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Home My WebLink About96-088 - Approving the Destruction of Records in Accordance TherewithRESOLUTION NO. 96-088 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA ESTABLISHING A RECORDS RETENTION SCHEDULE FOR THE AGENCIES, DEPARTMENTS AND OFFICES OF THE CITY AND APPROVING THE DESTRUCTION OF RECORDS IN ACCORDANCE THEREWITH WHEREAS, except for records less than two years old and certain other records, Government Code section 34090 authorizes the head of a city department to destroy any city record, document,instrument, book or paper under his or her charge, without making a copy thereof, after the same is no longer required, with the approval of the City Council by resolution and the written consent of the City Attorney; and WHEREAS, the City Council desires to establish a retention schedule for records under the control of the executive officers in charge of various city agencies, departments and offices and to approve destruction of records in accordance therewith; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: For purposes of this resolution, the following terms shall have the following meanings: "Department" means an agency, department or office of the administrative staff of the city of Santa Ana. "Department head" means the executive officer in charge of a department. "Original" means the initial production of a record in its final form. It does not include preliminary drafts or subsequent photocopies. In the case of a signed document, the original is the document which was actually signed by the person or persons signing the document. "Public records" are writings in the custody of the City of Santa Aha and containing information relating to the conduct of the business of the City of Santa Ana. "Public record" does not include transitory writings. "Transitory writing" is a writing having no reason for retention after the purpose for which it was created has expired, such as routing slips, notices of meetings or events, writings retained solely for tickler, suspense or follow-up purposes, preliminary work materials, writings which have been superseded by subsequent writings, computer print-outs which are produced solely for temporary purposes, and the like. RESOLUTION 96-088 Page 2 of 3 "Writing" means a document in written or printed form. The purposes of this resolution are as follows: ae To assure that public records are not destroyed while they still serve a useful purpose. Be To avoid the loss of room and shelf space caused by the retention of public records which no longer serve a useful purpose. Ce To provide guidelines to City staff as to when public records may safely be destroyed. To avoid the necessity of requesting City Council approval for each individual case of public records destruction. 3. Scope Ao This Resolution is limited to originals of public records, except as otherwise provided in subsection B of this section. The department heads are authorized to establish rules or schedules for the destruction of copies of public records held within their respective departments which are not originals or copies subject to subsection B of this section. B. Whenever the original of a public record is sent to a location outside the custody of the City (as, for example, correspondence from a City officer or employee to a person outside of the city government), one copy of that record shall be retained by the department sending the record as if it were the original of that record. C. This resolution is also limited to public records which are in the form of writing on paper or microfilm or microfiche. 4. Authorization for destruction of records A. Those exhibits, designated A through M, attached hereto, providing retention schedules for various types of public records, are hereby incorporated by reference herein. Subject to the provision of subsection B of this section, each department head may authorize the destruction of a public record or class of public 301 RESOLUTION 96-088 Page 3 of 3 records which is within the custody of his or her department and which is listed in the exhibits at any time after the time specified for retention of that record in the exhibits has expired. This resolution constitutes the consent of the City Council for the destruction of the public records in accordance with such retention schedules, and no further resolution of the city Council shall be required for such destruction. B. Prior to authorizing the destruction of any public record, the department head shall submit a' list of the records proposed for destruction to the City Attorney for his or her consent to such destruction. The City Attorney may require the retention of any public record or class of public records beyond the period established for the retention of such records by the exhibits to this resolution, whenever, in his or her opinion, the continued maintenance of such records is in the best interest of the city. No record shall be destroyed without the written consent of the city Attorney. 5. Supersession of previous resolution This resolution replaces and supersedes Resolution No. 95-018 of this Council. ADOPTED this 18th day of November , 1996. ATTEST: ~uy /~ . ' ~ ~C~erk of the Counc(i~ COUNCILMEMBERS: Pulido Aye Richardson Aye Espinoza Aye Lutz Aye McGuigan Aye Mills Absent Moreno Aye ~AttW~rFnel~tcher CERTIFICATE OF ORIGINALITY & PUBLICATION State of California County of Orange I, JANICE C. GUY, Clerk of the Council, do hereby certify the attached Resolution ~-- t9 ~7oc~ to be the original resolution adopted by the City Council of the City of Santa Aha on ///?~'/~, Date: Z~/~/f ~' Clerk of the Council City of Santa Ana RESOLUTION 96-088 INDEX OF EXHIBITS EXHIBIT DEPARTMENT A B C D E F G H I J K L M General Records Schedule Clerk of the Council City Attorney's Office City Manager's Office Community Development Agency Finance & Management Services Fire Department Library Services Personnel Services Planning & Building Agency Police Department Public Works Agency Recreation & Community Services CITY OF SANTA ANA RECORDS RETENTION SCHEDULE GENERAL RECORDS Resolution 96-088 Exhibit A Page A-1 of A-8 RECORD RECORD DEPT RETAINING RECORD RETENTION RETENTION REMARKS CATEGORY SERIES ORIGINAL RECORD DESCRIPTION START DATE PERIOD AGREEMENTS City Council-approved Clerk of the Council Contracts entered into by the Expiration 4 Yrs Code of Civil City relating to goods, se[vices, Date Procedures Sec. and program responsibilities; 337 City Manager-approved Clerk of the Council include joint powers agreements Agency/Dept. Head- Originating Dept. approved BUDGET Annual Budget Book Clerk of the Council Council-approved C~ Budget Approval Date 10 Yrs City-defined Appropriation Finance Mgt. Svcs Changes to City budget as 2 Yrs GC 34090 (d) Adjustments approved by the Council and/or City Manager Budget Backup Originating Dept. Color-coded budget forms and Documentation other support documents Fees Documentation Originating Dept. Budget forms used to justify setting or increasing City fees CITY BOARDS & Agenda Originating Dept. Meeting Agenda Meeting Date 2 Yrs GC 34090 (d) COMMISSIONS Minutes Meeting Minutes Permanent GC 34090 (e) CORRESPON- Council Requests City Manager Forms used by the Mayor and Response 2 Yrs DENCE Councilmembers to request Date information and/or certain staff actions City of Santa Ana Records Retention Schedule GENERAL RECORDS Resdution 96-088 Page A-2 of A-8 RECORD RECORD DEPT RETAINING RECORD RETENTION RETENTION REMARKS CATEGORY SERIES ORIGINAL RECORD DESCRIPTION START DATE PERIOD CORRESPON- Incoming General ReceMng Dept. "Loose" correspondence that Receipt Date 2 Yre GC 34090 (d) DENCE Correspondence cannot be legitimately attached (Continued) to some major record series such as AGMT or PROJ Outgoing General Originating Dept. See RESO text for full definition Transaction Correspondence Date FPPC FPPC Form 730 Originating Dept, Conflict of interest statements Filing Date 7 Yrs GC 81009 (e) (FAIR POLITICAL Statements of of dept. heads and certain City PRACTICE Economic Interest or staff members as designated by COMMISSION) dept. heads. Clerk of the Council Original Form 730's of dept, heads are forwarded to the Clerk. All other Form 730 originals are retained by depts. PAYROLL Accrual Records Finance & Mgr. Svcs Forms to indicate earned and Pay Period 2 Yrs FMS retains used leaves Date originals. Destroy dept. copies after 2 yrs. Attendance Reports Self-explanatory Exception Sheets Forms to modify and/or input late entries in attendance reports City of Santa Ana GENERAL RECORDS Resolution 96-088 Records Retention Schedule Page A-3 of A-8 RECORD RECORD DEPT RETAINING RECORD RETENTION RETENTION REMARKS CATEGORY SERIES ORIGINAL RECORD DESCRIPTION START DATE PERIOD PAYROLL Leave of Absence Originating Dept. Forms to authorize absence Pay Period 2 Yrs GC 34090 (d) (Continued) (Except Medical from work Date Leaves; see Personnel Services Schedule) PERSONNEL- Benefits Enrollment Personnel Services Forms to indicate employee's Separation 3 Yrs 29 CFR 1602.30- EMPLOYEE services providers of choice Date .32 RECORDS Catastrophic Leave Forms to authorize leave 5 Yrs Donations donations to employees in need Certifications Forms used to fill a vacant position Grievances (Closed) Grievances are filed, processed, closed and transferred to employee's tile Medical Releases Doctor-issued forms used to 30 Yrs US OSHA 29 CFR authorize employees on leave 1910.2 to return to work Performance Self-Explanatory 5 Yrs 29 CFR 1602.30- Evaluation .32 City of Santa Ana GENERAL RECORDS R~solufion 96-088 Records Retention Schedule Page A-4 of A-8 RECORD RECORD DEPT RETAINING RECORD RETENTION RETENTION REMARKS CATEGORY SERIES ORIGINAL RECORD DESCRIPTION START DATE PERIOD PERSONNEL- Separations Personnel Services Employee retirement or Separation Permanent 29 CFR 1602.30- EMPLOYEE resignation Date .32 RECORDS (Continued) Microfilmed after 5 years from date of separation; paper. files then destroyed; 2 sets of microfilm must be retained permanently: I for public reference, the other for archive per GC 34090.5 Tuition Reimbursement Self-explanatory 5 Yrs 29 CFR 1602.30- .32 Workers Claim forms for Workers Compensation Compensation PERSONNEL- Grievances (Pending) Personnel Services Grievances filed which are Receipt Date Until Closed See Grievances GENERAL under consideration or awaiting (Closed) above RECORDS disposition Reclassification Dept. requests for PS to Approval Date 2 Yrs GC 34090 (d) conduct class studies on new/existing City positions City of Santa Ana GENERAL RECORDS Resolution 96-088 Records Retention Schedule Page A-5 of A-8 RECORD RECORD DEPT RETAINING RECORD RETENTION RETENTION REMARKS CATEGORY SERIES ORIGINAL RECORD DESCRIPTION START DATE PERIOD POLICIES & Personnel-related City Manager Operating rules and regulations Effective Date Until Retain PROCEDURES relating to City personnel; e.g., Superseded superseded travel policy materials for 2 yrs. 2 Yrs for then destroy superseded material Non-Personnel Originating Dept. Self-explanatory Records Management Originating Dept. Dept. handbook of poi/c/les and Used in procedures for managing dept. conjunction with records; may indicate record the Records location, storage media type, Retention and disposition; may also Schedule; contain City Attorney opinions and other legal references relevant to dept.'s records Obsolete Records Originating Dept. Schedule of dept./agency Effective Date Permanent Annual routine Destruction Report obsolete records approved for Record ! destruction of destruction by dept./agency obsolete records head and the City Attorney PURCHASES Building Work Orders Finance & Mgt. Svcs Forms to request minor work or Transaction 2 Yrs GC 34090 (d) repairs Date Central Se~ices Receipts for materials used issue Slips City of Santa Ana Records Retention Schedule GENERALRECORDS Resolution 96-088 Page A-6 of A-8 RECORD RECORD DEPT RETAINING RECORD RETENTION RETENTION REMARKS CATEGORY SERIES ORIGINAL RECORD DESCRIPTION START DATE PERIOD PURCHASES Direct Payment Finance & Mgt. Svcs Forms to generate City checks Transaction 2 Yrs GC 34090 (d) (Continued) Vouchers to pay City creditors; used in Date lieu of PO when item(s) and vendor(s) are known or for direct purchases up to $200 Duplicating Requests Receipts for copying services Materials Release Forms to order certain items direct from City-approved vendor list Petty Cash Receipts Reimbursement forms for authorized expenses under $75 Property Transfer/Loss Self-explanatory Reports Purchase Orders Forms generated from Purchase Requisitions Purchase Requisitions Dept. request for FMS to locate best price and vendor for items to be ordered Stores Issue Slips Receipts for materials used Travel Request & Self-explanatory Expense Report City of Santa Ana GENERAL RECORDS Resolution 96-088 Records Retention Schedule Page A-7 of A-8 RECORD RECORD DEPT RETAINING RECORD RETENTION RETENTION REMARKS CATEGORY SERIES ORIGINAL RECORD DESCRIPTION START DATE PERIOD REVENUE Treasury Originating Dept, Official receipts for money paid Transaction 2 Yrs GC 34090 (d) Miscellaneous Receipts to City Date Dept. Invoices Originating Dept. Dept. forms to request payment Date Paid for services rendered Notice of Accounts Finance & Mgt. Svcs Dept. forms to request FMS to Receivable cross charge City depts, or to invoice outside parties for services rendered Revenue Deposit Originating Dept, Forms to record money Transaction Statements deposited by depts, with FMS Date Treasury Division SAFETY Cai/OSHA Guidelines Personnel Services California Occupational Health Effective Date Until Retain & Safety Act (OSHA) Supemeded superseded set for 2 yrs. then destroy Dept. Inspections Originating Dept. Dept, safety inspections reports Inspection 3 Yrs Title 8 Cai/OSHA Date Dept. Safety Safety Meeting Minutes Meeting Date 7 Yrs Committee Minutes Emergency Evacuation Self-explanatory Effective Date Until Retain Plans Supemeded superseded set for 2 yrs. then destroy City of Santa Ana GENERAL RECORDS Resol~on 96-088[~l Records Retention Schedule Page A-8 of A-8 RECORD RECORD DEPT RETAINING RECORD RETENTION RETENTION REMARKS CATEGORY SERIES ORIGINAL RECORD DESCRIPTION START DATE PERIOD SAFETY Equipment Inspection Originating Dept. Self-explanato~' Inspection 3 Yrs Title 8 Cai/OSHA (Continued) Reports Date US/OSHA 200 Log Federal OSHA form to track Posting Date 5 Yrs OMB 1220-OO29 annual industrial injuries and accidents Incident and Vehicle Personnel Services Reports on Work-related Report Date 2 Yrs Accident Report accidents Materials Safety Data List of hazardous substances Indefinite Until Sheets depts, use Superseded Safety Training Log Record of safety training Closure Year 2 Yrs conducted NOTES: 1 ) 29 CFR 1 coO2.30-.32 Employment and personnel records kept under the EEOC regulations must be preserved for three years. In the case of involuntary termination of EE, personnel records of terminated EE shall be kep{ fa' a pe~od of 2 yearn from the date EE ten'ninated. If charge of discrimination flied, personnel records relevant to the charge or action shall be kept until final disposition of the charge or action. 2) 5-year pedod roi' pemonnel documents is for sworn Police and Fire Department personnel only;, official personnel file materials for all other City Personnel will follow the three year rule as provided in the first asterisked item above. 0Norkers' Compensation Laws of California Section 3212) CITY OF SANTA ANA RECORDS RETENTION SCHEDULE CLERK OF THE COUNCIL Resolution 96-088 Exhibit B Page B-1 of B-11 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD AGMT City Council-approved Contracts for franchises, goods, services, Expiration Date 4 Ym Code of Civil Procedures (Agreement) (A series) insurance, encroachment permits, programs, (CCP) Sec. 337 and joint powers agreements (JPA's); filed by name of party or parties and by alphanumeric code; may contain key attachments such as City Manager-approved deeds, insurance certificates, and Request (N sedes) for Council Action (RFCA's) BC B&C Applications-By Year Applications for B&C positions received Folder Year 2 Yrs Government Code (GC) (Boards & during a calendar year and not acted upon by Date Sec. 34090 Commissions) the Council B&C Attendance Reports Biannual Attendance reports from City Council Meeting Boards, Committees and Commissions; Date includes RFCA's B&C Applications- Applications and supporting documents for Until Hard copy By Board or Commission current members of the various boards and · Superseded commissions B&C By-Laws B&C rules and procedures as required by By Board or Commission City Charter for each B&C B&C Membership Roster Reference file for names, addresses and other data on incumbent Board/Commission members B&C Past Member Records Files of board members who have resigned Folder Year Permanent Hard copy destroyed after or were not reappointed Date microfilming City of Santa Aha CLERK OF THE COUNCIL Resolution 96-088 Records Retention Schedule Page B-2 of B-11 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD CLERK-ADMIN ABATE-By Year Files on Dangerous Buildings, Garbage, Folder Year 2 Yrs Hard copy (Clerk of (Abatement of vadous Trash, & Weed Abatement, Public Nuisance Date Council- undesirable conditions) and other related Council actions including Administrative correspondence and RFCA's Records) APSAM-By Year Hearing Officer Reports, correspondence, (Appeals Santa Ana memoranda, RFCA and other documents Municipal Code Chapter 3) relating to SAMC Chapter 3 appeals; filed by appellant name(s) and grouped by calendar year. Council action on appeals permanently recorded in the Minutes CITY- Identification City Logo, City Seal, City Flag, Education Permanent Hard Copy First Logo, and other related items Miscellaneous Includes both incoming and outgoing Folder Year 2 Yrs GC Sec. 34090 Correspondence-By Year miscellaneous correspondence Date Underground Vault & Records of transactions with microfilm Permanent Hard copy Storage, Inc. storage/retrieval service provider located in (Microfilm Storage) Kansas CLERK LOGS CLAIMS-By Year Council reports on liability claims received by Folder Year 3 Yrs Claims are forwarded to (Monthly Log of Claims) the Clerk as agent for the City Date and retained by Risk Management FPPC- (Fair Political Log of FPPC forms received by the Clerk as Permanent Practices Commission) the designated FPPC filing officer City of Santa Ana CLERK OF THE COUNCIL Resolution 96-088 Records Retention Schedule Page B-3 of B-11 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD CLERK LOGS - Log of Service-By Year Log of documents received by the Clerk as Folder Year 3 Yrs Documents are received continued agent for the City and City Council including Date by the Clerk as a "pass- but not limited to summons, subpoenas, through" before they are appeals, Pemonnel Board findings, and other forwarded for disposition Clerk actions under vadous SAMC sections to the appropriate party. Also logs receipt of insurance cenYt'~cates for Clerk maintains log of certain activities which must be accepted by receipt of documents but the Clerk before being forwarded to the does not retain originals appropriate depts, as required by the SAMC: nor copies of documents. 1. Ice cream vendors to the Police Dept. per SAMC 36-462(c)(3) 2. Motion picture permits to the City Manager's Office per SAMC 10-3(a), 10-4, and 10-4(a) 3. Newsboxes to the Public Works Agency per SAMC 33-154 4. Parades to the Office of the City Manager per SAMC 10-9(b) and 10-10(b) COUNCIL MTG Agenda-By Year Original City Council Meeting Agenda filed by Folder Year 2 Yrs Hard copy (Council calendar year Date Meeting) CA-By Council Meeting Date Council Meeting Agenda packet materials, Council Meeting G.C. 50115 (Council Action) e.g., Requests for Council Action (RFCA's) Date and backup information on Council Agenda formerly BK-Book items which have CA designations; includes Appropriation Adjustments and budget backup documents City of Santa Aha Records Retention Schedule CLERK OF THE COUNCIL Resolution 96-088 Page B-4 of B-11 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD COUNCIL MTG RPT Miscellaneous reports presented to the Continued (Reports) Council as part of Council Agenda items CODE BOOKS By Subject Santa Ana Municipal Code (SAMC), Uniform Permanent One original set on file in Building, Electrical, Mechanical, Solar, the Clerk's office Plumbing, etc. adopted by ordinance and/or by reference Additional original sets maintained by Planning Building Agency DEEDS By Deed Number Documents showing ownership of real Permanent Hard Copy property including grant deeds, quit claim deeds, easement deeds (includes easement AGMT's), abandonment of streets or alleys, and RFCA's ELECT General - By Election Proof of publication and all election-related Election Date 2 Yre Hard copy (Elections) correspondence including RFCA's Ballots & Results - All Years Sample ballots, copies of election results Permanent Hard copy including RFCA's Historical Data Statistics on population, voter registration, election turnout, etc. City of Santa Ana CLERK OF THE COUNCIL Resolution 96-088 Records Retention Schedule Page B-5 of B-11 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD ELECT Nominations Papers - Nomination papers and candidate statements Term 4 Yrs Elections Code (ECl Sec. continued By Election for each election Expiration 17100 Petitions Charter amendments, initiatives, recalls, and Certification of 8 Mos EC Sec. 17200 requires . referenda; include intent to circulate petition, election results petition documents be text of petitions, City Attorney-approved kept 8 months after petition titles, proof of publication, and all or Council adoption of related documents; also include copies of election results documents sent to but not returned by Clerk's final petition proponents including RFCA's exam of petition or or after Clerk's final exam of petition ~£no election is Submittal held. Deadlines Charter Amendments Documents relating to elections on Charter Permanent Hard copy amendments including RFCA's FINANCE BOND EXHIBITS- Bond documents referenced in enabling Permanent Retained as both (Financial By Bond Issue RESO or ORD microfilm and original Documents) hard copy BOND TRANSCRIPTS- Backup documents for bond issues e.g., Maturity Date 2 Yrs G C Sec. 34090 By Bond Issue legal opinions of bond counsel CAFR-By Fiscal Year Annual financial statements on City assets, Year Date Original tile in Finance & (Comprehensive Annual liabilities, revenues, and expenditures Management Services; 3 Financial Report) prepared by City staff and subjected to an public copies maintained independent audit per Charter Sec. 423 in the Clerk's office per Charter Sec. 423 City of Santa Ana CLERK OF THE COUNCIL Resolution 96-088 Records Retention Schedule Page B-6 of B-11 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD FINANCE EXPEND-By Year & Copies of Direct Payment Vouchem (DPV's), Folder Year 2 Yrs Reference File continued Account Number Materials Releases (MR's), Pumhase Orders Date (Expenditures) (PO's) and other Clerk expenditure records FEES Copies of most recent fee schedules for bail, Reference File (Various C~ Fees) trash, utility, water, miscellaneous fees, and other fees PRO J-By Number Winning bids (originals) for Council-approved Project 4 Yrs CCP Sec. 337 (Projects) contracts for construction, improvement, Completion maintenance, rehabilitation of public facilities Date Comprehens'rve PROJ file including change orders; contains RFCA's is retained by the Public and insurance certificates; filed by PROJ Works Agency number and grouped by calendar year. Losing bids (originals) are maintained by the Public Works Agency. SPEC-By Number Winning bids (originals) for Council-approved Receipt of 4 Yrs CCP Sec. 337 (Specifications) contracts to purchase equipment, materials, Goods or sewices; contains RFCA's and insurance Completion Comprehensive SPEC file certificates; filed by SPEC number and Date is retained by Finance & grouped by calendar year. Management Sewices Losing bids (originals) are maintained by the Finance & Management Services. City of Santa Ana CLERK OF THE COUNCIL Resolution 96-088 Records Retention Schedule Page B-7 of B-I 1 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD FPPC Form 410 Successful Candidates, Officeholders, & Filing Date Permanent GC Sec. 81009 (0; (Fair Political Statements of Organization Their Controlled Committees (Copies) originals filed with Practices Secretary of State Commission) Unsuccessful Candidates & Their Controlled 4 Yrs ELECTION Committees (Copies) STATEMENTS Form 415 Recipient committees 4 Yrs GC Sec. 81009 (0 Statements of Termination (Copies) Form 416 Unsuccessful Candidates 7 Yrs GC Sec. 81009 (e) Statements of Termination Form 490 Successful Candidates, Officeholders, & Indefinite GC Sec. 81009 (g) allows Campaign Statements Their Controlled Committees GC Sec. microfilming of 2-year old 81009 (d) files (includes Form 400 sedes other than specified above) Unsuccessful Candidates & Their Controlled Election Date 5 Yrs GC Sec. 81009 (b) Committees General Purpose Committees Filing Date 7 Yrs GC Sec. 81009 (e) FPPC Form 721 Councilmembers, candidates for elected City 4 Yrs GC Sec. 81009 (f) Statements of office, City Attorney, City Manager, Finance & originals filed with the CONFLICT OF Economic Interests Management Sen/ices Executive Director, California Secretary of INTEREST and Planning Commissioners (Copies) State Office STATEMENTS Form 730 Clerk of the Council, all Executive Directors 7 Yrs GC Sec. 81009 (e) Statements of (except Finance & Management Services Economic Interests Director who files Form 721 as above) and designated City staff (Originals) City of Santa Ant CLERK OF THE COUNCIL Resolution 96-088 Records Retention Schedule Page B-8 of B-11 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD INS (Insurance) Contractors Certificates of insurance or surety bonds N/A N/A Original insurance Cross reference required for individuals and companies on ceriJficates are part of only contract with the City or doing work on right- appropriate AGMT, of-way (e.g., driveway aprons) PRO J, or SPEC filed with the Clerk's office Employee Insurance Contract agreements with providers of Original filed with the various employee insurance benefits (Dental, Clerk's Office Disability, Life, and Medical) Municipal Insurance Contract agreements with providers of N/A N/A Original filed with Risk insurance coverage for city property, excess Management Division in workers compensation, and potential liability Personnel Services exposure from the conduct of City business INS-SAMC Building Movers Proof of insurance required to be filed with Expiration Date 2 Yrs SAMC Sec. 18-800 (Insurance tho Clerk per SAMC Sec. 8-1800 required by City Code to be filed with the Clerk) Bus Shelters & Benches Proof of insurance required to be filed with SAMC Sec. 33-104 the Clerk per SAMC Sec. 33-104 Helicopter Landings & Other Proof of insurance required to be filed with SAMC Sec. 2-745 Stadium Users the Clerk per SAMC Sec. 2-745 Taxicabs Proof of insurance required to be filed with SAMC Sec. 32-3 the Clerk per SAMC Sec. 32-3 City of Santa Ana CLERK OF THE COUNCIL Resolution 96-088 Records Retention Schedule Page B-9 of B-I 1 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD LAND USE ANNEX-By Annexation Each land annexation contains 3 documents: Permanent Hard copy destroyed after (Land Annexation) California Secretary of State Certification, microfilming; all land City Certificate with Affidavit of Completion of annexations are enacted Annexation, and annexation map by ordinance AMAP (Amendment Applications to amend, supplement, or Council Meeting 2 Yrs Filed as part of Council Applications) change land use district boundaries Date Action (CA) files Cross reference only Originals in Planning & Building Agency CUP (Conditional Use Applications for a specific use of land or Permits) buildings in a land use district where such Cross Reference only use may be so conditionally permitted GPA (General Plan Procedure to alter, repeal, delete, or replace Amendments) the general plan or a specific plan Cross reference only ME (Minor Exceptions) Used to approve waivers or modifications to Council Meeting 2 Yrs Filed as part of Council Cross reference only minimum zoning requirements such as for Date Action (CA) files fences, setbacks, and off-street parking Originals in Planning & Building Agency WA (Waivers) Waiver of C-3 Parking Distdct requirements Cross reference only within 300 feet of the use it serves VA (Variances) Request for variations from Santa Municipal Cross reference only Code Ch. 41 requirements ZOA (Zoning Ordinance Used to amend the City's zoning ordinance Amendments) Cross reference only City of Santa Aha Records Retention Schedule CLERK OF THE COUNCIL Reso~u~on 96-088 Page B-10 of B-11 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD MAPS Final PMAP - No Bonds Dedications, boundaries, and other data Council Meeting 2 Ym Original Tentative PMAPS (Subdivision (Parcel Maps-FiFe under CA) required by Subdivision Map Act Date and TMAPS are retained Maps) as permanent records by Final TMAP - No Bonds PMAP's are used to consolidate or divide 4 or the Planning & Building (Tract Maps-File under CA) fewer parcels of land (generally commercial). Agency, TMAP's are used to consolidate or divide 5 or Original Final PMAPS and Final PMAP - With Bonds more parcels of land (generally residential). Date of Bond TMAPS are retained as (File by PMAP Number) Release permanent records by the Final maps with bonds (which guarantee Orange County Recorder~ Final TMAP - With Bonds completion of improvements conditioned by (File by TMAP Number) C~) are filed by PMAP or TMAP number. Tentative PMAP Tentative maps and Final maps with no Council Meeting (File Under CA) : bonds are retained with other Council Action Date (CA) Files. Tentative TMAP (File under CA) SPECIAL IDA By-laws Note: These non-Ctiy Council records are N/A N/A Original hard copy AGENCY-IDA retained permanently by the Clerk (acting as (Industrial the Authority Secretary for both IDA and Development IDA Minutes SAFA) and are listed in this schedule for Authority) information only. IDA Resolutions SPECIAL SAFA By-Laws AGENCY-SAFA (Santa Ana Financing SAFA Minutes Authority) SAFA Resolutions City of Santa Ana CLERK OF THE COUNCIL Resolution 96-088 Records Retention Schedule Page B-11 of B-11 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD SPECIAL AD-By Number Established by the City to provide certain Expirafion Date 2 Yrs DISTRICTS (Assessment District) services (e.g., AD 246 for parking garages) financed by assessments levied on district properties; enacted by resolution, ordinance, including RFCA's UUD-By Number Documents including RFCA's on council Council Meeting 2 Yrs (Underground Utility District) actions to install new or move existing utility Date lines underground as enacted by resolution VITAL City Charter ArtJcles of Incorporation establishing the City Permanent Maintained as hard copy RECORDS of Santa Aha as a municipal corporation and and on microfilm with 1 chartered city microtilm Copy in Clerk's office and a 2nd copy stored in Kansas' MINS-By Year Official records of actions taken during Underground Vault & (Minutes) Council meetings filed chronologically in Storage Inc. book volumes by calendar year ORD-By Year Council legislation of an enduring nature; (Ordinances) codified into the SAMC; filed by ORD number in book volumes by calendar year RESO-By Year Council legislation of a temporal nature and (Resolutions) not made part of the SAMC; filed by RESO number in book volumes by calendar year REGISTER-By Properb/ RFCA's, applications, and photographs of Hard copy maintained by Name (Santa Aha Register property designated by Council action as the Clerk of Historic Property) historic property as enacted by resolution; filed by property address and name CITY OF SANTA ANA Resolution 96-088 RECORDS RETENTION SCHEDULE Exhibit C CITY ATTORNEY'S OFFICE Page C-1 of C-1 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD Federal Court By Case Legal briefs, memoranda, motions, Closing Date 5 Yrs Cases pleadings, correspondence, and other documents related to cases docketed in Federal Court Municipal Court By Case Legal briefs, memoranda, motions, Closing Date 4 Yrs Criminal Cases pleadings, correspondence, and other documents related to criminal cases docketed in Municipal Court Personnel Board By Personnel Board Findings of Facts and Closing Date 5 Yrs Appeals Appellant Conclusions of Law, appeal request, memoranda, correspondence and other documents related to City employee appeals regarding adverse decisions from the City Personnel Board Superior Court By Case Legal briefs, memoranda, motions, Closing Date 5 Yrs Cases pleadings, correspondence, and other documents related to cases docketed in Superior Court Miscellaneous Various All other files in the City Attorney's custody Closing Date 3 Yrs and not categorized as Criminal, Federal, or Superior Court, nor as Personnel Board files CiTY OF SANTA ANA RECORDS RETENTION SCHEDULE CITY MANAGER'S OFFICE Resolution 96-088 Exhibit D Page D-1 of D-1 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD Council Requests Mayor Inquiries processed for Mayor Origination Date 2 Yrs Wards 1 through 6 Inquiries processed for Councilmembers Grievances By Employee Grievance Files Filing Date 2 Yrs Travel Councilmember Travel Conducted Submission Date 2 Yrs Staff Travel Conducted Budget City Manager City Manager Office Budget & Backup Approval Date 2 Ym City Council City Council Office Budget & Backup Correspondence Councilmember Self-explanatory Receipt Date 2 Ym or Origination Date Staff Self-explanatory Contracts City Manager City Manager-approved Contracts Approval Date 2 Yrs Billing City Manager City Manager Processing Approval Date 2 Yrs Chronological Files Staff Memos & Correspondence Origination Date 2 Yrs CITY OF SANTA ANA RECORDS RETENTION SCHEDULE COMMUNITY DEVELOPMENT AGENCY Resolution 96-088 Exhibit E Page E-1 of E-4 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD Agenda DSABA Meeting Plan Meeting Date 2 Yrs Need record (Downtown Santa Aha for state and Business Association) federal program audits Redevelopment and Housing Commission SAEDC (Santa Ana Economic Development Corporation) SAPIC (Santa Ana Private Industry Council CDBG Final Statements Annual report to HUD of proposed Submittal Date 10 Yrs (Community fiscal year program Development Block Grant) Program Files Grantee Performance Annual report to HUD of fiscal year Submittal Date 10 Yrs Reports performance Subrecipient Dockets Files of nonprofit organizations Grant Closeout 3 Yrs that are subgrantees City of Santa Aha COMMUNITY DEVELOPMENT AGENCY Resolution 96-088 Records Retention Schedule Page E-2 of E-4 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD CBDG Environmental Review Federally required report for all Project 3 Yrs (Continued) Records projects Completion Comprehensive Housing Federally mandated 5-year report Approval Date 5 Yrs Affordability Strategy with annual updates Miscellaneous Reports Self-explanator~ Submittal Date 3 Yrs Section 108 Loan Guarantee Federal loan paid by annual Debt Retirement Documents CDBG allocation Date Urban Development Action Federal program Grant Closeout Grant (UDAG) Documents Housing Current Tenants Housing Agency clients currently Active Files (By Name) receiving rental assistance Former Tenants Former Agency clients no longer Rental Assistance 3 Yrs (By Name) receiving rental assistance Termination Date Wait Listed Applicants Eligible applicants for rental Active Files (By Name) assistance on wait list Ineligible Applicants Self-explanato~y Ineligibility Date 3 Yrs (By Name) City of Santa Ana COMMUNITY DEVELOPMENT AGENCY Resolution 96-088 Records Retention Schedule Page E-3 of E-4 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD Minutes DSABA Meeting Minutes Approval Date Permanent (Downtown Santa Aha Business Association) Redevelopment and Housing Commission SAEDC (Santa Ana Economic Development Corporation) SAPIC (Santa Aha Private Industry Council) Parking Monthly Revenue Statements Self-explanatory Receipt Date 2 Yrs Garages Insurance Records Self*explanatory Expiration Date Official Statements & Bond information regarding Retirement Date Documents building of downtown garages Annual Assessments to Property tax report Assessment Date County City of Santa Ana COMMUNITY DEVELOPMENT AGENCY Resolution 96-088 Records Retention Schedule Page E-4 of E-4 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD Parking Lots Validations Dept parking validations log Validation Date 2 Yrs Parking Pass Files Employee parking passes Date pass returned Parking Meters Monthly Revenue Statements Self-explanatory Date of receipt 2 Ym Broken Meter Reports Report Date Meter Repair Records Repair Date Meter Database Info rmation Date of entry Request for Redevelopment and Staff-generated reports to boards Completion Date 2 Yrs Action Housing Commission and commissions Santa Ana Economic Development Corporation Santa Ana Private Industry Council CITY OF SANTA ANA FINANCE & MANAGEMENT SERVICES RECORDS RETENTION SCHEDULE Resolution 96-088 Exhibit F Page F-1 of F-15 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD FINANCE & ACCOUNTS PAYABLE- Lists paid invoices by vendor. Beginning of Hard copy-1 MANAGEMENT Cash Requirements each Fiscal . year. SERVICES (AP50) Year Microfiche-3 years. ACCOUNTS PAYABLE- Lists paid invoices by fund and activity. Beginning of Hard copy-1 Distribution Register each Fiscal year. (AP70) Year Microfiche-10 years. ACCOUNTS PAYABLE- Lists weekly payments to vendors by Beginning of Hard copy-3 Vendor Claim Check vendor name. each Fiscal year. Register (AP65) Year Microfiche-10 years. ACCOUNTS PAYABLE- End of year accounts payable accruals. Beginning of Hard copy-1 Cash & accrual closing Annual emission fee report for Corp. each Fiscal year. Yard-Rule 301. Year Microfiche-3 years. AIR QUALITY Fuel tank permits and fees, March of each 5 years MANAGEMENT year DISTRICT-Misc. Records (Fleet) Emergency generator permits. Permit due 3 years date AUDiT-Working papers Audit documents. Year-end financial Permit due 3 years work papers, date Close of fiscal 3 years year BANKS-Agreements Contractual agreements relating to Last 3 years investments, transaction date City of Santa Ana Finance & Management Sewices Resolution 96-088 Records Retention Schedule Page F-2 of F-15 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD FINANCE & BANKS-Bank Listing of all Checks clearing City Check paid 2 years MANAGEMENT Reconcilement account, date SERVICES (continued) BANKS-Deposit Slips Treasury's copy of all deposit slips Date of deposit 3 years prepared and sent to bank. BANKS-Statements Statements relating to investment Statement date 3 years banking, bonds, Workers' Compensation, Employee Medical Insurance. Account Reconcilement-Checking Statement date 3 years BANKS-Return Checks Includes copies of customer checks Date check 3 years returned by bank, letters sent to returned customers, and other information. BANKS-Wire Transfer All documents from banks pertaining to Wire date 3 years Activity Records the wiring of funds to/from bank accounts. BANKS-Daily Bank Reports of Daily Banking activity. Report date 3 years Balance Report BIDS-Informal Bids (less Self-explanatory. Date of bid 4 years than $10,000) award BIDS-Formal Bids (over Self-explanatory. Date of bid 4 years FMS keeps copies of $10,000) award winning bids and originals of losing bids. City of Santa Ana Records Retention Schedule Finance & Management Services Resolution 96-088 Page F-3 of F-15 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD FINANCE & BIDS-Bidder Applications Self-explanatory. Application 2 years MANAGEMENT date SERVICES (continued) BIDS-Specifications Specifications for equipment bids Date of bid 3 years (Fleet) award SINGO LICENSE-Misc~ Current and historic filing/payment/audit Date of receipt 3 years pJus Documents files current year BONDS-1911 Act Street Registers Issuance date 3 years from Improvement Bonds date of last maturity BONDS-1911 Act Misc. This file contains: letters to Bondholders; Issuance date 3 years from Documents canceled bonds/coupons; payments to closure bondholders; legal documents pertaining Bond Act of 1911. BONDS-Water Revenue All lega~ documents pertaining the City's ~ssuance date 3 years from Bonds Water Revenue Bond program, closure BUDGET-Budget Year-to-date expenditures and revenue Begin FY 10 Years for Retain at least 1 hard Report/Revenue Report- June 30 copy. Monthly Report BUSINESS LICENSE Self-explanatory Date of 3 year from TAX-Original application cessation of Applications business City of Santa Ana Finance & Management Services Resolution 96-088 Records Retention Schedule Page F-4 of F-15 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD FINANCE & BUSINESS LICENSE Deleted and/or canceled accounts Date of 3 years MANAGEMENT TAX-Deletion Records deletion SERVICES (continued) BUSINESS LICENSE Self-explanatory Date of 3 years TAX-Renewal renewal Registration Records BUSINESS LICENSE Miscellaneous Business License End of Fiscal 3 years TAX- Monthly Register Account Summary Information reports. Year Reports BUSINESS LICENSE Self-explanatory Issuance date 3 years TAX-Payment Records BUSINESS LICENSE Receipts for miscellaneous payments. End of Fiscal 3 years TAX-Miscellaneous Year Receipts BUSINESS LICENSE Self-assessment filings Year of tiling 3 years TAX-Gross Receipts & Variable Assessment Statements BUSINESS LICENSE Self-explanatory filings Year of tiling 2 years TAX-Workers' Compensation Verification Statements City of Santa Ana Finance & Management Services Resolution 96--088 Records Retention Schedule Page F-5 of F-15 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD FINANCE & COMPREHENSIVE Documents suppo~ng CAFR. June 30 of Until Purged alter audit is MANAGEMENT ANNUAL FINANCIAL each year completion of completed SERVICES REPORT-Working audit (continued) papers by fund COMPREHENSIVE General Purpose Financial Statements. Publication 10 years Retain at least 1 hard ANNUAL FINANCIAL date copy. REPORT-Audited CAPITAL ASSET-Annual Annual list of capital assets Beginning Hard copy-1 Depreciation depreciation. Fiscal Year year Microffim-3 years. CAPITAL ASSET-By Lists capital assets by activib/number. Beginning Hard copy-1 Activity Fiscal Year year Microfilm-3 years. CAPITAL ASSET-By Usts capital assets by fund number. Beginning Hard copy-1 Funding Source Fiscal Year year Microfilm-3 years. CAPITAL ASSET-Master Lists all city capital assets. Beginning Hard copy-1 listing Fiscal Year year Microfilm-3 years. CAPITAL ASSET-Update Lists capital assets changes as they Beginning Hard copy-1 occur. Fiscal Year year Microfilm-3 years. CDBG-Community List CDBG project expenditures, End of fiscal 5 years Development Block encumbrances, & available balances, year Grant Report City of Santa Ana Finance & Management Services Resolution 96-088 Records Retention Schedule Page F-6 of F-15 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD FINANCE & CHECKS-Workers' Paid/canceled checks issued by the City Paid date 3 yearn MANAGEMENT Compensation (various banks) SERVICES (continued) CHECKS-Outstanding Lists issued checks, paid checks & Monthly at end Hard copy-1 Checks Reports outstanding checks for the month, of month year (VEN020,021) Microfilm-3 years. Paid date 3 years CHECKS-Paid/Canceled Paid/canceled checks issued by the City Checks (various banks). CHECKS-Voided Payroll Semi-monthly payroll checks that have Issue date 2 years Checks been voided, where stub end is issued representing payroll direct deposits into employees credit union account. CHECKS-Voided Checks Self-explanatory. Voided date 2 years Checks voided as a result of printer alignment. CHECKS-Payroll Check Listing of payroll checks issued. Report date 3 years Register CHECKS- Checks voided/canceled; listing of all Report date 2 years Voided/Canceled & City checks voided or canceled. related Report(s) CHECKS-Treasury NCR copy of checks issued by Treasury Issued date 3 years Checks Vouchers DMsion. City of Santa Ana Records Retention Schedule Finance & Management Sen/ices Resolution 96--088 Page F-7 of F-15 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD FINANCE & CHECKS-Treasury Listing of all checks issued by Treasury Report date 3 years MANAGEMENT Check Report division SERVICES (continued) CENTRAL SERVICES- Lists all Central Services charges by End of fiscal Hard copy-1 Balance Lists fund and activity, year year Microfiche-3 years. DOG LICENSES- Self-explanatory Issuance date 3 years Receipts DOG LICENSES-Report Self-explanatory Report date 3 years of dog licenses issued E.P.A. HAZARDOUS List of annual disposal of hazardous Report date 7 years WASTE-Annual Report waste. E.P.A. HAZARDOUS Manifests from hazardous waste haulers Date of pick-up 7 years WASTE-Manifests for materials picked-up or generated by the City. EQUIPMENT-Record Initial document to set up equipment In-Sen/ice date Equipment Cards (Fleet & Acct.) number into system, life + 5 years EQUIPMENT-Book Lists equipment rental charges by Report date 3 years Report equipment number and account number. EQUIPMENT-Repair Records of fleet repair orders. Date of sen/ice Equipment Order Files life City of Santa Ana Finance & Management Sewices Resolution 96--088 Records Retention Schedule Page F-8 of F-15 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD FINANCE & EQUIPMENT-Surplus Records of fleet repair ordem for surplus Surplus date 5 year after MANAGEMENT Files vehicles, surplus SERVICES (continued) EQUIPMENT-Accident Records of fleet damage estimates and Date of 7 yearn files collision repair order for vehicles accidents involved in accidents. GENERAL LEDGER- List all posted entdes to general ledger Beginning Microfiche 10 Fiscal Year for the Fiscal Year. fiscal year years Report(GL150) GENERAL LEDGER- Lists account balances for current Beginning Hard copy-1 Tdal Balance (GL120) month, fiscal year year Microfiche-3 years HOUSING Lists Housing Assistance payments by Beginning Hard copy-1 ASSISTANCE- account number, fiscal year year Expenditure Detail Microfiche-3 years. HOUSING Lists Addresses/payment amounts of Beginning Hard copy-1 ASSISTANCE-Housing Hsg. Assistance recipients, fiscal year year Balance Microfilm-3 years. INTEREST Lists interest earned from investment by Beginning Hard copy-1 DISTRIBUTION fund number, fiscal year year Microfilm-3 years. INVENTORY Issues & Lists inventory issues from stores by Beginning Hard copy-1 Adjustments (IN150) stock number and account number, fiscal year year Microfilm-3 years. City of Santa Ana Records Retention Schedule Finance & Management Services Resolufion 96-088 Page F-9 of F-15 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD FINANCE & INTERNAL REVENUE Self-explanatory Following Hard copy-4 MANAGEMENT SERVICE-Form 1099 & completion of years SERVICES Form W-2 calendar year Microfilm-4 (continued) years. ISSUE SLIPS-Fleet Parts ordered Date Issue 1 year Maintenance JOURNAL VOUCHERS Document used to manually post entries Beginning 3 years to general ledger/cost ledger, fiscal year Microfilm-3 years, LABOR-Labor distribution Lists labor charges by city department. Beginning Hard Copy-1 by department fiscal year year Microfiche-3 years. LABOR-Labor distribufion Lists labor charges by account number Beginning Hard copy-1 by fund and employee number, fiscal year year Microfiche-3 years, LABOR-Posfing Errors . Lists labor charges unable to post by Weekly Hard copy-1 account number and work order year number. Microfilm-3 years. LABOR-Monthly Lists actual payroll payments to Beginning Hard copy-2 Compensation employees by department, fiscal year years Distribution LABOR-Internal Se~ce - Lists labor charged for PWA Project Beginning Hard Copy-1 Fund 86- labor (PAY156) Mgmt, employees by account number, fiscal year year Microfilm-3 years. City of Santa Ana Finance & Management Sewices Resolution 96--088 Records Retention Schedule Page F-10 of F-15 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD FINANCE & LABOR-Payroll Lists monthly payroll insurance by Beginning 2 years MANAGEMENT Insurance Distribution account number, fiscal year SERVICES (continued) MAINTENANCE Maintenance request attached to repair Date repair Life of REQUEST-Fleet order order opened equipment MISCELLANEOUS Lists misc. unpaid billings by customers Bi-monthly Hard copy-1 ACCOUNTS name (i.e. false alarms, accident year RECEIVABLE-by damage) Microfiche-3 customer years. MISCELLANEOUS List misc. unpaid billings by fund. Bi-monthly Hard copy-1 ACCOUNTS year RECEiVABLE-by fund Microfiche-3 years. MISCELLANEOUS Used to reconcile actual billing/payments Bi-monthly 3 years. ACCOUNTS to data processing totals. RECEIVABLE-edit proof MISCELLANEOUS Lists all activities to account receivable Annually 5 years ACCOUNTS ledger for FY. RECEIVABLE-Year to date MUNICIPAL UTILITY Lists daily receipts to Municipal Utility Receipt date 3 years ACCOUNTS-Payments accounts by account number. MUNICIPAL UTILITY Lists deposits to municipal utility Receipt date 3 years ACCOUNTS-Deposit accounts. Reports City of Santa Ana Records Retention Schedule Finance & Management Sen/ices Resolution 96-088 Page F-11 of F-15 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD FINANCE & MUNICIPAL UTILITY Lists payments for municipal utility Receipt date 3 years MANAGEMENT ACCOUNTS-Refund refunds. SERVICES check register (continued) MUNICIPAL UTILITY Lists balances of all municipal utility Monthly 3 years ACCOUNTS-Trial accounts. Balance MUNICIPAL UTILITY Miscellaneous computer reports relating Receipt date 3 years ACCOUNTS-Computer to municipal utility billings. Reports MUNICIPAL UTILITY includes water start-up notices, stop- Report date 2 yearn ACCOUNTS-Customer water notices, deposit slips, files investigations of water meter notices, and Meter Exchanges. MUNICIPAL UTILITY Computer reports detailing accounts Report date 3 years ACCOUNTS-Billing billed & respected charges. History Reports OVERHEAD Lists indirect costs & overhead charges End of fiscal Hard copy-1 DISTRIBUTION-Indirect by account number, year year Cost/Capital Project Micrefilm-3 years. PARAMEDIC-Daily Doc. prepared by Fire Dept. to inform Daily 2 years incident report Accounting to send paramedic billing. PARAMEDIC-end of Self-explanatory Daily 2 years month report Micrefilm-3 years. City of Santa Ana Finance & Management Se~ces Resolution 96--088 Records Retention Schedule Page F-12 of F-15 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD FINANCE & PARAMEDIC-Purged Lists of accounts removed from Daily 2 years MANAGEMENT accounts report computer system. Microtilm-3 SERVICES years. (continued) PARAMEDIC-Daily Self-explanatory Daily 2 years Summary Microfilm-3 years. PARAMEDIC- Explanations of benef~s. Daily 2 years Medicare'Medical Microtilm-3 years. PARAMEDIC-Medicare Medicare report for electronic billing. Daily 2 years Microfilm-3 years. PARAMEDIC-Billing Lists Paramedic Billing payments Daily 2 years Deposits Processed received by Treasury. (Includes Treasury Microfilm-3 Copy and Deposit Slip) years. PARKING CITATION- Reports itemizing Parking Citations Report date 3 years Ticket Detail Computer ' processed through contract agencies. Reports PARKING CITATIONS- Itemization of c'rtations coJlections. Report date 3 years Collections PARKING CITATIONS- DMV collection of citations detail. Reports Date 3 years DMV PARKING CITATIONS- Treasury copies of parking citations Issuance date 2 years Receipts accepted for payment. PAYROLL-Retirement Self-explanatory. Beginning 2 years- Reports fiscal year Microfilm- indefinite Ci~ of Santa Ana Finance & Management Sen/ices Resolution 96-088 Records Retention Schedule Page F-13 of F-15 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD FINANCE & PAYROLL-Employee Lists employee earnings by social Beginning 2 years- MANAGEMENT Earnings security number, fiscal year Microfilm- SERVICES indetinite (continued) PROJECTS- Authorization sent by dept. to set up Project 3 yearn. Authorizations project. Inception PROJECTS- Completed projects Project 3 years. Authorizations Inception (Completed) PROJECTS-Project Lists year-to-date expenditures, Project 3 years. Report (P$295) encumbrances, & available balances by Inception project number. REFUND WARRANT Business Tax refund requests to Issuance date 3 years REQUEST-Business Tax Treasury (including supporting Office documentation). REFUND WARRANT Water Office refund requests to Issuance date 3 years REQUEST-Water Office Treasury. REFUND WARRANT Treasury Office misc. refund request and Issuance date REQUEST~Misc. backup information. Refunds/ 3 years Reimbursements Issuance date REFUND WARRANT Utility Users Tax refund requests to REQUEST-Utility Users Treasury (including supporting 3 years Tax documentation). C/b/of Santa Ant Finance & Management Sen, ices Resolution 96-088 Records Retention Schedule Page F-14 of F-15 RECORD RECORD RECOi~D RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD FINANCE & UTILITY USERS TAX- Original registration Registration 3 years from MANAGEMENT Filing Records date cessation of SERVICES business (continued) UTILITY USERS TAX- Homeowners Iow income exemption Application 3 years Exemption Applications application date UTILITY USERS TAX- Monthly remittance Remittance 3 years Payment Records date UTILITY USERS TAX- Annual registration and maximum tax Registration 3 years Maximum Tax Filings payment records date UTILITY USERS TAX- Remittances Remittance 3 years Municipal Public Lands date Use Surcharge Payments TRANSIENT Original registration ' Registration 3 years from OCCUPANCY TAX-Filing date cessation Records business TRANSIENT Monthly tilings and remittances Remittance 3 years OCCUPANCY TAX- date Payment Records TREASURY REPORT- Daily report of cash/checks received, Report date 3 years Treasury Daily Cashier and an itemization of receipts. Report City of Santa Ant Finance & Management Se~ces Resolution 96-088 Records Retention Schedule Page F-15 of F-15 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD FINANCE & TREASURY REPORT- Contains detail of revenues posted to Date of 3 years MANAGEMENT Daily Treasurer's Daily treasurer Report. Receipt SERVICES Envelopes (continued) TREASURY REPORT- Report of Daily revenues received. Report date 3 years Daily Treasurer's Report TREASURY REPORT- All documents pertaining to Investment Invoice date 3 years Treasury Investment Activity. Activity Records TRUCK INSPECTIONS- Truck inspections records for CHP Completion of 3 years bi-annual Inspection WATER ACCOUNTS- Original copies of applications for Application 3 years Applications for Service installation of new water sewice date originated by Public Works. WORK ORDER- Initial document to authorize use of work Inception date 10 years Authorization order (Green copy). Completion WORK ORDER- Completed projects (Yellow copy) date 10 years Authodzation, Report date WORK ORDER-Listing List of all work order numbers by fund. (monthly) Hard copy-1 year CITY OFSANTAANA FIRE DEPARTMENT RECORDSRETENTION$CHEDULE Resolution 96-088 Exhibit G Page G-1 of G-4 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD Arson Case Assignments Case assignment logs Incident date Permanent Vital records tiled in Arson Office Investigations Significant cases Incident date Permanent Climatological Temperature, rainfall, Month of origination Permanent Observations severe winds Emergency Contact lists Reference material Date of origination Until superseded Management City resources Reference material Date of origination Until superseded Fire Prevention Address files Record of inspections File start date Permanent (micro-filmed V'[tal records filed in and permits as time allows) Administration office National Fire Protection National Fire Codes Date of origination Permanent Association Haz-Mat Disclosure Business emergency Compliance with health Permanent Permanent Vital Records filed in plans and safety code. Record Haz-Mat office and of Haz-Mat handlers. Administration office Material Record of hazardous Permanent Permanent inventories materials. City of Santa Aha Records Retention Schedule FIRE DEPARTMENT Resolution 96-088 Page G-2 of G-4 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD Hydrants Hydrant activity Annual Summary Entry into computer 3 Ym Hydrant inspection Listing of all hydrant reports i information Hydrant inspection List by station numbers workload Incident Reports Documentation of Date of Incident Permanent findings and action taken (Microtilmed after 2 yrs, 4 by suppression yrs total kept in hard personnel copy) Infection Infection Control Project Infection Control Until superseded 5 Yrs US OSHA 29 CFR Control (ICP) Committee agenda and minutes, research articles, pertinent laws, resource materials Medical Confidential medical Separation date 30 Yrs records of each employee Training Records EMS/ICP Separation date 10 Yrs City of Santa Ana FIRE DEPARTMENT Resolution 96-088 Records Retention Schedule Page G-3 of G-4 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD Maintenance Contractor Submittals Products and/or Project completion Permanent and Shop Drawings materials used during construction of projects Equipment/Clothing Personnel issues of Date of separation 5 Yrs clothing/equipment, equipment surveyed, donated or lost Specifications Specifications and Project completion Permanent reference material for station repairs and/or maintenance projects Overtime slips Scheduled overtime duty Payroll period date 2 Yrs Pm-Hospital Care Record of medical Report date 2 Yrs Reports treatment given Plan Check Construction records Blueprints/documents Project completion Permanent (microfiche) Station Journals Company journals Handwritten log of Date of log entry Permanent significant activities, including daily personnel records, by tire company City of Santa Ant FIRE DEPARTMENT Resolution 96-088 Records Retention Schedule Page G-4 of G-4 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD Training Training records Training subject matter, Indefinite Permanent lesson plans, training resources Reserves Personnel records Separation date 7 Yrs Underground Acfive sites State requirements Indefinite Permanent Storage Tanks On-going Remediation Detailed activity of underground tank sites in the City Closed sites Court use Vehicles Accidents Property Accountability Repair of vehicle 2 Yrs (non-liability forms (PAR), Accident 4 Yrs (potential liability) forms, PD forms, drawings of accidents Inventory All Fire Department Indefinite Until surveyed vehicles Schedules Schedules for vehicle Completion of 2 Yrs maintenance scheduled maintenance CITY OF SANTA ANA Resolu§on 96-088 RECORDS RETENTION SCHEDULE Exhibit H LIBRARY SERVICES Page H-1 of H-4 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD Adult Services Career Center Plans/procedures Expiration Date 2 Ym Periodicals Plans/procedures Expiration Date 2 Ym Reference Services Plans/procedures Expiration Date 2 Ym Special Events Plans/procedures Expiration Date 2 Yrs Agendas Agency Advisory Team Meeting plans Meeting Date 2 Yrs All Staff Meeting plans Meeting Date 2 yrs Library Board Meeting plans Meeting Date 2 Yrs Total Quality Meetings Meeting plans Meeting Date 2 Yrs Section Meetings Meeting plans Meeting Date 2 Yrs Agreements Braille Institute Talking Books Equipment Expiration Date 4 yrs Bequests/Donations Gifts Gifts of books, equipment, etc. Receipt Date~ 2 Yrs City of Santa Ana Records Retention Schedule LIBRARY SERVICES Resoluaon 96-088 Page H-2 of H-4 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD Budget Book Plans/procedures/goals Expiration Date 2 Yrs Cost Analyses Operational analyses Expiration Date 10 Yrs Fees-Library Generation of Revenue Expiration Date 2 Yrs Five Year Plan Operational Goals Expiration Date 2 Yrs Grants Aim for Literacy Funds to Improve Adult Literacy Expiration Date 2 Yrs California Library Se~ces Act Funds to Improve Library Svcs Expiration Date 2 Yrs Computer Literacy Funds to Improve Library Svcs Expiration Date 2 Yrs Families for Literacy Funds to Improve Literacy Expiration Date 2.Yrs Immigration Grant Improve Immigrant Library Svcs Expiration Date 2 Yrs Grants Library of America Funds to Improve Library Svcs Expiration Date 2 Yrs Continued MURLS Funds to Improve Urban Resources Expiration Date 2 Yrs Vietnamese Voices Funds to Improve Vietnamese Library Expiration Date 2 Yrs Svcs City of Santa Ana LIBRARY SERVICES Resolution 96-088 Records Retention Schedule Page H-3 of H-4 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD Childrens' & Youth Homework Tutoring Center Plans/procedures Expiration Date 2 Yrs Services Partnership with Schools Plans/procedures Expiration Date 2 Yrs Reading/Incentive/Awards Plans/procedures Expiration Date 2 yrs Program Special Events Plans/procedures Expiration Date 2 Yrs Circulation Statistics Patron usage of library sections Expiration Date 10 Yrs Employee Service Records Awards Expiration Date 2 Yrs Recognition Extension Services Bookmobile Programs Plans/procedures Expiration Date 2 Yrs Outreach Programs for Plans/procedures Expiration Date 2 Yrs Shut-Ins Extension Services Partnership with Schools Plans/procedures Expiration Date 2 Yrs Continued Special Events Plans/procedures Expiration Date 2 Yrs Volunteer Sewices/Awards Plans/procedures Expiration Date 2 Yrs City of Santa Ana LIBRARY SERVICES Resolution 96-088 Records Retention Schedule Page H-4 of H-4 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD Library Board Biannual Attendance Reports Self explanatory Expiration Date 2 Yrs By-Laws Self explanatory Until Superseded Until Superseded Minutes Agency Advisory Team Meeting Minutes Meeting Date 2 Ym All Staff Library Board Permanent G.C. 34090 (e) Total Quality Meetings 2 Yrs Library Section Meetings Meeting Rooms · Receipts Room rental revenue Transaction Date 2 Yrs Pemonnel Organization Charts Library Staffing Expiration Date 2 Yrs Staffing Plans Self-explanatory Expiration Date 2 Yrs RFCA Requests for Council Action Backup documentation of contracts Contract 2 Yrs (RFCA) - By Year presented to Council for approval Expiration Date Youth Employment & Library plans and procedures Manual of Operations and other Expiration Date 2 Yrs Summer Programs documents CITY OF SANTA ANA RECORDS RETENTION SCHEDULE PERSONNEL SERVICES Resolution 96-088 Exhibit I Page I-1 of 1-22 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD AIR QUALITY AVR Surveys ** Average Vehicle Ridership surveys Survey 2 years, each plan SCAQMD completed by each City employee Completion year Regulation XV, once per calendar year for 1 week Date Rule 1501 as designated by City. Filed by department pay code, by year Approved Work Trip TH-annual plan or annual analysis Date of 3 years, each plan SCAQMD Reduction Plans submitted pursuant to Rule 1501 Approval year Regulation XV describing the strategies and Rule 1501 incentives offered to achieve the City's AVR Commuter Services Registration/payment forms tiled Registration 2 years, each plan SCAQMD Program ** alphabetically for employees who Date year Regulation XV, are registered in the Commuter Rule 1501 Se~ces Program. Commuter Services Program Plan. TRP Incentives: ** Cash Incentive ** Completed once per month to Payment Issue 2years, each plan SCAQMD Payment DPV's ** reimburse employees who are Date year Regulation XV, And Supporting registered and who meet the cfiteda Rule 1501; Documentation ** of Commuter Services Program. AB2766 Audit Requirements Incentive Program Claim forms and documentation for Date Incentive 2 years, each plan SCAQMD Components ** $10 and $20 cash incentive, $10 and Issued year Regulation XV, $20 bus pass incentive. Filed by Rule 1501 incentive title and year Marketing Pieces Flyers, bulletins, etc., that make EE Issuance/ 2 years, each plan SCAQMD Employee Outreach aware of activities involving air Release Date year Regulation XV, Contacts ** quality. Filed chronologically. Rule 1501 City of Santa Ana Records Retention Schedule PERSONNEL SERVICES Resolution 96-088 Page I-2 of 1-22 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD AIR QUALITY Emergency Episode Log and actions taken on forecasts Date of Episode 2 years SCAQMD PROGRAM Alert of air quality as provided by Air RegulalJon VII, (continued) Quality Management Distdct Rule 707 (AQMD). Filed chronologically. BILLINGS Medical/Dental Individual medical/dental insurance Date Received 3 years Department Insurance Carder carrier billings, arranged defined chronologically by month within each provider's file. Unemployment Ins. UI quarterly bills from State of Date Received 3 years Department California Employment defined Development Department, and summaries of payments made by the City of Santa Ana. Kept in chronological order. CONTRACT FILES** Dental Official annual dental insurance Contract Microfilm & destroy Department contract files, arranged Expiration Date hard copy after 3 defined chronologically by insurance carder, yrs; keep m/f permanent. Life Official annual life insurance Contract Microfilm & destroy Department contract files, arranged Expiration Date hard copy after 3 defined chronologically by insurance carder, yrs; keep permanent. LTD Insurance Official annual Long-Term Disability Contract Microfilm & destroy Department (LTD) contract files, arranged Expiration Date hard copy after 3 defined chronologically by insurance carder, yrs; keep rn/f permanent. Medical Official annual medical insurance Contract Microfilm & destroy Department contract files, arranged Expiration Date hard copy after 3 defined chronologically by insurance carder, yrs; keep m/f permanent. City of Santa Ana PERSONNEL SERVICES Resolution 96-088 Records Retention Schedule Page I-3 of 1-22 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD DEPARTMENT OF Fingerprint and Bureau of Criminal Investigation Employee 5 Years*** / 29 CFR JUSTICE Identification Cards identification cards Separation / 3 Years* 1620.30.32 Termination Date EMPLOYMENT Full-/Part-Time U.S. Dept. of Justice Immigration See Retention 3 years after the Immigration ELIGIBILITY Employees and Naturalization forms completed Period Column date employment Reform and VERIFICATION and signed by EE and reviewed and begins or 1 year Control Act of (FORMS I-9) ** verified (with necessary after employment 1986, Pub. L. documentation) by employer is terminated, 99-603 (8 representative. Arranged whichever is later. U.S.C. 1324a) alphabetically by employee's last name. ENROLLMENT Dental Insurance Employee dental insurance EE separation/ Microfilm and 29 CFR FORMS (OFFICIAL)** enrollment forms, arranged termination date destroy hard copy 1602.30-.32 individually by insurance carrier, and after 3 yrs; keep then alphabetically by employee m/f permanent. name. Flexible Spending, Enrollment forms for flexible EE separation/ Microfilm and 29 CFR Section 125 spending program, termination date destroy hard copy 1602.30-.32 after 3 yrs; keep m/f permanent. Life Insurance Employee life insurance enrollment EE separsfion/ Microfilm and 29 CFR forms, arranged alphabetically by termination date destroy hard copy 1602.30-.32 employee name. after 3 yrs; keep - m// permanent. City of Santa Ana PERSONNEL SERVICES Resolution 96-088 Records Retention Schedule Page I-4 of 1-22 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD ENROLLMENT Long-Term Disability Employee Long-Term Disability EE separation/ Microfilm and 29 CFR FORMS (OFFICIAL)** Insurance Insurance enrollment forms, termination date destroy hard copy 1602.30-.32 (continued) arranged alphabetically by after 3 yrs; keep employee's name. m/l' permanent. Medical Insurance Employee medical insurance EE separation/ Microfilm and 29 CFR enrollment forms divided by each termination date destroy hard copy 1602.30-.32 medical insurance carrier, arranged after 3 yrs; keep alphabefically by employee name. rr~ permanent. HISTORICAL Discipline History Forms completed by personnel End of the year 3 years* Department RECORDS analysts as a record of disciplinary for which the defined actions taken on employees in their record is particular department(s). Arranged developed. by year and alphabetical order. Employee Assistance EAP records 1988 to 1991. Permanent Permanent Department Program Contains initial committee notes, defined request for proposal, resolution. Predecessor of current carder Lifelink-EAP. Arranged by year and alphabetical order. Fitness for duty Copies of letters sent to employees Permanent 3 years Department re need for fitness for duty exam. defined Psychiatrist's evaluations/results of f~ness for duty exams. Arranged by year and alphabetical order. Layoffs Notes/background documention of Starting with the 3 years Department layoff actions including seniority lists, layoffs of the defined retirement lists, etc. Filed by year - July I of department and by employee name. each fiscal year City of Santa Ana PERSONNEL SERVICES Resolution 96-088 Records Retention Schedule Page I-5 of 1-22 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD JOB BULLETINS Master Copies Originals of master copies of job Date bulletin Microfilm and Department bulletins tiled numerically by year, posted destroy hard copy defined after 5 yrs; keep m/f permanent. Historical Files Includes job bulletins, past and Date first bulletin Ongoing; when Department present. One copy of every past for a class is deleted defined bulletin and supplemental c[ass'~lica~on is records are application form is retained. Each posted segregated and time a new bulletin is printed, a copy may be is acco-clipped to the folder and microfilmed. extra copies are put in the file. Filed alphabetically by job classification title. JOB Classification/ Basis for salary rates, job Date study 10 years Department SPECIFICATIONS Compensation Study descriptions. Arranged completed detined Records alphabetically by classification title. Full-Time Positions Historical collection of job descdp- Date job Ongoing; when Department tions as changed over time for City classification class is deleted defined of Santa Ana full-time job deleted records are classifications, segregated and may be microtilmed. League of Cities Preparation files and tinal copies for Survey Two years Department Benchmark and League of Cities. completion date detined Benet'~s Survey Part-time/Temporary Background material and final job Date job Permanent Department Positions description for all part-time and classification detined seasonal positions, arranged in deleted alphabetical order. City of Santa Ana Records Retention Schedule PERSONNELSERVlCES Resolu~on 96-088 Pagel-6 ofl-22 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD LOSS CONTROL Hearing Tests Audiological test results. Employee 30 years total - CAL OSHA Title separation/ keep hard copy 8 termination date only. Hepatitis Vaccination Records of dates hepatitis Employee 30 years total; CAL OSHA Title Records vaccinations administered, separation/ microfilm and 8 termination date destroy hard copy after 5 yrs; keep m/f 25 yrs. Incident Reports Police report or additional internal Report 5 yrs maximum - Department accident review forms, completion date keep hard copy defined only. Inspection Reports Loss Control inspection reports Date inspection 5 yrs maximum - Department which show date, time, and location conducted keep hard copy defined of safety inspections; also identifies only. hazards. MEMORANDA OF FBA Memorandum of Understanding Permanent Permanent- Keep Department UNDERSTANDING (MOU) between the City of Santa one hard copy for defined Aha and the Santa Aha Firemen's each year (MOU) Benevolent Association. FMA Memorandum of Understanding Permanent Permanent- Keep Department between the City of Santa Ana and one hard copy for defined the Santa Ana Fire Management each year Association. PMA Memorandum of Understanding Permanent Permanent- Keep Department between the City of Santa Ana and one hard copy for defined The Santa Ana Police Management each year Association. POA Memorandum of Understanding Permanent Permanent - Keep Department between the City of Santa Ana and one hard copy for defined the Santa Ana Police Officers each year Association. City of Santa Ana PERSONNEL SERVICES Resolution 96-088 Records Retention Schedule Page I-7 of 1-22 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD MEMORANDA OF SACEA Memorandum of Understanding Permanent Permanent - Keep Department UNDERSTANDING between the City of Santa Aha and one hard copy for defined (MOU) Continued the Santa Ana City Employees' each year Association/Sen/ice Employees International Union Local 1939, AFL- CIO, CLC. NEGOTIATIONS Benchmarks Original notes Contract 3 years Department expiration date defined FBA (1990) Firemen's Benevolent Association Costs Original notes Contract 3 years Department Fire Prevention Original notes expiration date defined Salary and Wage Original notes FMA Original notes on negotiations Contract 3 years Department between City of Santa Aha and expiration date defined Santa Ana Fire Management Association. Miscellaneous Original notes on miscellaneous Contract 3 years Department negotiations, expiration date defined PBA (1990) Police Benevolent Association Costs Original notes Contract 3 years Department Salary and Wage Original notes expiration date defined PMA Original notes on negotiations Contract 3 years Department between City of Santa Ana and expiration date defined Santa Ana Police Management Association. Cio/of Santa Aha Records Retention Schedule PERSONNEL SERVICES Resolution 96-088 Page Iq) of 1-22 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD NEGOTIATIONS POA Original notes on negotiations Contract 3 years Department (continued) between City of Santa Ana and expiration date defined Santa Ana Police Officers Association. SACEA Original notes on negotiations Contract 3 years Department between City of Santa Ana and expiration date defined Santa Ana City Employees' Association/SeMce Employees International Union Local 1939, AFL- CIO, CLC OFFICIAL Authorization for Employee-signed authorization for Date Microfilm and Department PERSONNEL FILES Release of Information release of personnel information Authorization destroy hard copy defined Signed after 5 years; keep rr~ permanent Catastrophic Leave Forms to authorize leave donations EE separation/ 5 years ***/ 29 CFR Donation Form to employees in need who have termination date 3 years * 1602.30-.32 suffered a non-industrial injury or sickness. Certification/ Request for Certification and/or EE separation/ 5 years ***/ 29 CFR Reassignment Forms reassignment forms which termination date 3 years * 1602.30-.32 document and authorize hiring, reassignment, or other employee actions. City of Santa Ana PERSONNEL SERVICES Resolution 96-088 Records Retention Schedule Page I-9 of 1-22 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD OFFICIAL Certificates of Training Certificates issued to EE which show EE separation/ 5 years ***/ 29 CFR PERSONNEL FILES completion date of training class(es), termination date 3 years * 1602.30-.32 (continued) Commendation Letters of commendation and/or EE separation/ 29 CFR Letters other congratulatory documents termination date 1602.30-.32 received by and/or issued to EE. Disciplinary Actions Memorandums, letters, or other EE separation/ 29 CFR records of proposed and/or termination date 1602.30-.32 implemented disciplinary action(s). Doctor's Notes/medical release forms, etc., EE separation/ 30 yrs total; US OSHA 29 Notes/Medical submitted regarding employee's termination date microfilm and CFR 1910.20 Releases medical condition, destroy hard copy after 5 yrs; keep m,ff 27 yrs. Drug Screen Test Pre-placement and drug screening EE separation/· 30 yrs total; US OSHA 29 authorization and acknowledgment termination date microfilm and CFR 1910.20 form(s) and results of drug destroy hard copy screening, after 5 yrs; keep m/f 27 yrs. Family and Medical Basic employee data (name, Date FML 30 yrs total; Federal Family Leave (FML) address, class title, pay rate, hours requested/is microfilm and and Medical worked per pay period; additions to granted to EE destroy hard copy Leave Act of or deductions from wages), after 5 yrs; keep 1993 and US m/f27 yrs. OSHA 29 CFR 1910.20 City of Santa Ana Records Retention Schedule PERSONNEL SERVICES Resolution 96-088 Page 1-10 of 1-22 I RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD OFFICIAL Family and Medical Dates (or hours) FML Date FML 30 ym total; Federal Family PERSONNEL FILES Leave (FML)** designated/taken; copies of FML requested/is microfilm and and Medical (continued) (continued) notices given to employer by granted to EE destroy hard copy Leave Act of employee; documents from after 5 yrs; keep 1993 and US employer describing FML policies; m/f 27 yrs. OSHA 29 CFR records of premium payments of 1910.20 employee benefits; records of any dispute re: FML. In confidential files: Date FML 30 ym total; Federal Family records/documents relating to requested/is microfilm and and Medical medical certifications~ granted to EE destroy hard copy Leave Act of after 5 yrs; keep 1993 and US m/f 27 yrs. OSHA 29 CFR 1910.20 Grievances (closed) Files containing EE's, group of EE separation/ 5 years ***/ 29 CFR employees', or the. Union's timely termination date 3 years * 1602.30-.32 complaint as defined in the MOU. I.D. Form Form completed by new employees EE separation/ 29 CFR providing identifying information termination date 1602.30-.32 used to process Santa Ana Police Dept. records check. Job Application Applications for employment and EE separation/ 29 CFR resumes (if any) for hired termination date 1602.30-.32 employees. City of Santa Aha PERSONNEL SERVICES Resolution 96-088 Records Retention Schedule Page 1-11 of 1-22 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD OFFICIAL Medical Leave of Leave of Absence forms used in the EE separation/ 30 yrs total; US OSHA 29 PERSONNEL FILES Absences (Including documentation of medical leave termination date microfilm and CFR 1910.20 (continued) Pregnancy Leave and (including pregnancy leave and destroy hard copy Family and Medical Family and Medical Leave). after 5 yrs; keep Leave). ** m/f 27 yrs. Miscellaneous Documents not specifically EE separation/ If medical-related, Medical related Documents mentioned but kept in official termination date 30 yrs ( 5 yrs as - US OSHA 29 pemonnel file. hard copy; CFR 1910.20; microfilm - keep non-medical perm.); non- related - 29 medical, CFR 1602.30- 5 years ***/ .32. 3 years* Notice of Separation Form completed by employee EE separation/ 5 years ***/ 29 CFR and/or department indicating termination date 3 years * 1602.30-.32 effective date of separation, last day on the job, reason for separation, etc. Oath of Office Form completed and signed by EE separation/ 29 CFR employee affirming allegiance to the termination date 1602.30-.32 Constitution of the United States and the Constitution of the State of California. Outside Employment Form submitted by employee for EE separation/ 29 CFR approval for employee to be termination date 1602.30-.32 engaged in outside employment. City of Santa Ana Records Retention Schedule PERSONNELSERVICES Resolution 96-088 ~ Pagel-12ofl-22 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD OFFICIAL Performance Employee performance evaluation EE separation/ 5 years ***/ 29 CFR PERSONNEL FILES Evaluations forms completed by supe~sory termination date 3 years * 1602.30-.32 (continued) personnel re employees accomplishment of their assigned duties and responsibilities, etc. PERS Enrollment Forms to enroll employees in the EE separation/ 29 CFR Public Employees' Retirement termination date 1602.30-.32 System (PERS) Pre-Employment Forms completed by employee and EE separation/ 30 yrs total; US OSHA 29 Medical medical clinic to assess physical termination date microfilm and CFR 1910.20 capability of employee prior to hiring, destroy hard copy after 5 yrs; keep m/f 27 yrs. Security Check Form Form completed by Personnel Svcs EE separation/ 5 years ***/ 29 CFR to requerst Police Dept to conduct termination date 3 years * 1602.30-.32 security check on employee prior to hiring. Special Licenses Special licenses issued to EE separation/ 29 CFR employees from DMV, accredited termination date 1602.30-.32 schools, etc., verifying employee meets certain job-related requirements. Tuifion Copies of applications for training EE separation/ 29 CFR Reimbursement and educational assistance which termination date 1602.30-.32 Request show EE request, department head approval, and final disposition of request. City of Santa Ana PERSONNEL SERVICES Resolution 96-088 Records Retention Schedule Page 1-13 of 1-22 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD OFFICIAL Union Bank Donation Form signed by employee EE separation/ 5 years ***/ 29 CFR PERSONNEL FILES Form authorizing leave hours be donated termination date 3 years * 1602.30-.32 (continued) to the Union Business Leave Bank to be used by union leaders for Union Business. W-4 form Employee's Withholding Allowance EE separation/ Microfilm and 29 CFR Certificate completed by EE termination date destroy hard copy 1602.30-.32 authorizing employer to withhold after5 years ***/ Federal income tax from employee's 3 years * ;keep m/f pay and/or for indicating exemption, permanent. PAYROLL Employee Kardex File Reference for current and/or EE separation/ Microfilm and Department Cards separated full/part-time employee termination date destroy hard copy defined information (pay, address, Occ after 5 yrs; keep codes, etc.) arranged alphabetically m/f permanent. by employee's last name (current employee Kardex cards also arranged in card trays by dept., then alpha by EE name). Salary Schedules Basic Consolidated Classification/ Permanent Microfilm and Department Compensation Plans destroy hard copy defined after 5 yrs; keep m/f permanent. PERSONNEL BOARD Attendance Records Attendance records of personnel End of calendar 2 years Department board members used for payroll year defined purposes, arranged in chronological order. City of Santa Ana Records Retention Schedule PERSONNEL SERVICES Resolution 96-088 Page 1-14 of 1-22 ! RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD PERSONNEL BOARD Personnel Board Employee personnel board hearing EE separation/ 5 years ***/ 29 CFR (continued) Hearing Files files, termination date 3 years * 1602.30-.32 Personnel Board Arranged according to hearing date. Permanent Permanent Department Meeting Minutes defined PHOTO CONTEST 1990 Photo Contest Folder of materials regarding Photo Permanent Permanent Department MATERIAL Contest. defined RECRUITMENTS Background Materials Materials used in the Date recruitment 2 years Department preparation/implementation of for position is defined recruitments, initiated. Bilingual Certification Forms certifying bilingual capabilities Permanent Permanent Department Forms for employees receiving bilingual defined pay and for applicants for recruitments which require bilingual capability. Certification Log Active and inactive, arranged by cert Date of last 10 years Department Books number listing cert number, entP/ defined classification title, department, cert date, appointment date, name of hired employee, and whether promotional or non-promotional appointment. City of Santa Ana PERSONNEL SERVICES Resolufion g6-~88 Records Retention Schedule Page 1-15 of 1.22 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD RECRUITMENTS Certification Folder - Lists following information regarding Date request for 2 yearn Department (continued) Tracking each full-time request for certification defined certification received: date received, received dept., position, replacement name, reason for request, date to analyst, date to C.M., date approved. Eligible List Cards Active and inac~e listings of Earlier of eligible 20 ym total; Department person(s) eligible for referral to list expiration microfilm and defined departments to fill vacancies. Active date or eligible destroy hard copy cards are kept separate from list abolishment after 5 yrs; keep inactive cards. Both sets of cards date m/f 15 yrs. are kept in alphabetical order according to classification. Ethnicity Stubs From employment applications Earlier of date 3 years* 29 CFR submitted at recruitment time, eligible list 1602.30-.32 arranged in boxes in recruitment established or order number and alphabetically by date recruitment applicant last name within the cancelled recruitment order grouping. Kept for outreach purposes. Examination Answer Examination answer sheets Earlier of date 3 years* 29 CFR Sheets completed by applicants during eligible list 1602.30-.32 testing process and other testing established or materials. Arranged in folders in date recruitment alpha order by title of examination, cancelled City of Santa Ant Records Retention Schedule PERSONNELSERVICES Resolution 96-08~(~O Pagel-16 ofl-22 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD RECRUITMENTS Examination Files Recruitment examination file folders Earlier of date 3 years* 29 CFR (continued) arranged alphabetically according to eligible list 1602.30-.32 classification tifie~ established or date recruitment cancelled Official Eligible Lists Eligible lists signed by City Manager. Earlier of date 3 years* 29 CFR Lists of indMduals placed on an eligible list 1602.30-.32 eligible list card for hiring purposes established or (copies only - original signed eligible date recruitment lists are with recruitment file folder cancelled (according to classification title)). Arranged in alpha order within file folders arranged by year. Testing Materials Contains historical data, used for Date eligible list 3 yrs or as long as Department testing candidates, arranged in established useful, whichever defined alpha order by job title, is longer. REIMBURSEMENT Flexible Spending, Official records of reimbursement for Date Received 3 years Department RECORDS Section 125 Flexible Spending, Section 125 defined Participants ** participants, arranged chronologically by month and year, and alphabetically by employee name within each monthly flle. REPORTS- Accruals - payroll Monthly payroll accrual computer- Date received 3 years Department COMPUTER generated reports, defined GENERATED City of Santa Aha PERSONNEL SERVICES Resolution 96-088 Records Retention Schedule Page 1-17 of 1-22 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD REPORTS- Liability Loss Run Liability loss runs filed in Permanent Permanent for the Department COMPUTER chronological order. Lists claim #, months of June, defined GENERATED type of claim, claimant's name, July, and (Continued) history per fiscal year, reserve December of each balances, totals incurred year REPORTS- Employee Changes, Official monthly reports of End of each 3 years Department MISCELLANEOUS Additions, Deletions In medical/dental/life/LTD insurance month defined Medical Insurance ** changes, additions, deletions for each employee, arranged chronologically by month for each insurance carrier. Monthly Departmental Report of employees hired, Distribution date 10 years Department Report resigned, retired, dismissed, etc. defined REVIEWS Charter (1983-1989) Permanent Permanent Department defined Civil Sen/ice Code (1983-1989) Committee Permanent Permanent Department recommendations for code defined amendments. RISK MANAGEMENT Actuarial Studies and The City is required to have actuarial Various Microfilm and Department Audits audits. The actuarial studies help destroy hard copy defined the City determine how much money after 10 yrs; keep it may need to fund claims, mR permanent. Arranged alphabetically and/or in chronological order. City of Santa Aha Records Retention Schedule PERSONNELSERVICES Resolution 96-088 Pagel-18 ofl-22 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD RISK MANAGEMENT BICEP ** Big Independent Cities Excess Pool 1988 Policies are Department (continued) (BICEP) files. Information regarding perpetual; all other defined this insurance pool, whose aim is to BICEP files shield member cities from financial microfilm and impairment due to large fiability destroy hard copy claims, judgements and settlements, after 10 yin; keep Arranged alphabetically and/or in m/f permanent. chronological order. CAJPA Accreditation California Association of Joint Various Microfilm and Department Powers Authority files having to do destroy hard copy defined with review of assembly and senate after 5 yrs; keep bills, and pos'~ons taken for risk m/f permanent. management pools as they pertain to municipalities, Arranged alphabetically and/or in chronological order, Certificates of Show detai!s of the coverage 1989 Microfilm. and Department Insurance ** (liability, property or workers' destroy hard copy defined compensation) the City has acquired after 10 yrs; keep for those items needing insurance m~ permanent. coverage. Arranged alphabetically and/or in chronological order, Certificates of Similar to revenue bonds which are Various Microfilm and Department Participation ** used to finance things. Our interest destroy hard copy defined is bonds where we are required to after 10 yrs; keep show proof of insurance, and the m/f permanent. BICEP bonds which funded claims reserves. City of Santa Ana PERSONNEL SERVICES Resolution 96-088 Records Retention Schedule Page 1-19 of 1-22 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD RISK MANAGEMENT Insurance Policies- City's liability coverage, through Permanent Permanent Department (continued) Liability ** BICEP/Rollins Hudig Hall (RHH) - defined broker and their predecessom and prior insurance brokem. Arranged alphabetically and/or in chronological order. Insurance Policies- For the City's property coverage, Various Microfilm and Department Property ** through the Public Entities Property destroy hard copy defined Insurance Program (PEPIP)/Robert after 10 yrs; keep F. Driver Associates (brokers). m/f permanent. Arranged alphabetically and/or in chronological order. Insurance Policies- For City's Excess Workers' Various Perpetual Department Workers' Comp ** Compensation insurance, through defined BICEP/RHH and prior insurance brokers. Arranged alphabetically and/or in chronological order. Liability Claims Non-litigated tort claims filed against Final resolution 5 years Department Against the City ** the City for damages to persons or date defined personal property. Filed alphabetically by claimant's last name. Police Any files regarding City's Police Various Microfilm and Department Department which have to do with destroy hard copy defined insurance or possible liability issues, alter 5 yrs; keep Arranged alphabetically and/or in m/f permanent. chronological order. City of Santa Ana Records Retention Schedule PERSONNEL SERVICES Resolution 96-088 Page 1-20 of 1-22 I RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD RISK MANAGEMENT PRIMA Public Risk Management Various Microfilm and Department (continued) Association files. Arranged destroy hard copy defined alphabetically and/or in after 10 yrs; keep chronological order, m/f permanent. Special Events A "Special Events" coverage, called Various Microfilm and Department Insurance ** Tenants/Users Liability Insurance destroy hard copy defined Program" (TULIP), provided to the after 10 yrs; keep City through BICEP/RHH. TULIP is m/f permanent. set up to insure third parties for use of City property, providing liability coverage for the City. Also includes special events policies prior to TULIP. Arranged alphabetically and/or in chronological order. State of California State report of workers' July, 1975 Perpetual Department Annual Report ** compensation liabilities, defined Tax Reports January 1, 1993 Perpetual Perpetual Department (1099's ) ** defined Taxi and Tow Truck Information regarding Risk Various Microfilm and Department Insurance Management and City destroy hard copy defined codes/insurance requirements for after 10 yrs; keep both taxis and tow trucks. Arranged m/f permanent. alphabetically and/or in chronological order. City of Santa Ana PERSONNEL SERVICES Resolution 96-088 Records Retention Schedule Page 1-21 of 1-22 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD RISK MANAGEMENT Underground Storage Insurance, liability issues, proof of Various Perpetual Department (continued) Tanks ** compliance and other defined documentation regarding underground petroleum storage tanks. Arranged alphabetically and/or in chronological order. Vehicles Insurance/City regulations regarding Various Microfilm & destroy Department City vehicles. Arranged hard copy after 5 defined alphabetically and/or in yrs; keep mR chronological order permanent. TRAINING Attendance Sign-In Management and Leadership Permanent Permanent Department Sheets Training' Programs forms used to defined validate attendance at training sessions which is a cdteria for receMng a Certificate of Completion. Filed by program in chronological order. Class Training Training records of all classes every Ending date of 2 years Department Records semester arranged in alphabetical each class defined order and by semester in numeric order. Employee Applications Applications for the Public Business Permanent Permanent Department Management classes and the defined Advanced Leadership Development classes. Used for background info for faculty members and as a registration form for the programs; arranged by program, chronologically and alphabetically. City of Santa Ana PERSONNEL SERVICES Resolution 96-088 Records Retention Schedule Page 1-22 of I-?_2 I RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD WORKERS' First Aid/Report Only Notices that an injury has happened Final action date 5 years Labor Code COMPENSATION Incident ** - no medical records. Reports 5405 and T'~le 8 arranged alphabetically by California Code employees' name. of Regulations #14311 Indemnity Claims Open/active and closed/inactive Final action date Lifetime medical Title 8 California Files ** tempora[y and permanent disability on claim award cases Code of claims tiles involving exposure to lost destroyed upon Regulations time. Permanentdisabilityto be death of individual. #15400.2 compensated. Contains medical tiles and payment history. "Medical Only" Claims Open/active and closed/inactive Final action date 7 years Title 8 California Files ** claims files. Contain claim forms, on claim Code of billings, medical records, check Regulations copies, etc. EE injury - no loss of #15400.2 work greater than 3 days. Arranged alphabetically by employees' name. PERS (Sworn) Claims flied by EE's (sworn) for Permanent Permanent Government Industrial Disability PERS disability retirement. Files Code Section Retirement Files arranged alphabetically by EE's #21101 (Official) ** name. 29 CFR 1602.30-.32 Employment and personnel records kept under the EEOC regulations must be preserved for three years. In the case of involuntary termination of EE, personnel records of terminated EE shall be kept for a period of 2 years from the date EE terminated. If charge of discrimination tiled, personnel records relevant to the charge or action shall be kept until final disposition of the charge or action. Defined as "Vital Records" (i.e., records that are needed for continuing operations (policies, procedures, organizational guidelines). 5 year period for personnel documents is for sworn Police and Fire Depariment personnel only; official personnel tile materials for all other Ck'y personnel will follow the three year rule as provided in the first asterisked item above. (Workers' Compensation Laws of California Section 3212) CITY OF SANTA ANA RECORDS RETENTION SCHEDULE PLANNING AND BUILDING AGENCY Resolution 96-088 Exhibit J Page J-1 of J-8 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD ABANDONMENT Alley/Street City agrees to relinquish all rights and fee title to Approval Date 5 Yrs underlying property ADDRESS CHANGE Street Name Any change to description of the street name Approval Date Until Superseded Street Number Change in numerical identification due to expansion or decrease in numbers AGREEMENTS Development Contract between City and developer in which the Expiration Date Permanent City agrees to guarantee specific entitlement in exchange for conditions or approval APPLICATIONS Alternate Methods & Concepts & materials not covered by current Approval Date Permanent Materials of Construction building code Appeals Appealing decision or requirement of Planning Commission, Planning Manager or Zoning Administrator made by interested party, individual or group Appeals to Code Appealing to Uniform Code Appeals Board to resolve code disputes Appeals Board To appeal a decision or interpretation by the Building Official Conditional Use Permit Specific use of land or buildings in a land use district wherein such use may be so conditionally permitted City of Santa Ant PLANNING AND BUILDING AGENCY Resolution 96-088 Records Retention Schedule Page J-2 of J-8 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD APPLICATIONS Development Review Members of the committee represent all city Approval Date 5 Yrs Continued agencies to coordinate site plan review comments Documentation of Exceptions from the requirement of the Title 24 Permanent Unreasonable Hardship Energy Standards Extension Request for additional time to implement conditions 2 Yrs of approval for discretionary applications Permit Extension Request for additional time to complete repairs and Permit Issuance 2 Yrs or corrections Floodplain Variance Request showing sufficient cause to variate from the Permanent Floodplain Management regulations General Plan Alteration or redesignation of land use or policy Adopted Date Until contained in the General Plan Superseded Legal Nonconforming Legalizing unpermitted additions or conversions to Life of structures Structure Lot Line Adjustments Minor moditication of existing lot lines Recorded Date 5 Yrs Minor Exceptions A waiver or modification of those zoning provisions Approval date Permanent which pertain to minimum requirements Pushcart License Permit to operate pushcart Permit Issuance Dura§on of operators use City of Santa Aha PLANNING AND BUILDING AGENCY Resolution 96-088 Records Retention Schedule Page J-3 of J-8 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD APPLICATIONS Residential Relocation Any relocation of residential structure from one Permit Issuance 5 Yrs Continued parcel to another Seismic Safety Compliance with Santa Ana Municipal Code Seismic Approval Date Permanent Certificate of Safety Ordinance Compliance Sign Program Mechanism to insure the coordination of signage Until Supemeded 2 Yrs within a development site or building is demolished Planning Commission Project plans requiring approval of Planning Approval Date Permanent Site Plan Review Commission typical of Sd zone Specific Development Used to create project or area specific standards of Adopted Date properly through an amendment application Specific Plan Used to create special zoning districts through an amendment application Subdivision Parcel Map The consolidation or division of four or fewer parcels Recorded Date (or Parcel Map) Tract Map The division of five or more pamels Variance Request for variation from Chapter 41, Santa Ana Approval Date Municipal Code Amendment Application Amend, supplement or change of distdct boundaries Adopted Date Until Superseded Zoning Ordinance A change to the zoning ordinance Amendment City of Santa Aha Records Retention Schedule PLANNING AND BUILDING AGENCY Resolution 96-088 Page J-4 of J-8 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD CERTIFICATES Bond Ensures completion of project Permits Finaled 2 Yrs Compliance Ensures compliance with current code Approval Date Life of Structure Land Use A type of permit used for minor uses such as: 5 Yrs temporary activities, and satellite dishes Temporary Certificate of Allows occupancy before completion of work is Permit Issuance 2 Yrs Occupancy tinaled Workers Compensation Ensures policies are current Issuance Date Insurance CALIFORNIA Categorical Exemption Brief statement that a project is exempt from CEQA Approval Date Permanent ENVIRONMENTAL QUALITY ACT Environmental Impact Document disclosing impacts of project Report development May include detailed technical studies Mitigation Monitoring Prepared for all projects in which mitigation Program measures have been incorporated in the environmental document Negative Declaration Includes Environmental checklist to discuss areas of potential project impact Mitigation measures may be included Notice of Completion Informs agencies and general public that a lead agency has prepared a Draft EIR for public review City of Santa Ana Records Retention Schedule PLANNING AND BUILDING AGENCY Resolution 96-088 Page J-5 of J-8 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD CALIFORNIA Notice of Determination Prepared by lead agency after an EIR has been Approval Date Permanent ENVIRONMENTAL certitied or Negative Declaration has been approved QUALITY ACT Begins a 30-day statue of limitations to challenge Continued project Responses to After lead agency receives public comments on the Comments Draft EIR, each comment raised is given response State of Overriding When an EIR is prepared for a project that has Considerations unavoidable adverse impacts, this document is prepared to provide decision makers with an explanation of why the project benefits outweigh any adverse environmental effects CITATIONS Notice of Violations: For vehicle only in front yard parking and vehicle for Issuance Date 2 Yrs Infractions sale Notice of Violations: Notice to appear in court on Santa Ana Municipal Misdemeanors Code violations COMPLAINT Criminal Referral to City Attorney for action Issuance Date 2 Yrs COVENANTS & Access & Parking Common access/parking between two or more Approval Date Permanent AGREEMENTS properties Covenants & Legal description of parcel of land Termination of Covenants City of Santa Ana PLANNING AND BUILDING AGENCY Resolution 96-088 R~cords Retention Schedule Page J-6 of J-8 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY 8ERIES DESCRIPTION START DATE PERIOD DETERMINATION By Property A legal determination of a use or building on a site Approval Date Permanent OF which does not conform to current standards NONCONFORMING STATUS FINDING OF FACT Planning Commission Written finding which shall specify all facts relied Approval Date Permanent Zoning Administrator upon by City Council, Planning Commission, or Zoning Administrator in rendering its decision and in attaching conditions and safeguards INSPECTION Business License Inspection for Finance & Planning Divisions Issuance Date Permanent Certificate of Occupancy Notice of Violation Corrections and or 2 Yrs violations to be resolved prior to final approval Reinspecfion For additional inspections above the normal requirement Report: Fire Damage Examination of the extent of the damage 5 Yrs INVESTIGATION Special Investigafion and Request by Fire Department Issuance Date 5 Yrs or Complaint NOTICE To Appear A misdemeanor violafions to Santa Closure Date 2 Yrs Ana Municipal Code Notice & Order of Repairs or demoli~ons to buildings or structures Substandard City of Santa Aha PLANNING AND BUILDING AGENCY Resolution 96-088 Records Retention Schedule Page J-7 of J-8 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD NOTICE Violations Noncompliance with city codes Closure Date 2 Yrs Continued Special Investigation Pre-inspection for code compliance PERMITS Building, Electrical, Top allow inspections for code compliance Issuance Date Duration of Grading, Mechanical, building Plumbing & Solar Home Occupancy Business use which does not alter the residence Approval Date 6 Yrs Off Premise Sign System to control size, location, type and number of Duration of off premise signs located on private property the sign RECEIPTS Application Fees for various divisions permits, applications, etc Date of validation 7 Yrs REPORT Asbestos Verification of reports accuracy Issuance Date 5 Yrs Federal/State Statistics to various Government Agencies Permanent VERIFICATION Smoke Detector Voluntary mail in form Approval Date 2 Yrs WAIVER C 3 Parking Off street parking waiver within 300' of the use it Approval Date Permanent serves City of Santa Ana PLANNING AND BUILDING AGENCY Resolution 96-088 Records Retention Schedule Page J-8 of J-8 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD PLANS Engineered plans pertaining to structures Approval Date Permanent REPORTS Soil reports Permanent VITAL RECORDS Planning Commission Official records of actions taken during Planning Meeting Date Permanent Retained as Minutes Commission meetings original hard copy CITY OF SANTA ANA Resolution 96-088 RECORDS RETENTION SCHEDULE Exhibit K POLICE DEPARTMENT Page K-1 of K-6 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD ABATEMENT By Calendar Year Vehicle abatement notices, certified letters Date of Initial 3 Ym Traffic Section PROGRAM and miscellaneous correspondence Notice ABC FILES Name of Premises History of ABC locations Applications for Date of Permanent Special Investigations ABC license to sell and/or serve alcoholic Application beverages ADMINISTRATIVE Employee Accidents Investigations of accidents involving on-duty Date Received 5 Yrs Intemal Affairs (IA) INVESTIGATIONS Departmental personnel iA (Internal Affairs Incidents by Type) In-Custody Death Investigations of in-custody deaths Reports In-Custody Injury/Use of Investigations of in-custody injuries and use Force of rome K-9 Reports Investigations of K-9 incidents Officer Involved Investigations of officer involved shootings Shootings APPLICANT FILES By Name Record of applicants not selected Date of Creation 3 Yrs Personnel Section APPLICATION/ Food Vending Application forms, letters of approval or Date of 2 Yrs Traffic Section PERMITS denial and miscellaneous correspondence Acceptance or Denial Ice Cream Vendors Application forms, letters of approval or denial and miscellaneous correspondence Push Cart Vendors Application forms, letters of approval or denial and miscellaneous correspondence City of Santa Ana POLICE DEPARTMENT Resolution 96-088 Records Retention Schedule Page K-2 of K-6 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD APPLICATIONS Taxi Cab Application forms, letters of approval or Date of 2 Ym Traffic Section PERMITS denial and miscellaneous correspondence Acceptance or Continued Denial Tow Truck Application forms, letters of approval or denial and miscellaneous correspondence COP PROJECTS By Project Community Oriented Policing (COP) Date of Report 3 Yrs Field Operations problem solving intervention reports CERTIFIED MAIL By Calendar Year Post Office receipts documenting delivery of Date Mailed 2 Yrs Traffic Section RECEIPTS materials sent via certified mail CITATIONS By Citation Number Parking CitaUons Date of Issuance 2 Yrs Traffic Section Traffic Citations CITIZEN By Employee Name Investigations of alleged employee Date Complaint 5 Yrs Internal Affairs COMPLAINTS misconduct Reported DAILY LOGS By Officer Name Record of employee's daily activities Date Written 2 Yrs Traffic Section By Supervisor Name Record of supervisor's daily activities Date Written 2 Yrs Field Operations DISPOSITIONS By Name Search and seizure documents received Date Probation 2 Yrs Records Section (SEARCH & from court without case numbers Ends SEIZURES) EMPLOYEE Background File Record of background investigation Termination of 3 Yrs Personnel Section RECORDS Employment Medical File Medical information for each employee Termination of 30 Yrs US OSHA 29 CFR Employment 191020 - Personnel Section Personnel File Employment records, ie evaluations, pay Termination of 3 Yrs Personnel Section chanRes, commendations, etc Employment City of Santa Ana POLICE DEPARTMENT Resolution 96-088 Records Retention Schedule Page K-3 of K-6 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD EVIDENCE Latents By Case Number Latent pdnts obtained from crime scenes Date Obtained 5 Yrs ID Lab Log Books By Case Log books for beginning and final Permanent Permanent Evidence Section Number dispositions of all booked evidence items Negatives By Case Negatives of photos taken from crime Date Obtained 5 Yrs ID Lab Number scenes FIELD INTERVIEW By Name Documentation of a field contact by an Date Written 2 Yrs Records Section CARDS officer FINANCE Petty Cash Receipts-By Expense vo hers and reimbursement Date of 2 Yrs Special Investigations Fiscal Year requests Reimbursement GRAFFITI TASK Correspondence, records of Date of incident 3 Yrs Field Operations FORCE interdepartmental actions concerning Task Force issues JAIL Inmate Grievances Inmate complaints and dispositions Date of 2 Yrs Detention Facility ADMINISTRATIVE Completion REPORTS Inspections Results of other governmental agencies Date of inspections Inspection inmate Mail Log Inamte mail summary Date of Log Intake Statistics Daily summary of intakes Date of Summary Population Roster Dailty population rester Date of Log City of Santa Ana POLICE DEPARTMENT Resolution 96-088 Records Retention Schedule Page K-4 of RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD JAIL INMATE By Inmate Name Booking, release and custody files Date of Arrest 3 Yrs Detention Facility RECORDS JAIL OPERATIONS Activity Summary Synopsis of population demography Date of log 2 Yrs Detention Facility REPORTS Incident Report Detailed occurrence documentation Date of report 3 Yrs Detention Facility Shift Activity Log Significant events, welfare checks, etc Date of log 2 Yrs Detention Facility MINUTES Human Relations Meeting minutes Date of Meeting Permanent Investigation Division Commission Uniform Committee Meeting minutes Date of Meeting 2 Yrs Field Operations PERSONNEL By Name City employment requests for record checks Date of Request 2 Yrs Records Section of new employees and supporting documents By Name Explorer Post applications and performance Date of 2 Yrs Training Section records of Explorers Termination POLICE REPORTS Cdme Reports Incidents wherein a case number is issued Date of Report Permanent Files are microfilmed Traffic Reports as permanent records; hard copy files are Information Reports destroyed after 2 years Records Section Homicide Reports Incidents wherein a murder is committed Permanent Permanent Records Section Marijuana under 1 oz Incidents involving less than 1 oz of Date Occurred 2 Yrs Health and Safety marijuana Code 113615 Records Section City of Santa Aha POLICE DEPARTMENT Resolution 96-088 Records Retention Schedule Page K-5 of K-6 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD POLYGRAPH By Calendar Year Pre-employment polygraph examinations Date of Creation 3 Yrs Personnel Section FILES PSYCHOLOGICAL By Calendar Year Pre-employment psychological examinations Date of Creation 3 Yrs Personnel Section FILES. results SEXUAL By Calendar Year Investigations of sexual harassment Investigation 5 Yrs Pemonnel Section HARASSMENT complaints Completion Date INVESTIGATION STATISTICAL UCR State reports of statistics on crimes and Date of Report 10 Yrs Records REPORTS (Uniform Crime Report) supporting documents Section Crime Tally Sheets Forms used to collect crime data Date of Crime 2 Yrs Records Section TRAINING Departmental Orders Self-explanatory Permanent Permanent Training Section RECORDS Employee Training Schools and classes attended by police Termination Date 5 Yrs Training Section Records - By Employee employees Name Jail Training Records - Jail employee training records Termination Date 5 Yrs Detention Facility By Employee Name K-9 Training Records - Training records of K-9 officers Termination Date 5 Yrs K-9 Unit By Officer Name Law Summary Summaries issued by City Attorney and Date of Issue 5 Yrs Training Section Legal Advisor City of Santa Ana Records Retention Schedule POLICE DEPARTMENT Resolution 96-088 Page K-6 of K-6 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD TRAINING Range Records Employees' scores and documentation Date Created 5 Yrs Training Section RECORDS Continued STC Reports Mandated quarterly and annual report Date of Report 2 Ym Detention Facility (Standards and Training submitted to STC for Corrections) Training Bulletins Self-explanatory Permanent Permanent Training Section TRESPASS Permission form signed by property owner Date of Initial 2 Yrs Field Operations FORMS Report WARRANT Served warrant working papers with no case Date of service 2 Yrs Records Section INVESTIGATIVE number WORKSHEETS CITY OF SANTA ANA PUBLIC WORKS AGENCY RECORDS RETENTION SCHEDULE Resolution 96-088 Exhibit L Page L-1 of L-9 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD ADMINISTRATIVE Agenda-ETAC Environmental, Transportation Advisory Meeting Date 2 yrs SERVICES Commission (ETAC) Assessment Districts Documents/Maps; Parking Structures, etc. Payoff Date 2 yrs Minutes, ETAC Environmental, Transportation Advisory Meeting Date Permanent Commission Permits Bus Shelters, Newsracks Expiration Date 3 yrs SRRE & Implementation Recycling Plan & Implementation Records Expired/Revise 5 yrs State requirement (Source Reduction and Date Recycling Element) Street Light Authorizations Edison Notice of Lamp Change Authorization 5 Yrs Date Street Light Maintenance City-owned Street Lighting End Fiscal 3 yrs Records Year CONSTRUCTION Contractor's Bid List Santa Aha Contractors Until Annual ENGINEERING Superseded Revision Disadvantaged Business Re: Federal Projects End Fiscal 5 yre Federal Audit Enterprise Pro~lram Year Post'=Const. Critiques ProjectJContractor Reviews End Fiscal Procedures review Year Project Files Dudng Construction period Construction Filed in SEE PROJECTS Completion Central Files Date Street Closure Reports Closures during construction only Report Date 5 yrs City of Santa Ana PUBLIC WORKS AGENCY Resolution 96-088 Records Retention Schedule Page L-2 of L-9 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD DESIGN Soils Reports Detailed soil analysis/construction Report Date 10 yrs Project design data ENGINEERING recommendations DEVELOPMENT Certificates of Compliance City Engr. Approval of existing subdivision Date Recorded Permanent Official City Record ENGINEERING City Map (Official) Amended every three years Until Permanent Official City Record Superseded Development Conditions Public Works Private Development Date Issued Structure Life Official City Record Conditions Special Studies Re: Transportation Issues re: Joint Powers Date Until Reference Authorities, etc. Completed Superseded Street Permits Street work, surface drainage, wide load, Completion Date 5 yrs Public Works copy water appl, firs hydrant, utilities (Incl. Ins. Certs./Bonds) Expiration Date 2 yrs To insure compliance DRAWINGS Project Plans/Drawings Project Drawings in Central Files Date signed Until Information stored on Superseded apercture cards Traffic control Traffic Control Plans in Central Files Date Signed I Yr Plans/Drawings City of Santa Ana PUBLIC WORKS AGENCY Resolution 96-088 Records Retention Schedule Page !_-3 of L-9 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD MAINTENANCE Driver Equipment Motor Carrier Safety requirements Date Issued 10 yrs State requirement Certification Field Work Records Supervisor's Crew Work records Date of Work 2 yrs Reference Data Graffiti Removal Locations/sq.ff. of Graffiti removed Date of Work 2 Yrs Reference Data Service Requests Requests for Maintenance Sen/ices Request Date 2 yre Street Work Report Monthly Street Work Summary Report Date 5 yrs Management data Weed Abatement Violations Notices issued and Action taken Notice Date 4 yrs Weed Abatement Weed Removal costs charged to Tax Bi~ls Council Meeting 5 yrs Assessments Date PROJECTS Bike Path Bike Lane, Bike Trail Completion Date 5 yre Bridge Widening, Overpass 10 Yrs Project correspondence, Structure life financial files purged but material specs and soil are repods retained for life of structure Channelization Traffic Mgmt., Studies, Counts, Phasing 5 yrs City of Santa Aha Records Retention Schedule PUBLIC WORKS AGENCY Resolution 96-088 ~'~ Page L-4 of L-9 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD PROJECTS City Yard/Corp Yard 10 yrs Project correspondence, Continued Structure life financial files purged but material specs and soil are reports retained for life of structure Civic Center D.C. Jail, Stadium, New Police Bldg. Completion Date 10 yrs Retain materials specs. & Structure life soils reports Community Development Redevelopment, Neighborhood Dev. 10 yrs Maintenance Street Maint., Slurry, Resurface 5 yrs Weed, Rubbish, Graffiti 3 yrs Parks Improvements, 5 yrs I Project correspondence, financial files purged but material specs and soil are reports retained for Structures 10 yrs life of structure Structure life Recycle Used Oil Grants, HHW Grants 5 Yrs Right-of-Way Property Acquisition 5 yrs City of Santa Ana PUBLIC WORKS AGENCY Resolution 96-088 Records Retention Schedule Page L-5 of L-9 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD PROJECTS Sewer, Water, Utilities Reservoirs, Plant, Mains, Wells, Elev. Tank 10 yrs Project correspondence, Continued Storm Drains Structure life financial files purged but material specs and soil are reports retained for life of structure State Highways State Highways in Santa Ana Unfill State bluelines Obsolete Streets, Alleys, Medians Streets, Alleys, Medians, RR Crossings 5 yrs Curb, Gutter, Sidewalk Structures Parking Struct., Transp. Center 10 yrs Project correspondence, Structure life financial files purged but material specs and soil are repoiffs retained for Demolitions 5 yrs life of structure · Traffic Signals Traffic Control Computer, Maintenance Completion Date 5 yrs Trees Planting, Removal, 3 yra Trimming 5 yrs Transportation Alignment & Environmental Studies Project Date Permanent See also Transportation City of Santa Ana Records Retention Schedule PUBLIC WORKS AGENCY Resolufion 96-088 Page L-6 of L-9 REC~)RD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD PROJECTS Unconstructed Projects Projects not constructed Const/Supercd SEE: Ret. by Type of Project Continued Projects Various Park. Lot, Studies, Programs, Equip. Completion 5 yrs Real Estate Files Acquisition File Agent's diary, offer letter and other Close of escrow 2 Yrs correspondence, escrow documents, Relocation File Informational documents, claim forms, Receipt of final 2 Yrs verification of payment, etc. relocation payment Appraisals Assesses value of property Receipt Date 4 Yrs Residential Real Estate Includes deeds, parcel maps, tracts maps, Creation Date Perpetual Records right of way maps, etc. SURVEY Bench Marks Vertical Survey Data Survey date Permanent Vital Record Centerline Ties Horizontal Survey Data Project Data Project Survey Data City of Santa Ana PUBLIC WORKS AGENCY Resolution 96-088 Records Retention Schedule Page L-7 of L-9 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD TRAFFIC Accident Data/Diagrams Location/accident Diagram Date 5 yrs Intersection data type/collision diagrams Average Daily Count data Collection 6 Yrs Traffic/Turning Counts Dates Dept. Traffic Orders Various parking & traffic controls Install Date Until Superseded Permit Parking Applications, etc. Expiration Date 1 yr School Crossing Study Study to justify Crossing Guard Completion Until Date Superseded Signal Cabinet Prints Signal wiring diagram Install Date Permanent Signal/LT Phase Warrant Studies to justify left turn installation 5 yrs Signal Maintenance Operation Maintenance (Claims/Historical) Maintenance Date Signal Timing Operation Timing (Claims/Historical) Timing Date '1 City of Santa Aha PUBLIC WORKS AGENCY Resolution 96-088 Records Retention Schedule Page L-8 of L-9 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD TRAFFIC Speed Limit Study Restudied every 5 years Approval Date 5 Yrs Legal requirement Continued Traffic Control Device install & Maintenance data Work Date 5 Yrs Retained in Traffic Engineering Section Traffic/Parking Studies Neighborhoods, schools, parks, special Study Date Permanent TRANSPORTATION Reports Measure M. Congestion Mgmt. Pin., Report Date 10 Yrs Artedal Highway Prog. Ann. Certification. Studies Alignment & Environmental Study Date Permanent WATER Backflow Inventory Location, size, type of device Perpetual Permanent Customer inquiries Detailed description of inquiries Inquiry Date 5 yrs State requirement Field Work Records Water/sewer install/repair locations Install/Repair 5 yra Date Fire Sen/ice Taps Fire service locations Install Date Permanent Fire Hydrant Permits Water for Construction Site Completion Fire Hydrant Taps Type, sizes & locations Install Date Gate Valves Gate valve locations City of Santa Ana PUBLIC WORKS AGENCY Resolution 96-088 Records Retention Schedule Page L-9 of L-9 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD WATER Indust. Discharge Permits National Pollution Elimination System Expiration Date 2 yrs Continued Meter Inventory Type, sizes & locations Install Date Permanent Meter Exchange Inventory Record of work at each address Exchange 2 Yrs Date Sewer Lateral Inventory Location of each sewer lateral Install Date Permanent Water Line Inventory Location of all water lines Water Pressure Charts Weekly/Monthly Pressure Charts Chart Date 7 Yrs Water Production Reports ! Monthly water production reports Report Date 10 yrs Water Service Taps Location of all service taps, active/inactive Tap Date Permanent Underground Service Alert Locating tickets showing underground Ticket Date 2 yrs , structures for excavation site CITY OF SANTA ANA RECORDS RETENTION SCHEDULE RECREATION & COMMUNITY SERVICES Resolution 96-088 Exhibit M Page M-1 of M-1 RECORD RECORD RECORD RETENTION RETENTION REMARKS CATEGORY SERIES DESCRIPTION START DATE PERIOD ADMINISTRATION Board Agenda Meeting Agenda of Recreation & Meeting Date 2 Yrs Parks and Cable TV Advisory Boards Board Minutes Meeting Minutes of Recreation & Meeting Date Permanent Parks and Cable TV Advisory Boards Film Permits Permits to allow on location filming Permit Date 2 Yrs STADIUM Reservation Forms Stadium event reservations Event Date 2 Yrs (Eddie West Stadium) Concession Receipts Receipts from concession sales Event Date 2 Yrs RECREATION Registration Forms Leisure Classes, Adult and Youth Program Date 2 Yrs Sports, RecreafionCenter programs, Project PRIDE programs DESIGN Project Files Project information, authorization, and Completion Date 5 Yrs (Over $10,000) financing Project Files Project information, authorization, (Under $10,000) financing, and site plans ZOO Animal Records Animal medical records includes Animal leaves 20 Yrs medications/behavior/location/ or dies genealogy etc. Concession Receipts Monthly receipts of concession sales