12946, PC 801.5, 803(c) VC 2547 Initiated internally; includes complaint, reports, findings 1003.01 Administrative/Internal CL + 2 1003.02 Citizen Complaints CL + 5 PC 832.5, EVC 1045, GC 12946, PC 801.5, 803(c) VC 2547 Initiated by citizens complaints; includes complaint, reports, findings 1003.03 Arrest/Conviction H&S Section 11357(b),(c),(d),(e) or H&S Section 11360(b) violations (Occurring after January 1, 1996) 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 37 CITY OF UKIAH RECORDS RETENTION GUIDELINES 1000 - POLICE Retention Statutory Title Reference Notes Period subject to change) 1003 - INVESTIGATIONS, Continued 1003.04 Arrest/Conviction H&S Section 11357(b),(c),(d),(e) or H&S Section 11360(b) violations (Occurring after 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 January 1, 1996, for violations of H&S Code 11357, 11364, 11365 and 11550 1003.05 Asset Forfeiture - Investigations/Proceedings CL + 2 GC 34090 1003.06 Asset Forfeiture - Case Files CU + 2 GC 34090 1003.07 Notifications CU + 2 GC 34090 To legal property owner prior to case 1003. 08 Case Books, investigative CL + 2 GC 34090 Retained by division until a case is suspended/closed; transfer to Records Division to be filed with associated Daily Report (DR) file 1003.09 Case Files - Homicide, Investigator's File P PC 799 1003.10 Case Files - Narcotics - No arrest, Narcotics Cases CL + 2 GC 34090 1003.11 Officer Involved Shootings CL + 25 GC 34090 1003.12 Court - Daily Schedule CU + 1 GC 34090.7 Printouts of daily court scheduling, subpoenas 1003.13 Court - Sign -in Logs CU + 2 GC 34090 Logs officers' names, time in/out for court appearances 1003.14 Court - Tracking System Records CU + 2 GC 34090 Database records subpoena number, officer name, case number, defendant name, district attorney name, court information disposition 1003.15 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 prosecutino 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 1003.16 Crime - Misdemeanor/Infractions CL + 7 GC 34090 No arrests, identifiable property or 1003.17 Crime - Supplemental, Felony Capital Crimes, Crimes Punishable by Death, Life Imprisonment P PC 799 No statutory limitation for prosecution. Includes murder, kidnapping for ransom, treason, proccuring 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 1003.18 Destruction - Guns, Narcotics P 1003.19 Disposition of Arrest/Court Action Retention determined by action taken: 1003.20 Evidence, Disposition Forms Attach to duplicate Property Report, file with DR in Recrds Division 1003.21 Fingerprint Application Files T + 2 GC 34090 Paperwork authorizing fingerprinting for business licenses and taxi service 38 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 1000 - POLICE Retention Statutory Title Period Reference Notes subject to change) 1003 -INVESTIGATIONS, Continued 1003.22 Fingerprint Inked/Palm Cards AC + 20 Persons booked into detention facility; (Copies distrbuted to county, state, federal agencies) 1003.23 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 1003.24 Records Suspect, Adult/Juvenile CL Law Enforcement Management guide by POST Adults/juveniles suspected of a crime, taken for comparison. Destroy after original purpose achieved 1003.25 Guns, Dealers Record of Sale CU + 6 PC 12070 Applicants, Monthly Gun Audits, applications denied, stolen (DOJ File) 1003.26 Licenses/permits - Bicycle CU + 2 GC 34090 1003.27 Licenses/permits - Taxi, Auto for Hire T + 4 GC 34090 License, permits for taxicabs, shuttles, etc... 1003.28 Licenses/permits - Duplicate (Pink) Secondhand Dealer, Pawn Brokers CU + 3 GC 34090 Original to licensee, Blue duplicate to DOJ; Pink duplicate retained by agency; renewals issued annually by local agency; includes permits 1003.29 Logs - Auto Theft S 1003.30 Logs - Case Assignment CU + 1 1003.31 Logs - Daily Activity CU + 2 GC 34090 1003.32 Logs - Officer CU + 2 GC 34090 Daily activity of incidents not reported by use of offical report 1003.33 Logs - Report Summary CU + 2 GC 34090 Report numbers, type, names, dates retained for research value 1003.34 Logs - Investigative (Pre -Arrest) CL + 10 GC 34090 Retained by division until cases are suspended and closed 1003.35 Logs - Juvenile Detention CU + 2 GC 34090 Logs document juvenile processing per CYA 1003.36 Logs - Property Control CU + 2 GC 34090 Lost items coming into and going out of property room 1003.37 Logs - Rap Sheet CL + 2 GC 34090 Requests for criminal history 1003.38 Logs - Subpoena CU + 2 GC 34090 Subpoenas received/served daily on Police Department employees 1003.39 Non -Criminal Occurrences CU + 7 GC 34090 Injured or sick persons; missing persons where person has been erturned; traffic collision reports not used as the basis for criminal charges 1003.40 Pawn Slips/Tickets CU + 3 B & P 21628 Copies from pawn shops 1003.41 Photographs Crime Scene, registrant/applicant, photo file, accident. Retain according to practical and functional association 1003.42 Photographs - Daily Report (Negatives) T GC 34090 Assigned DR number, retained as form of evidence, destroyed at same time evidence for associated case is destroyed 1003.43 Photographs - Inmates (Negatives) CU + 20 By prisoner number 39 CITY OF UKIAH RECORDS RETENTION GUIDELINES 1000 - POLICE Retention Title Period Statutory Reference subject to change) Notes 1003 - INVESTIGATIONS, Continued 1003.44 Property Original Until case is adjudicated/ disposition determined Copy retained in records case file; refer to managing property in law enforcement agencies (by POST) 1003.45 Range Inventory S + 2 GC 34090 Reports of inventories of weapons and ammunition held by department range. 1003.46 Registration Files, Arson, Sex and Narcotics Life of registrant within jurisdiction Fingerprint card, photo, information also forwarded to DOJ 1003.47 Reports CU + 2 GC 34090 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 1003.48 Sealed Adult Found Factually Innocent Mandatory destruction upon and pursuant to Court Order General provision: Upon petition, records of agency must be sealed and destroyed in accordance with the provisions set by court record, exceptions 1003.49 Juvenile Mandatory destruction upon and pursuant to Court Order Upon peition, 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 1003.50 Tapes - Audio, Telephone and Radio Communications CU + 180 days GC 34090.6 Exception: recordins 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 1003.51 Use of Force Supervisory Review Files CU + 2 GC 34090 Includes review forms, arrest report copies, logs 1004 - PATROL 1004.01 Citations - 11357(e), Juvenile CL + 2 H&S 11361.5 ' 1004. 02 Citations - 11357b H&S, 11357c H&S, 11360b H&S Violations CL + 2 H&S 11361.5, CA Admin. Code, Chapter 1, Title II, Sec. 708 1004. 03 Citations - Cite and Release CL + 2 GC 34090 1004. 04 Citations - California Vehicle Code Infractions (Duplicates) CU + 90 days GC 34090 Original is forwarded to court 1004.05 Citations - Parking/Traffic, Duplicates CU + 2 GC 34090.7 Originals are forwarded to court after agency processing; includes citations electronically created 40 CITY OF UKIAH RECORDS RETENTION GUIDELINES 1000 - POLICE Retention Statutory Title Reference Notes Period subject to change) 1004 - PATROL, Continued 1004.06 Citations - Transmittals CU + 2 GC 34090 Listing of citations forwarded to court, filed for reference 1004.07 Equipment - Radio Logs (Communication) CU + 2 GC 34090 Document problems, malfunctions, resolution to provide equipment performance history 1004.08 General Orders P 1004.09 Radar Calibration Records T + 2 Documentation of radar instruments retained during use/ownership 1004.10 Reports - Accident CL + 2 GC 34090 Non -Jury 1004.11 Traffic Colllision Fatalities P 1004.12 Vehicle - Assignment Reports S Record of assignments 1004.13 Vehicle - Down Reports CU + 1 Printouts reporting which vehicles are down for repair, maintenance, etc. 1004.14 Vehicle - Repossessions/Private Impounds CU + 2 GC 34090 1004.15 Vehicle - Service Schedules S GC 34090 1004.16 Vests, Bulletproof Letters CU + 2 GC 34090 Authorization to purchase 1004.17 Weapons, Database P Departmentally -owned weapons, personal weapons, alternate weapons, secondary handguns, produces inventory reports 1005 - SERVICES 1005.01 Grievance Files CL + 2 GC 34090 Grievance filed by employees, supporting documentation 1005.02 Investigations - Background CL + 2 GC 34090 Non -hired 1005.03 Investigations - Background Hired P Include original reports re: PC 832.5 investigations 1005.04 Parades & Special Events File CL + 2 GC 34090 Reports, memos, correspondence, scripts, supplier information, assignments, deployments, supporting documentation 1005.05 Permits - Alcoholic Beverage Control License L + 2 GC 34090 1005.06 Permits - Concealed Weapons CL + 2 GC 34090 1005.07 Photographs - Personnel S + 2 GC 34090 1005.08 Press Releases CU + 2 GC 34090 1005.09 Press, Video Programs (Community Relations) CU + 2 GC 34090 Collection of videos of programs and events, outside press coverage of department 1005.10 Property Files CU + 2 GC 34090 Original reports and supplemental documentation (Lost, found, safekeeping) 1005.11 Property, Pawn Broker/Secondhand CU + 2 GC 34090 Sales slips. Dealer required to file duplicate with agency 1005.12 Reports - Dealer of Gun Sales, Duplicate CU + 6 mos. GC 34090.7 Original maintained by DOJ. Dealer required to file duplicate with agency 1005.13 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, 649.9, 12028.5, 13700 and Family Code Sections 6380-6383 are fulfilled and effective date of restraining order has expired 1005.14 Rosters (Divisional) S + 2 GC 34090 Personnel assigned to division 1005.15 Schedules - Day CU + 2 GC 34090 Schedules of Officers on duty 41 CITY OF UKIAH RECORDS RETENTION GUIDELINES 1000 - POLICE Retention Statutory Title Reference Notes Period subject to change) 1005 - SERVICES, Continued 1005.16 Schedules - Watch Assignment/Timekeeping Records CU + 2 GC 34090 1005.17 Speaker Requests CU + 2 GC 34090 Community and business requests for public appearances, speakers 1005.18 Training - Bulletins P GC 34090 1005.19 Training - Event Files CU + 2 GC 34090 Correspondence, brochures, promotional materials , information on speakers, guests, supporting documents 1005.20 Training - Lesson Plans, Range CL + 15 GC 34090 Scope, content, time period of courses 1005.21 Training Personnel (by name) T + 7 GC 34090 Paperwork documenting officers' internal and external training 1005.22 Training schedules, Range CU + 2 GC 34090 Daily, weekly, monthly schedules of training events at range 1005.23 Volunteer Card Files T + 2 GC 34090 Volunteers identification, contact information 42 1 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 1100 - PUBLIC WORKS Retention Statutory Title Reference Notes Period subject to change) 1101 - ADMINISTRATION 1101.01 General Subject Files - Public Works 1101.02 Benchmark Data P GC 34090d Horizontal, vertical & control 1101.03 Correspondence CU + 2 GC 34090d Working documentation if not attached to agreement or project file 1101.04 Grants - Community Development Block Grant and Urban Development (CDBG) CL + 5 GC 34090; 24 CFR 570. 502 24 CFR 85.42; OMB Cir. A- 102, A-110, A- 128 Applications, reports, contracts, supporting documents; Refer to grant application close-out procedures. Grants can be superceded by individual grant retention guide 1101.05 Licenses/Permits P Encroachment Permits, etc... 1101.06 Maps & Plans P 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... 1101.07 Permits P GC 34090a; H&S 19850; 4003; 4004 Encroachment Permits 1101.08 Permits, Construction P GC 34090a; H&S 19850; 4003; 4004 Plans, building, signs, grading, encroachment, including blueprints and specifications 1101.09 Projects, Not Completed or Denied CL + 2 GC 34090d Building, engineering, planning 1101.10 Studies, Special Projects & Area CL + 2 Engineering, joint powers, noise, 1101.11 Surveys P Recording data and maps 4"+o-. .., n .. 1102.01 Capital Improvement Projects Y' ' §` CL + 10 l n.i;:> CC 337.15 P{ . Sl^nF-*te 2V:4.. ,nrM1 Supporting documents including bidders list, specifications, reports, plans, work orders, schedules, etc... 1102. 02 Congestion Management CU + 2 GC 34090d Ride sharing, trip reduction 1102.03 Construction Tracking, Daily P CC 337.15 Assesses value of real property 1102. 04 Drawings, Traffic Control Plan P GC 34090a Signs, signing & striping, road construction 1102. 05 Flood Control CL + 2 GC 34090d Storm drains 1102.06 Soil CL + 2 GC 34090d Analysis, construction 1102.07 Soil Reports P GC 34090d Final Reports 1102.08 Special Districts P GC 34090a Suporting documents regarding improvement, lighting, underground utility; bonds, taxes & construction 1101.09 Traffic Signals CL + 2 GC 34090d Counts, collisions, accidents i... -j- _.., ._L'..t.`5-«-b#.!;.--.. '«a t!-t:t;. ^.` ec,• rtK.. .i,.,L ns• 4'h" :k w-. 9.w... CU + 7 k. ' h.,:a . .. CCP 338(K); GC 34090 y 4,. '.;.., w 'r_, .;F.krS Y..+• Participants/voucher logs, Total Daily Mileage (TDM) survey; various local authorities; commute alternative 1103.01 Air Quality (AQMD) 1103.02 California Environmental Quality Act CEQA) P GC 34090a, and CEQA Guidelines Exemptions, environmental impact report, mitigation monitoring, negatie declaration, notices of completion and determination, comments, statements of overriding considerations 43 CITY OF UKIAH RECORDS RETENTION GUIDELINES 1100 - PUBLIC WORKS Retention Statutory Title Reference Notes Period subject to change) 1104 - GARAGE 1104.01 Inventory, Equipment Parts and Supplies L + 2 Includes vehicles and related documents regarding repairs 1104.02 Inventory, Vehicle Ownership and Title L + 2 Owner's manual, warranty documents, Department of Motor Vehicles title and registration, related docuemtns 1104.03 Licenses, Permits CU + 2 Forms, related documentation regarding licenses and permits required by federal and state agencies 1104.04 Maintenance/Operations-Garage L + 2 GC 34090 Related to requests for service and work orders for fuel, vehicle and equipment maintenance and repairs 1104.05 Vehicle Assignment CU + 2 GC 34090 Log books, request forms, lists 1105 - HAZARDOUS MATERIALS 1105.01 Hazardous Waste Disposal CU + 10 CAL OSHA; 40 CFR 122.21 Documentation regarding the handling and disposal of hazardous waste 1105.02 Underground Storage Tank - Compliance P GC 34090a Documetns regarding storage 1105.03 Underground Storage Tank - Maintenance Operation CU + 2 GC 34090 Location, installation, removal, remediation 1106 - PROPERTY 1106.01 Appraisals SL + 2 GC 34090; GC 6254(h) Exempt until final acquisition or contract agreement obtained 1106.02 Deeds & Promissory Notes P GC 34090a; 24 CRF 570. 502(6)(3); 24 CRF 8.42 & OMB Circ. SA - 110 1106.03 Lot Split Cases P GC 34090 1106.04 Maps, City Boundary P GC 34090d Recorded maps, surveys, monuments 1106.05 Railroad Right-of-way CL + 3 36 CFR 64.11 Land acquisitions, correspondence, improvements, statutory records 1107 - REPORTS 1107.01 Studies CL + 2 GC 34090 1108 - SERVICES 1108.01 Parades & Special Events File CL + 2 GC 34090 Reports, memos, correspondence, scripts, supplier information, assignments, deployments, supporting documentation 1109 - SOLID WASTE/LANDFILL 1109.01 Collections/Landfill CU + 2 GC 34090 Daily records, usage 1109.02 Facilities CU + 2 GC 34090 Correspondence, maps, patron list 1109.03 History, Sanitation P GC 34090 Where City -owned 1109.04 Recycling Programs S + 2 GC 34090 1109.05 Tonnage - Landfill CU + 2 GC 34090 1110 - STREETS/ALLEYS 1110.01 Abandonments/Vacations P GC 34090 Relingquishment of rights and fee title 1110.02 Closures P GC 34090 1110.03 Easements, Dedications, Rights -of -Way P GC 34090 1110.04 Field Books P GC 34090 1110.05 Grants: Federal & State CL + 5 OR S GC 34090 Refer to grant application close-out procedure 44 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 1100 - PUBLIC WORKS Retention Statutory Title Reference Notes Period subject to change) 1110 - STREETS/ALLEYS, Continued 1110. 06 Intersection Records CU + 2 GC 34090 Includes correspondence, volume counts, accident history 1110.07 Inventory, Traffic Control Device S + 2 GC 34090 Signs, lights 1110.08 Landscaping CU + 2 GC 34090 Plants, tree maintenance, work orders 1110. 09 Maintenance/Operations-Streets/Alleys CU + 2 GC 34090 Includes work orders, inspection, repairs, cleaning, reports, complaints, signals, striping 1110.10 Maps P GC 34090 Fire hydrants, lighting districts, wheel chair ramps, storm drains, streets, sidewalks, sewers 1110.11 Master Plans CU + 2 GC 34090 Copies 1110.12 Oversize Load CL + 2 GC 34090 1110.13 Parking - Lots CU + 2 GC 34090 1110.14 Parking - Regulations S + 2 GC 34090 1110.15 Reports/Studies CL + 2 GC 34090 1110.16 Permits - Encroachment P GC 34090 1110.17 Permits - Improvement CL + 2 GC 34090 1110.18 Permits - Parking CL + 2 GC 34090 1110.19 Permits - Paving CL + 2 GC 34090 1110.20 Permits - Use (Temporary) CL + 2 GC 34090 Includes Special Events 1110.21 Photographs S + 2 GC 34090 Includes aerials 1110.22 Plans, Capital Improvement, Projects P GC 34090 Streets, curbs, gutters, sidewalks, storm drains 1110.23 Procedures - Naming and Numbering P GC 34090 1110.24 Procedures - Speed Limits S + 2 GC 34090 1110.25 Programs - Federal Aid Urban CL + 3 23 CFR 633(a) c) 1110.26 Programs - Traffic Safety S + 2 GC 34090 Drivers education, pedestrian safety, bycycle lanes 1110.27 Reports - Bridges & Overpasses L + 2 GC 34090 Life of structure 1110.28 Reports - Inspection CU + 2 GC 34090 Includes intersection, sidewalks. Bridges and overpasses, keep life of 1110.29 Studies CL + 2 GC 34090 Traffic volume, accident history, 1110.30 Studies - Traffic Count CL + 2 GC 34090 Evaluation of traffic volume 1110.31 Studies - Vehicle Accident CL + 2 GC 34090 1110.32 Routes, School Bus & Truck S + 2 GC 34090 Truck routes, access ramps, rest areas 1110.33 Signage L + 2 GC 34090 Log books, index register cards, inventory lists, records of traffic signs 1110.34 Traffic Signals L Logs, drawings, wiring diagrams, codes, circuit numbers, installation records, testing and maintenance 1110.35 Weigh Scales S + 2 GC 34090 1111 - WATER 1111.01 Flood Control - Drainage Facilities P GC 34090 Includes dams, lakes, basins, creeks 1111.02 Flood Control - Flood Zones P GC 34090 Includes flood maps 45 CITY OF UKIAH RECORDS RETENTION GUIDELINES 1200 - WATER RESOURCES Retention Statutory Title Period Reference Notes subject to change) 1201 - ADMINISTRATION 1201.01 General Subject Files - Water Resources 1201.02 Correspondence CU + 2 GC 34090d Working documentation if not attached to agreement or project file 1201.03 Maps & Plans P GC 34090a 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... 1201.04 Special Districts P GC 34090a Supporting documents regarding improvement, lighting, underground, utility, bonds. taxes & construction 1202 - SANITATIONISOLID WASTE/WASTEWATER 1202.01 Capacity Project 1202.02 Collections CU + 2 GC 34090 Daily records, usage 1202. 03 ESSU Reports 1202.04 Facilities CU + 2 GC 34090 correspondence, maps, patron list 1202.05 History, Sanitation P GC 34090 Where City-owened 1202.06 Incinerator, Treatment Plant, Sludge CU + 2 40 CFR 60.153 Gas flow through wet scrubbing, oxygen content of exhaust gas, sludge rate, temperatures, fule flow, total solids and volatile solids 1202.07 Maintenance and Operations CU + 2 GC 34090 Includes work orders, inspection, repairs, cleaning reports, complaints 1202.08 NCRWQCB Reports 1202.09 NCRWQCB Violation Notices 1202.10 Recycling Programs CU + 5 14090; 40 CFR 1; Daily operations including sewage flow, grit removal, chlorine usage, lab analysis results, etc... 1202.11 Regulations S + 2 GC 34090 Includes legislation 1202.12 Reports - Studies CL + 2 GC 34090 1202.13 Sewer Statistic Reports 1202.14 Will Serve Letters 1203 - WATER 1203.01 Connection Records P GC 34090 ' Maps, water line connections 1203.02 Flood Control - Drainage Facilities P GC 34090 1203.03 Flood Control - Flood Zones P GC 34090 Includes dams, lakes, basins, creeks 1203.04 Flood Control - Insurance Programs S + 2 GC 34090 Includes flood maps 1203.05 Flood Control - Policies/Procedures S + 2 GC 34090 Includes copies of policies, rules, programs 1203.06 Flood Control - Reports/Studies CL + 2 GC 34090 rules and Reguations 1203.07 Inventory, Equipment CU + 2 GC 34090 1203.08 Locations P GC 34090 Mains, valves, hydrants, wells 1203.09 Maintenance and Operations CU + 2 GC 34090 Includes work orders, inspection, repairs, cleaning, reports, complaints 1203.10 Maintenance and Operations - Service CU + 2 GC 34090 Includes work orders, entry cards, manholes, service to property owners 1203.11 Maintenance and Operations - Well & Pumping CU + 2 GC 34090 Times operations, power used and quantity 1206 - WATER,' Continued 46 1 1 CITY OF UKIAH RECORDS RETENTION GUIDELINES 1200 - WATER RESOURCES Title Retention Period Statutory Reference subject to change) Notes 1203.12 Maps P GC 34090 Line locations; easements 1203.13 Master Plans CU + 2 GC 34090 copies 1203.14 Meter Operations CU + 2 GC 34090 Reader reports, orders, tests, 1203.15 Permits - National Pollutant Discharge Elimination System (NPDES) P 40 CFR 122.28 1203.16 Permits - Others CU + 2 GC 34090 Municipalities of 100,000 or more, compliance with Clean Water Act regarding pollutants 1203.17 Policies and Procedures S + 2 GC 34090 May depend on terms of state or federal agency 1203.18 Rates S + 2 GC 34090 Includes rules and regulations 1203.19 Reclamation CU + 5 40 CFR 122.41 Daily operations including grit removal, chlorine usage, labe analysis relusts, etc... 1203.20 Reports - Conservation CU + 2 GC 34090 1203.21 Reports - Consumer Confidence CU + 2 GC 34090 1203.22 Reports - Consumption CU + 2 GC 34090 1203.23 Reports - Corrosion Control CU + 12 40 CFR 141.91 Compliance documentation 1203.24 Reports - Discharge Monitoring CU + 5 40 CFR 141.91 Average amount of pollution 1203.25 Reports - Drinking Water Corrections CU + 10 40 CFR 141.91 1203.26 Reports - Hydrograph P 40 CFR 141.91 Daily flow of streams 1203.27 Reports - Lead Service Line CU + 12 40 CFR 141.91 Compliance documentation 1203.28 Reports - Public Education CU + 12 40 CFR 141.91 Compliance documentation 1203.29 Reports - Quality Parameters CU + 12 40 CFR 141.91 Compliance documentation 1203.30 Reports - Sanitary Surveys CU + 10 40 CFR 141.91 Statistics, reports, correspondence 1203.31 Reports - Source Water CU + 12 40 CFR 141.91 Compliance documentation, e. g. lead 1203.32 Reports - State Certification CU + 12 40 CFR 141.91 Compliance documentation 1203.33 Reports - Urban Water Management Plans 1203.34 Reports - Variances, Water System CU + 5 40 CFR 141.33 1203. 35 Reports - Well Level CU + 2 GC 34090 May include wells, rivers, lakes, districts 1203. 36 Sources CU + 2 GC 34090 Notes preparatory to maps of water installations 1203.37 Surveyor Field Notes P GC 34090 Statistics, reports, correspondence 1203. 38 Surveys, Water System Sanitary CU + 10 40 CFR 141.33 1203.39 Tests - Bacteriological Analysis CU + 5 40 CFR 141.33 Compliance records include location, date, method and results; corrections, analysis of bacterial content 1203.40 Tests - Chemical Analysis CU + 10 40 CFR 141.33 Compliance records include location, date, method and results; corrections, analysis of chemical content 1203.41 Tests - Quality CU + 12 40 CFR 141.91 Compliance documentation including sampling data, analysis, reports, surveys, documents, evaluation, schedules, valves, etc... 1203.42 Valve Main Records P GC 34090 1203.43 Violations, Drinking Water CU + 3 40 CFR 141.33 Retention applies to each violation 47