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Resolution 2003-79RESOLUTION NO. 2003-79 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GILROY REPEALING RESOLUTION NO. 1093 AND ADOPTING THE CITY OF GILROY RECORDS RETENTION GUIDELINES WHICH AUTHORIZE THE DESTRUCTION OF OLD RECORDS WHICH ARE NO LONGER REQUIRED TO BE RETAINED BY THE CITY WHEREAS, the City of Gilroy ( "City ") accumulates volumes of old records that are no longer needed by the City, and the City now and from time to time seeks to purge and destroy old records that are no longer required by the City; and WHEREAS, California Government Code section 34090 and Resolution No. 2002 -60 authorize the City Administrator and all department heads to destroy, with specified exceptions, records not less than two (2) years old with the consent of the City Attorney, which consent has been given; and WHEREAS, the City previously adopted a Retention Policy on March 20, 1967, Resolution No. 1093, which is currently outdated; and WHEREAS, the City has developed a new comprehensive citywide policy and schedule for City record retention and destruction entitled "The City of Gilroy Records Retention Guidelines" which provides the current record retention and destruction time periods for the various City departments. NOW, THEREFORE, BE IT RESOLVED: SECTION I That Resolution No. 1093 adopting the previous City of Gilroy Record Retention Policy is hereby repealed in its entirety. 1JH1607242.1 01- 111003-04706002 Resolution No. 2003 -79 SECTION II That the City of Gilroy Records Retention Guidelines, dated November 2003, are hereby adopted. A true and exact copy of said Guidelines are attached hereto as Exhibit "A" and incorporated by this reference. SECTION III That pursuant to California Government Code section 34090 et seq., Resolution No. 2002 -60 and the City of Gilroy Records Retention Guidelines, the City Administrator and all department heads are hereby authorized to destroy, with specified exceptions, records which are no longer required by the City. SECTION IV That the City of Gilroy Records Retention Guidelines may be amended and revised from time to time as needed to reflect current law and City policies by resolution of the City Council. PASSED AND ADOPTED this 17th day of November, 2003, by the following vote: AYES: COUNCILMEMBERS: ARELLANO, DILLON, GARTMAN, MORALES, PINHEIRO, VELASCO and SPRINGER NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: AT T: Rhonda Pellin, City Clerk 1JH1607242.1 01- 111003 - 04706002 -2- NONE NONE APPROVED: f, Thomas W. Springer, May, Resolution No. 2003 -79 CITY OF GILROY RECORDS RETENTION GUIDELINES Adopted November 17, 2003 Res. 2003 -79 City of Gilroy Records Retention Guidelines Table of Contents Section Title Page Tableof Contents ............................................ ............................... A -1 Legend............................................................ ............................... B -1 Citations.......................................................... ............................... C -1 Classifications ................................................. ............................... D -1 Index............................................................... ............................... E -1 Administrative Services Department ................ ............................... 1 -1 Community Development Department ............................................ 2 -1 Community Services Department .................... ............................... 3 -1 Emergency Management ................................ ............................... 4 -1 FireDepartment .............................................. ............................... 5 -1 Police Department ........................................... ............................... 6 -1 Page A - 1 LEGEND Records Retention AC =Active AD =Adoption AU =Audit CL = Closed /Completion CU = Current Year D.O. B. = Date of Birth E = Election L = Life P = Permanent S =Supersede T = Termination Page B - 1 CITATIONS B &P — Business and Professions CAC — California Administrative Code CCP — Code of Civil Procedure CCR — Code of California Regulations CEQA — California Environmental Quality Act CFR — Code of Federal Regulations EC — Election Code EC — Evidence Code FC — Family Code FMLA — Family & Medical Leave Act, 1993 GC - Government Code H &S — Health & Safety HUD — Housing and Urban Development LC — Labor Code OMB — Office of Management & Budget OSHA — Occupational Safety & Health Act PC — Penal Code POST — Police Officers Standards Training UFC — Uniform Fire Code USC - United States Code WIC - Welfare & Institutions Code VC — Vehicle Code Page C - 1 CITY OF GILROY RECORDS RETENTION CLASSIFICATIONS DMINIS TRA TI VE SERVICE Accounting Audit City Clerk Elections Grants Fair Political Practices Commission (FPPC) Fixed Assets Fleet/Facilities General Subject Grants Human Resources Information Technology Legal /Legislative License Payroll Policies /Procedures Public Financing Authority Purchasing Reports Risk Management Treasurer COMMUNITY DEVELOPMEN Administration Building Code Enforcement Engineering Environmental Quality Hazardous Materials Housing Municipal Facilities Planning Property Sanitation /Solid Waste/Wastewater Streets /Alleys Utilities Water COMMUNITY SERVICE Facilities General Subject Parks Public Information Recreation Recycling Streets /Alleys Volunteer Program Water EMERGENCY MANAGEMEN Mutual Aid FIR Administration Personnel Property Reports _' • = Administration & Personnel Animal Control General and Adults Juveniles Only Page D - 1 INDEX TITLE SECTION PAGE Accounts Payable Administrative Services 1 -1 ABAG Plan Liability Insurance Administrative Services 1 -12 Abandonment, Property Community Development 2 -5 AbandonmentsNacations Community Development 2 -6 Accident Review Board Records/Files Administrative Services 1 -5 Accident, Incident, & Property Damage Reports Administrative Services 1 -12 Accounts Receivable Administrative Services 1 -1 Acquisition/Disposition Community Development 2 -5 Activity Guide, Recreation Community Services 3 -2 Adjustments, Payroll Administrative Services 1 -10 Administration, Historical Records Administrative Services 1 -4 Administration, Treasurer Administrative Services 1 -13 Administration/Campaign Statements and Conflict of Interest Administrative Services 1 -3 Affidavit Index, Elections Administrative Services 1 -2 Agenda Reports Administrative Services 1 -9 Agendas Administrative Services 1 -9 Agendas, Boards /Commissions Community Services 3 -1 Agreements Community Services 3 -1 Annexation Case Files Community Development 2 -5 Annual Financial Report Administrative Services 1 -1 ApparatusNehicles Fire Department 5 -1 Appeals, Civil Administrative Services 1 -9 Applications, Absentee Ballots and Envelopes Administrative Services 1 -2 Applications, Boards, Commissions, Committees Administrative Services 1 -9 Applications, Utility Services Administrative Services 1 -1 Appraisals Community Development 2 -5 Articles of Incorporation Administrative Services 1 -9 Asbestos Community Development 2 -4 Assessment Districts Administrative Services 1 -1 Assessment Districts Administrative Services 1 -2 Audio Tapes Administrative Services 1 -10 Audit Report Administrative Services 1 -11 Background Packets/Reference Checking Information/Records Administrative Services 1 -5 Ballots Administrative Services 1 -2 Ballots — Prop. 218, Assessment Districts Administrative Services 1 -2 Bank Reconciliation Administrative Services 1 -1 E -1 Bank Statements Administrative Services 1 -13 Benchmark Data Community Development 2 -1 Benefit Plan Information and Contracts Administrative Services 1 -5 Bids & Proposals Community Development 2 -1 Bids, RFQ's, RFP's Administrative Services 1 -11 Billing Records Administrative Services 1 -1 Biographies Administrative Services 1 -4 Blueprints Community Development 2 -2 Bonds Administrative Services 1 -1 Bonds — Account Statements Administrative Services 1 -13 Bonds and Coupons Administrative Services 1 -13 Bonds, Development Community Development 2 -1 Bonds, Housing Community Development 2 -4 Bonds, Security Community Development 2 -1 Books, Fire Code/Emergency Operations Fire Department 5 -1 Bridges & Overpasses Community Development 2 -7 Budget adjustments, journal entries Administrative Services 1 -1 Budget/Capital Administrative Services 1 -1 Budget/Operating Administrative Services 1 -1 Building Permits Community Development 2 -3 Business License Administrative Services 1 -10 Calendar, Elections Administrative Services 1 -2 California Environmental Quality Act (CEQA Community Development 2 -4 CalPERS Retirement Administrative Services 1 -6 Campaign Disclosure Elected Administrative Services 1 -3 Campaign Disclosure Not Elected Administrative Services 1 -3 Campaign Statements Administrative Services 1 -3 Candidate Statements Administrative Services 1 -4 Canvass, Elections Administrative Services 1 -2 Capital Improvement Projects Community Development 2 -3 Capital Improvements, Construction Community Development 2 -5 Case Files, Code Enforcement Community Development 2 -3 Case Files, Planning and Zoning Community Development 2 -5 Case Log Administrative Services 1 -9 Case Records Administrative Services 1 -9 Certificates of Election Administrative Services 1 -2 Certificates, Building Community Development 2 -2 Certificates, Planning Community Development 2 -5 Charter Amendments/Measures Administrative Services 1 -2 Checks, payroll/cancelled/voided Administrative Services 1 -1 Class Rosters, Recreation Community Services 3 -2 Classification and Salary Tables Administrative Services 1 -6 Closures, Streets/Alleys Community Development 2 -6 Coaches, Volunteer Community Services 3 -2 E -2 Code Books Community Development 2 -1 Community Development Block Grant and Urban Development, Grants Administrative Services 1 -5 Conflict of Interest Administrative Services 1 -3 Congestion Management Community Development 2 -4 Connections Records, Water Community Development 2 -7 Conservation Report, Water Community Development 2 -8 Construction Tracking, Daily Community Development 2 -3 Construction, Approved Community Development 2 -3 Consumption Report, Water Community Development 2 -8 Contractor, Listing Community Development 2 -1 Contracts and Agreements Administrative Services 1 -9 Correspondence Community Development 2 -1 Correspondence/Originating Correspondence/Originating Department Administrative Services 1 -4 Corrosion Control, Water Community Development 2 -8 Customer Service Form Administrative Services 1 -4 Deeds & Promissory Notes Community Development 2 -5 Deferred Compensation Administrative Services 1 -11 Department of Justice Criminal Record Log Sheet Administrative Services 1 -6 Department of Transportation Drug and Alcohol Testing Information/Records Administrative Services 1 -6 Deposits, Receipts Administrative Services 1 -1 Development Agreements Community Development 2 -1 Development Conditions Community Development 2 -1 Development Standards Community Development 2 -1 Discharge Monitoring, Water Community Development 2 -8 DMV Pull Program Information and Files Administrative Services 1 -6 Drainage Facilities Community Development 2 -7 Drawings, Project Plans Community Development 2 -1 Drawings, Traffic Control Plan Community Development 2 -3 Drinking Water Corrections Community Development 2 -8 Easement, Dedications, Rights -of -Way Community Development 2 -6 Eligibility Lists Administrative Services 1 -8 Employee Handbook(s) Administrative Services 1 -6 Employee Time Sheets Administrative Services 1 -10 Employment Verification Forms I -9 forms Administrative Services 1 -6 Environmental Review Community Development 2 -4 Exposure, Personnel Fire Department 5 -1 Facilities, Utilities Community Development 2 -7 Facilities, Wastewater Community Development 2 -6 Federal and State Tax Administrative Services 1 -12 Federal and State, Grants Administrative Services 1 -5 Field Books Community Development 2 -6 Field, Reports Fire Department 5 -1 E -3 Financial Records, Grants Administrative Services 1 -5 Financial, Annual Administrative Services 1 -12 Fire, Reports Fire Department 5 -2 Flood Control Community Development 2 -3 Flood Control Community Development 2 -7 Flood Records Community Development 2 -5 Flood Zone Community Development 2 -7 Franchises Administrative Services 1 -10 Fueling Administrative Services 1 -4 General Administrative Policies Administrative Services 1 -11 General Orders Policies and Procedures Fire Department 5 -1 General Plan Amendments Community Development 2 -5 General Plan and Elements Community Development 2 -5 General Subject Files Community Development 2 -1 Goals & Objectives Administrative Services 1 -4 Grants, Community Urban Development Community Development 2 -1 Grievance Information/Records/Files Administrative Services 1 -6 Hazardous Waste Disposal Community Development 2 -4 Hearing or Review, Audit Administrative Services 1 -1 Historic Preservation Inventory, Museum Community Services 3 -1 Historic Preservations Inventory Community Development 2 -1 History, Election Administrative Services 1 -4 History, Sanitation Community Development 2 -6 Housing Programs Community Development 2 -4 Human Resources (Employee) Files Administrative Services 1 -7 Human Resources Rules and Regulations Administrative Services 1 -7 Hydro rah Community Development 2 -8 Incident Files Community Development 2 -1 Incident Reports Fire Department 5 -1 Incineration Operations, Treatment Plant Community Development 2 -6 Incineration Plants, Sludge Community Development 2 -6 Index, Attorney Case Administrative Services 1 -10 Inspection Community Development 2 -3 Inspection, Streets /Alleys Community Development 2 -7 Inspections, Fire Prevention Fire Department 5 -1 Insurance Certificates Administrative Services 1 -12 Insurance Programs Community Development 2 -7 Internet, World Wide Web Policies Administrative Services 1 -8 Intersection Records Community Development 2 -6 Inventory, Equipment and Supplies Fire Department 5 -1 Inventory, Fixed Assets Administrative Services 1 -4 Inventory, Information Systems Administrative Services 1 -8 Inventory, Records Administrative Services 1 -2 Inventory, Traffic Control Device Community Development 2 -6 Inventory, Vehicle Ownership and Title Administrative Services 1 1 -4 E -4 Inventory/Equipment Community Services 3 -1 inventory/Equipment, Water Community Development 2 -8 Investigation Files, Employment Administrative Services 1 -7 Investigations, Evidence Arson Fire Department 5 -1 Investigations, Evidence Arson Fire De artment 5 -2 Investment Transactions Administrative Services 1 -12 Invoices Administrative Services 1 -1 Journal entries Administrative Services 1 -1 Journals, Fire Station Fire Department 5 -1 Journals, Utility Billing Administrative Services 1 -1 Labor Distribution Administrative Services 1 -12 Labor Negotiation Records Administrative Services 1 -7 Land Uses, Non - conforming Community Development 2 -2 Landscape Community Services 3 -1 Landscaping, Streets /Alleys Community Services 3 -2 Lead Service Line, Water Community Development 2 -8 Ledger, General Administrative Services 1 -1 Legal Advertising/Publications Administrative Services 1 -10 Liability Claim Files Administrative Services 1 -12 Libraries Community Services 3 -1 Licenses/Permits, Fleet/Facilities Administrative Services 1 -4 Liens & Releases Community Development 2 -3 Lighting, Streets/Alleys Community Development 2 -6 Lobbyist Registration Administrative Services 1 -3 Locations, Water Community Development 2 -8 Log Book — Notice Posting Administrative Services 1 -10 Los Community Development 2 -2 Logs, Attorney Service Request Administrative Services 1 -10 Logs, Code Enforcement Community Development 2 -3 Logs, Fire Equipment/Gear Fire Department 5 -1 Lot Split Cases Community Development 2 -5 Maintenance and Operation, Streets /Alleys Community Development 2 -6 Maintenance and Operation, Streets/Alleys Community Services 3 -2 Maintenance and Operation, Treatment Plant Community Development 2 -6 Maintenance and Operation, Water Community Development 2 -8 Maintenance and Operation, Water Community Services 3 -2 Maintenance and Operations, Facilities Community Services 3 -1 Maintenance and Operations, Parks Community Services 3 -1 Maintenance /Operations Administrative Services 1 -4 Maps & Plats Community Development 2 -2 Maps, City Boundary Community Development 2 -5 Maps, Irrigation, Plot Plans Community Services 3 -1 Maps, Plans, Drawings, Exhibits, Photos Community Development 2 -5 Maps, PrecinctsNoter Information Administrative Services 1 -3 Maps, Septic Tanks Community Development 2 -6 E -5 Maps, Streets /Alleys Community Development 2 -6 Maps, Water Community Development 2 -8 Master Plans Community Development 2 -6 Master Plans, Annual Community Development 2 -2 Master Plans, Water Community Development 2 -8 Medical Files Administrative Services 1 -7 Medical, Personnel Fire Department 5 -1 Meet and Confer/Labor Negotiation Records; Memorandum of Understanding Administrative Services 1 -7 Memorandum of Understanding Administrative Services 1 -7 Meter Operating Community Services 3 -2 Meter Operations Community Development 2 -8 Meter Reading Administrative Services 1 -12 Minutes Administrative Services 1 -10 Minutes, Board/Commissions Community Services 3 -1 Municipal Code Administrative Services 1 -2 Mutual Aid, Strategic Plans Emergency Management 4 -1 Network Information System LAN/WAN Administrative Services 1 -9 Nomination Papers Successful/Unsuccessful Administrative Services 1 -3 Notices, Meeting and Log Books Administrative Services 1 -10 Notifications/Publications Administrative Services 1 -3 Oaths of Office Administrative Services 1 -3 Opinions, Legal Administrative Services 1 -10 Ordinances Administrative Services 1 -10 Parking Lots Community Development 2 -6 Parking Lots, Facilities Community Services 3 -1 PARS Retirement Administrative Services 1 -7 Passport Application Transmittal Administrative Services 1 -2 Permits Community Development 2 -2 Permits, Hazardous Materials Storage Community Development 2 -4 Permits, Streets /Alleys Community Development 2 -6 Permits, Uniform Fire Code Fire Department 5 -1 Permits, Water Community Development 2 -8 PERS Employee Deduction Report Administrative Services 1 -11 Personnel Commission Administrative Services 1 -8 Pest Control Community Services 3 -1 Pest Control, Hazardous Materials Community Development 2 -4 Petitions Administrative Services 1 -10 Petitions, Elections Administrative Services 1 -3 Photographs Parks Community Services 3 -1 Photographs, Aerial Community Development 2 -2 Photographs, Streets/Alleys Community Development 2 -7 Plans, Capital Improvements Projects Community Development 2 -7 Plans, Proposed, Parks Community Services 3 -1 Plaques Community Services 3 -1 E-6 Polices and Procedures, Water Community Development 2 -8 Policies & Procedures, Departmental Administrative Services 1 -5 Policies and Procedures, Parks Community Services 3 -1 Policies and Procedures, Streets/Alleys Communi Development 2 -7 Policies and Procedures, Water Community Development 2 -7 Policy, Council Administrative Services 1 -11 Precinct Records Administrative Services 1 -3 Proclamations Administrative Services 1 -11 Program Files and Directories Administrative Services 1 -9 Programs, Household Hazardous Waste Community Development 2 -4 Programs, Streets/Alleys Community Development 2 -7 Projects, Not Completed or Denied Community Development 2 -2 Promotional Marketing ExternaUInternal Administrative Services 1 -5 Public Education, Water Community Development 2 -8 Public Financing Authority Administrative Services 1 -11 Public Information Community Services 3 -2 Public Notices Administrative Services 1 -10 Public Records Request Administrative Services 1 -2 Purchasing Card Documentation Administrative Services 1 -11 Quality Parameters, Water Community Development 2 -8 Radio Los Administrative Services 1 -4 Railroad Right-of-Way Community Services 3 -1 Rates, Sanitation/Solid Waste/Wastewater Community Development 2 -6 Rates, Water Community Development 2 -8 Reclamation, Water Community Development 2 -8 Records Management Administrative Services 1 -2 Records Management Disposition Certification Administrative Services 1 -2 Records Retention Schedules Administrative Services 1 -2 Recruitment Files and Eligibility Lists Administrative Services 1 -8 Recycling Programs Community Development 2 -6 Recycling Programs Community Services 3 -2 Redevelopment, Housing Community Development 2 -5 Register, Labor Costs Administrative Services 1 -11 Regulations, Code Enforcement Community Development 2 -3 Regulations, Sanitation/Solid Waste/Wastewater Community Development 2 -6 Relocation Files Community Development 2 -5 Rentals/Use, Facilities Community Services 3 -1 Reports — Accident, Parks Community Services 3 -1 Reports — Studies, Parks Community Services 3 -1 Reports Departmental/Staff Administrative Services 1 -5 Reports, Audit Administrative Services 1 -2 Reports, Federal and State Community Development 2 -3 Reports, Periodic Activity Community Development 2 -2 E -7 Reports, Studies /Tonnage Community Development 2 -6 Reports/Studies, Streets/Alleys Community Development 2 -6 Reports /Studies, Water Community Development 2 -7 Requisitions — Purchasing Orders Administrative Services 1 -11 Resolutions ' Administrative Services 1 -10 Resolutions — Board/Commissions Community Services 3 -2 Review Internal/External Periodic, Audit Administrative Services 1 -2 Roster, of Voters Administrative Services 1 -3 Routes, School Bus & Truck Community Development 2 -7 Safety Program Administrative Services 1 -8 Salary Records Administrative Services 1 -11 Sanitary Surveys, Water Community Development 2 -8 Sanitation Community Development 2 -6 Schedules, Class and Events Community Services 3 -2 Seismic Retrofit Program Community Development 2 -2 Service, Water Community Development 2 -8 Service, Water Community Services 3 -2 Si na e, Streets/Alleys Community Development 2 -7 Signs, Temporary Community Development 2 -3 Soil Community Development 2 -4 Soils Reports Community Development 2 -4 Source Water Community Development 2 -8 Sources, Water Community Development 2 -9 Speakers Cards Administrative Services 1 -10 Special Districts Community Development 2 -3 Special Projects Administrative Services 1 -5 Specials Events Community Services 3 -1 Sports Organization Community Services 3 -1 Staff Assessments — Part -time Community Services 3 -2 State Certification, Water Community Development 2 -8 State Controller Administrative Services 1 -12 Statement of Economic Interest Administrative Services 1 -4 Street Names and House Numbers C—ommunity Development 2 -2 Street/Alley, Abandonment/Vacation Community Development 2 -3 Streets/Alleys Community Development 2 -6 Studies, Special Projects & Areas Community Development 2 -2 Studies, Streets/Alleys Community Development 2 -7 Support Services Administrative Services 1 -5 Surplus Property Administrative Services 1 -4 Surveyor Field Notes, Water Community Development 2 -9 Surveys Community Development 2 -2 Surveys, Water System Sanitary Community Development 2 -9 Tapes Information Systems Administrative Services 1 -9 Tapes, Audio/Video Administrative Services 1 -10 Taxes, Receivable Administrative Services 1 -1 E -8 Tests — Bacteriological Analysis, Water Community Development 2 -9 Tests — Chemical Analysis, Water Community Development 2 -9 Tests — Quality, Water Community Development 2 -9 Traffic Count Community Development 2 -7 Traffic Safety Community Development 2 -7 Traffic Signals Community Development 2 -3 Traffic Signals Community Development 2 -7 Training Fire Department 5 -1 Training Materials, Hazardous Waste Community Development 2 -4 Training Records Administrative Services 1 -8 Travel Records Administrative Services 1 -5 Underground Storage Tank Community Development 2 -4 Underground, Utilities Community Development 2 -7 Unsuccessful, Grants Administrative Services 1 -5 Utility Rebates Administrative Services 1 -12 Valve Main Records Community Development 2 -9 Variances, Water System Community Development 2 -9 Vehicle Accident, Streets / Alleys Community Development 2 -7 Vehicle Assignment Administrative Services 1 -4 Vehicle Mileage Reimbursement Rates Administrative Services 1 -1 Vendor Register Administrative Services 1 -11 Video Tapes Administrative Services 1 -10 Violations, Building, Property & Zoning Community Development 2 -3 Violations, Drinking Water Community Development 2 -9 Volunteer Programs and Applications Community Services 3 -2 Voter Affidavits Administrative Services 1 -3 Voter Registration Signature Coy Administrative Services 1 -3 Voucher Administrative Services 1 -1 Warrant Register Administrative Services 1 -1 Weed Abatement Fire Department 5 -2 Well & Pumping Community Development 2 -8 Well and Pumping Community Services 3 -2 Well Level Community Development 2 -9 Workers Compensation Excess Insurance Administrative Services 1 -12 Workers Compensation Files Administrative Services 1 -13 E -9 City of Gilroy Retention Guidelines Administrative Services Department November, 2003 RECORD TITLE Retention I Citation I Descri tpr ACCOUNTING Accounts Payable AU + 4 GC34090; CCP337 Invoices, check copies, supporting documents Accounts Receivable AU + 4 GC34090; CCP337 Applications CL + 2 GC34090 Utility connections, disconnects, registers, service Assessment Districts P GC34090 Collection information; Original documentation files with city clerk Bank Reconciliations AU + 5 GC34090; 26 CFR 16001 -1 Statements, summaries for receipts, disbursements & reconciliations Billing Records AU + 2 GC34090 Customer name, service address, meter reading, usage, payments, applications/ cancellations, correspondence, complaints Budget adjustments, journal entries AU + 2 GC34090 Account transfers Checks AU + 5 GC34090; CCP337 Includes payroll, canceled and voided checks Deposits, Receipts AU + 4 GC34090; CCP337 Checks, coins, currency Invoices AU + 2 GC34090 Copies sent for fees owed, billing, related documents Journals — Utility Billing CU + 2 GC34090 Billing including monthly activity Ledger, General P GC34090;* *CCP337 Voucher AU + 4 GC34090; CCP 337 Account postings with supporting documents Taxes, Receivable AU + 3 CCP338 Vehicle Mileage Reimbursement Rates S+2 GC34090 Annual mileage reimbursement rates Warrant Register AU + 2 GC34090.7 AUDIT Annual Financial Report CL + 4 GC34090 Independent auditor analysis Bonds CL + 10 GC34090; CCP337.5 Final bond documentation Budget Capital P GC34090 Annual capital budget approved by Council Budget Capital (copies) S GC34090 Departmental Reference Budget Operating P GC34090 Annual operating budget approved by Council Budget Operating (copies) S GC34090 Departmental Reference Hearing or Review AU + 2 GC34090; OMB A -128 Documentation created and or received in connection with an audit hearing or review Gilroy Retention Guidelines 1 -1 City of Gilroy Retention Guidelines Administrative Services Department November, 2003 RECORD TITLE I Retention I Citation I Descriptor Reports AU + 4 GC34090; Internal and /or external OMB A -128 Reviews, Internal /External CU + 2 GC34090; Daily, weekly, monthly, quarterly or other Periodic GC6250 summary, review, evaluation, log, list, statistics, except a report CITY CLERK Assessment Districts P GC34090 Original documentation Inventory, Records CU + 2 GC34090; 80 Inventory of non - current or inactive records OPS Atty. holdings and location, indices. Gen. 106 Municipal Code P GC34090 Supplements included Passport Application CU + 1 GC34090 Log of passport applications Transmittal Public Records Request CL + 2 GC34090 Written requests for public records Records Management CL + 2 GC34090 Document includes retrieval, transfers — inactive Records Management P GC34090 Documentation of final disposition or records Disposition Certification Records Retention S+4 CCP 343 Schedules ELECTIONS Affidavit Index CL + 5 EC17001 Applications, Absentee E + 6 EC17505; From date of election Ballots and Envelopes months EC17302 Ballots E + 6 EC17302 From date of election; ballots submitted to months precincts /City Clerk that were not used - unless contested (EC17302(D retention by court order) Ballots — Prop. 218 P California Property related fees (Assessment Ballot (Assessment Districts) Constitution proceeding) Art.Xlll Calendar E + 2 GC34090 Canvass P GC22932; Notifications and Publication of Election; EC17130; Records used to compile final election results, EC2653 including tally sheets, voting machine tabulation, detailed breakdown of results; special election results Certificates of Election T + 4 GC81009 Certificates of election; Original reports and (a)(d) statements Charter P GC34458- Chapter designations by Secretary of State Amendments /Measures 60;GC34090 following adoption of voters Gilroy Retention Guidelines 1 -2 City of Gilroy Retention Guidelines Administrative Services Department November, 2003 RECORD TITLE Retention I Citation I Descriptor Lobbyist Registration P GC81009 (b) Statements Maps, Precincts /Voter E + 2 GC34090; Information EC17501; EC17301 Nomination Papers Successful E + 4 EC17100 Unsuccessful E + 2 GC81009(b) Notifications /Publications E + 2 GC34090 Proof of publication or posting, certification and listing of notice of posting; copy of newspaper notice and certification of offices to be voted for at forthcoming election Oaths of Office T + 6 GC34090; Elected Officials 29USC1113 Petitions 9 months EC17200, From date of election; Initiative, referendum, 17400; recall, Charter Amendments GC7253.5; EC14700 + GC3756:8 Precinct Records E + 6 EC17503 From date of election: Precinct official months material; declaration of intention, precinct C + 2 board member applications, orders appointing members of precinct boards and designating polling places. Includes notice of appointment of office and record of service Roster (Of Voters) E + 5 EC17300 From date of election; Initiative, referendum, recall, general municipal election, Charter Amendments Voter Affidavits CL + 5 EC17000 From date of election Voter Registration CU + 5 EC17000 Fire, special or school district Signature Copy FAIR POLITICAL PRACTICES COMMISSION (FPPC) Administration /Campaign CU + 5 FPPC Opinions Statements and Conflict of Interest Campaign disclosure, P GC81009 FPPC Filings Elected (b)(g) Campaign disclosure, Not E + 5 GC81009(b) FPPC Filings Elected Gilroy Retention Guidelines 1 -3 City of Gilroy Retention Guidelines Administrative Services Department November, 2003 RECORD TITLE I Retention I Citation I Descriptor Candidate Statements E + 4 Sample ballot retained permanently. History P GC34090 History of elections, sample ballots, certificates of destruction, other resolutions re: elections Statement of Economic T + 7 GC81009(e) FPPC Filings Interest — Elected Officials Statement of Economic E + 5 GC81009(b) FPPC Filings Interest — Not Elected FIXED ASSETS Inventory AU + 4 GC34090; 26 Reflects purchase date, cost, account number CFR 301 65- 1(F) Surplus Property — Auction AU + 2 GC34090 Listing of property Surplus Property — Disposal AU + 4 GC34090; Sealed bid sales of equipment CCP 337 FLEET /FACILITIES Fueling AU + 4 CCP337 Meter readings, fuel consumption reports, invoices, receipts and records pertaining to refueling operations Inventory, Equipment Parts L + 2 Includes vehicles and related documents & Supplies regarding repairs Inventory, Vehicle L + 2 VC9900 et Owner's manual, warranty documents, Ownership and Title seq. Department of Motor Vehicle title and registration, and related documents. Title transfers when vehicle is sold. Licenses, Permits CU + 2 Forms, related documentation regarding licenses and permits required by federal and state agencies Maintenance /Operations L + 2 GC34090 Related to requests for service and work orders for fuel, vehicle and equipment maintenance and repairs Radio Logs CU + 2 GC34090 Log books Vehicle Assignment CU + 2 GC34090 Log books, request forms, lists GENERAL SUBJECT Administration P GC34090 Records deemed for historical purposes Biographies CU + 2 GC34090 Correspondence/ CU + 2 GC34090(d) If not attached to agreement or project file Originating Department Customer Service Form C + 5 GC34090 RRR Form and responses Goals & Objectives CU + 2 GC34090 Departmental Goals & Objectives Gilroy Retention Guidelines 1 -4 City of Gilroy Retention Guidelines Administrative Services Department November, 2003 RECORD TITLE I Retention I Citation I Descriptor Policies & Procedures, S+5 GC34090(d) Retain while current Departmental Promotional Marketing External CU + 7 Internal 2 Reports Departmental CU + 2 GC34090 Special /or final summary, review or evaluation Staff CU + 2 GC34090 Non - agenda related, includes supporting documentation Special Projects CU + 2 GC34090 Support Services CU + 2 GC34090 Reproduction; printing; postal /mailing services, other internal resources Travel Records CU + 2 GC34090 GRANTS Community Development T + 4 GC34090; 24 Applications, reports, contracts, supporting Block Grant and Urban CFR570.502 documents; *OMB Cir. A -102, A -110, A -128 Development 24CFR85.42* Federal and State CL + 5 GC34090 Refer to grant application close -out procedure Financial Records CL + 5 GC34090 Refer to grant application close -out procedure Unsuccessful CL + 2 GC34090 Applications not entitled HUMAN RESOURCES Accident Review Board Duration of GC12946, Review Board findings, hearing transcripts and Records /Files Employment + 6 years 34090;29 information reviewed by the Board USC 1027, 1113; 29 CFR 1602 et seq. Background Duration of GC12946, Investigation reports, attachments to reports Packets /Reference Employment + 5 years, if 34090 and any handouts /memos describing the Checking hired. If not process Information /Records hired, 5 years from date of background Benefit Plan Information and Duration GC12946, All documents related to medical, dental, Contracts of Use + 34090;29 vision, LTD or any other benefit plan 6 years USC 1027, 1113; 29 CFR 1602 et seq. Gilroy Retention Guidelines 1 -5 City of Gilroy Retention Guidelines Administrative Services Department November, 2003 RECORD TITLE I Retention I Citation Descriptor CalPERS Retirement Duration of GC12946, All records concerning the City's contracts with Information /Records/ Retirement+ 5 years 34090 CalPERS and retirement information for each Documents employee Exception: Council Resolutions approving disability retirement = permanent Classification and Salary Duration GC12946, All documents describing employee Tables of Use + 34090 classification and salary tables 5 years Department of Justice Duration of GC12946, Logs for both hired and not hired applicants Criminal Record Log Sheet oym E 34090 5plea sent Department of Duration of GC12946, All records regarding testing procedures and Transportation Drug and E 5ployment 34090; Federal test of particular employees Alcohol Testing Omnibus Information /Records Exception: Transportation Training Employee records Testing Act of regarding 1991 DOT issues = permanent DMV Pull Program Duration of GC12946, Information and records relating to DMV Pull Information and Files b (y Employment + 5 years 34090 Program and reports issued b the DMV g p y employee name) Employee Handbook(s) Duration GC12946, Handbooks and any handouts /memos of Use + 34090 describing handbook contents or provisions 5 years Employment Verification Duration of Immigration 1 -9 forms and any handouts /memos describing Forms (1 -9 forms) Employment + 5 years Reform and the verification p rocess Control Act of 1986 Grievance Duration of GC12946, Grievances, City responses at each step and Information /Records /Files Memorandum 34090 dispute resolution records Understanding + 5 years Gilroy Retention Guidelines 1 -6 City of Gilroy Retention Guidelines Administrative Services Department November, 2003 RECORD 'TITLE ' Retention I Citation I Descriptor Human Resources Duration of GC12946, All standard personnel file documents (Employee) Files Employment + 6 years for 34090; 29 ry including a pp lications, evaluations, disciplinary all five USC 1027, records after due process, and identification Full -Time Employees categories 1113; 29 records CFR 1602 et Part-Time Employees seq. Retired Employees Separated Employees (not a retiree) Human Resources Rules Duration GC12946, H. R. rules and regulations and any and Regulations of Use + 34090 handouts /memos describing rules and 5 years regulations contents or provisions Investigation Files Duration of GC12946, Investigation reports, underlying evidence, Employment + 6 years 34090; 29 investigators' notes and interview transcripts g p USC 1027, 1113; 29 CFR 1602 et seq. Medical Files (by employee Duration of GC12946, All medical records such as fitness for duty name Disabilit /FFD ) ( y Employment + 6 years 34090; 29 reports, drug test results, physical skills test p g Evaluations /CalOSHA USC 1027, results, records provided by employees or Exposure Information /ADA Exception: 1113; 29 applicants Request for CalOSHA records CFR 1602 et Accommodation, etc.) which seq. require a longer retention Meet and Confer /Labor Negotiation GC12946, Any and all documents concerning the labor Negotiation Records; g Records = Duration of 34090 negotiation process Memorandum of Memorandum Understanding of Understanding + 5 years Memoranda of Understanding = Permanent PARS Retirement Duration of GC12946, All records concerning the City's contracts with Information /Records/ Retirement 34090 and retirement information for each employee Documents + 5 years Gilroy Retention Guidelines 1 -7 City of Gilroy Retention Guidelines Administrative Services Department November, 2003 RECORD TITLE I Retention I Citation I Descriptor Personnel Commission Duration of GC12946, Personnel Commission findings, hearing Records and Files Employment + 6 years 34090; 29 transcripts and information reviewed b the p y USC 1027, Commission 1113; 29 CFR 1602 et seq. Recruitment Files and Two years GC12946, All recruitment and application process related Eligibility Lists from date 34090;29 records eligibility USC 1027, list is certified. If 1113; 29 no eligibility CFR 1602 et list, two seq. years from date of last activity in recruitment file Safety Program Information/ Duration of GC12946, Safety committee records, meeting minutes, Records /Documents /Files Program + 34090 training records, Injury Illness Prevention 5 years Program records, safety audits and actions Exception: CaIOSHA records which require a longer retention Training Records Duration of GC12946, Training descriptions, handouts /memos Employment + 5 years 34090; announcing in and class attendance g trainin 9 USC 1027, records Exception: 1113; 29 Training CFR 1602 et concerning protected Seq.; Omnibus rights or Transportation drug testing Employee = permanent Testing Act of 1991 INFORMATION TECHNOLOGY Internet, World Wide Web S+2 GC34090 Management/Policies and supporting documentation Inventory, Information S+2 GC34090 Hardware /Software Inventory logs; systems Systems manuals Gilroy Retention Guidelines 1 -8 City of Gilroy Retention Guidelines Administrative Services Department November, 2003 RECORD TITLE Retention I Citation I Descri tflr Network Information CU + 4 GC34090; Configuration maps and plans Systems (LAN/WAN) CCP 337.2; 343 Program Files and CU + 2 GC34090; Annual backup Directories CU +2mo. GC34090.7 Daily backup CU + 1 Monthly backup CU +.5 Weekly backup Tapes Information Systems CU + 2 GC34090 System Generation LEGAL /LEGISLATIVE Agendas CU + 2 GC34090 Original agendas and special meeting notices, including certificates of posting, original summaries, original communications and action agendas for Council, Boards and Commissions Agenda Reports (Master, CU + 2 GC34090(d) Documentation received, created and /or Subject Files ) submitted to Council Appeals, Civil CU + 3 CCP 583.320(a)(3) ; GC34090 Applications, Boards, CL + 2 GC34090 Members that are not selected Commissions, Committees Applications, Boards, T + 5 GC34090; Members that are selected Commissions, Committees GC40801 Articles of Incorporation P GC34090; CCP337.2 Case Log CL + 7 CCP 337.2; From Close of cases listed; Chronological 343 listing of cases Case Records — High Profile P GC6254 Significant cases which have importance /or set legal precedence, includes logs, complaints, police reports, court orders, motions, notes, briefs Case Records CL + 7 42USC Includes logs, complaints,, police reports, court s1983 orders, motions, notes, briefs, closing statements (unless minors - -3 years after attaining 18) Contracts and Agreements T + 5 CCP 337.2, Includes leases, equipment, services or Excludes Capital 343; supplies Improvement GC53066; *PU7685; 48 CFR:2 B &P7042.5;* Includes Capital P 2.08.110;* Construction *GC37090a; 4004; H &S 19850 Improvement Gilroy Retention Guidelines 1 -9 City of Gilroy Retention Guidelines Administrative Services Department November, 2003 RECORD TITLE Retention I Citation I Descriptor Franchises P GC65864, Including subdivision agreements, contracts 65869.5, for sale or purchase of property, cable, grant 34090* of easements and /or involving construction of improvements *CCP 337.2, 343; AC16023 Index, Attorney Case L GC6254 Including notations on activities related to case Legal Advertising CU + 4 CCP 343, Includes public notices, legal publications 349 et seq.; GC911.2; GC34090 Logs, Attorney Service CU + 2 GC34090 Service request, summaries of monthly Request requests Minutes P GC34090(d); Official minutes and hearing proceedings of GC36814; governing body or board, commission or GC40801 committee Minutes — Draft notes 90 days As needed to complete official minutes Notices, Meeting and Log CU + 2 GC34090.7 Special meeting notices and the associated Books 54960.1(c)(1) log books Opinions S+2 GC34090; Confidential GC6254 Ordinances P GC34090(d) Charter amendments; municipal code 40806 Petitions CU + 1 GC50115; Submitted to legislative bodies GC6253 Resolutions P GC34090(d) Legislative actions 40801 Speaker Cards CU + 90 GC34090.7 Used for minutes preparation days Tapes, Audio /Video CU + 90 GC34090.7 When used for minute preparation and may days have historical value. Tapes may be recycled. LICENSE Business T + 4 GC34090; Paid & reports CCP 337 PAYROLL Adjustments AU + 4 GC34090 29 Audit purposes CFR 516.5 — 516.6 Employee Time Sheets AU + 6 GC34090; 29 Signed by employee for audit & FEMA CFR 516.2* Reports *20 CFR 516.6(1); IRS Reg. 31.6001- 1(e)(z); R &T 19530; LC 1174(d) Gilroy Retention Guidelines 1 -10 City of Gilroy Retention Guidelines Administrative Services Department November, 2003 RECORD TITLE Retention I Citation I Descriptor PERS Employee Deduction T + 4 GC34090; Record of deductions (PERS Public Employee Reports CAC 22- Retirement System) *26CFR31.6001 -1; 29 1085 -2 CFR 516.5, 516.6, LC 1174(d) Register P GC34090; Labor costs by employee & program GC37207 Salary Records T + 3 GC34090; 29 Deduction authorization, beneficiary CFR 516.2 designations, unemployment claims, garnishments POLICIES/ PROCEDURES General Administrative S+2 GC34090; All city policies and procedures 40801 Policy, Council S+2 GC34090 Policies, directives rendered by Council not assigned a resolution or ordinance number Proclamations S+2 GC34090 For historical purposes PUBLIC FINANCING AUTHORITY Administration P GC34090 Financial Records P GC34090 40802, 53901 Management Reports 2 GC34090 PURCHASING Bids, RFQ's, RFP's AU + 4 GC34090; Requests for Qualifications; Requests for Successful AU + 4 CCP 337;* Proposals regarding goods and services Unsuccessful CU + 2 *GC25105 -1; GC34090 Purchasing Card AU + 2 GC34090 Credit card receipts and supporting Documentation documentation Requisitions — Purchase AU + 3 GC34090; Original documents Orders CCP 337 Requisitions — Stores CU + 2 GC34090 Completed forms for ordering Vendor Register P GC34090 Alpha vendor listing of purchase orders, invoices, account numbers and check date REPORTS Audits P GC34090 Deferred Compensation T+5 GC34090; 26 Records of employee contributions and city CFR 16001- payments 1* *29 CFR 1627.3(2) Gilroy Retention Guidelines 1 -11 City of Gilroy Retention Guidelines Administrative Services Department November, 2003 RECORD TITLE Retention I Citation I Descriptor Federal and State Tax AU + 4 GC34090; Forms 1096, 1099, W -4's and W -2's 29USC 436* *26CFR 31.6001.1 -4; IRS REG 31.6001 - 1(e)(2); R & T 19530; 29 CFR 516.5 -516.6 Financial, Annual AU + 7 GC34090.7 Investment Transactions P GC34090; Summary of transactions, inventory & CCP 337; earnings report GC53607 Labor Distribution AU + 2 GC34090 Costs by employee & program Purchasing Card AU + 2 GC34090 Credit card receipts and supporting documentation documentation Meter Reading CU + 2 GC34090 State Controller P GC34090 Controller may destroy after 5 years Utility Rebates CU + 2 GC34090 RISK MANAGEMENT ABAG Plan Liability Duration GC12946, Plan information and handouts /memos Insurance Information and of Plan + 34090 describing plan Documents 5 years Accident, Incident, and Duration of GC12946, Reports, investigation records, investigators' Property Damage Reports Employment 34090 notes and evidence regarding incidents + 5 years Insurance Certificates Policies = GC12946, Insurance certificates issued by the City's Duration 34090 insurance administrator. Insurance certificates Certificates provided to of Policy naming the City as additional insured for others by the City of Gilroy + 5 years events taking place on City property. (currently issued by ABAG Plan) Records concerning Certificates to cover the City specific employees = from other parties Duration of Employment + 5 years Liability Claim Files (by Duration of GC12946, Records and information related to claims claimant name) Employment 34090 against the City g y + 5 ears Workers Compensation Duration GC12946, Plan information and handouts /memos Excess Insurance of Plan + 34090 describing plan Information (currently 5 years affiliated with the LAWCX JPA) Gilroy Retention Guidelines 1 -12 City of Gilroy Retention Guidelines Administrative Services Department November, 2003 RECORD TITLE I Retention I Citation I Descriptor Workers Compensation Duration of GC12946, Each file regarding each claim filed by an Files (by employee name) Employment + 6 years 34090; employee to ee p y USC 1027, 1113; 29 CFR 1602 et seq. TREASURER Bank Statements AU + 2 FC 3368, Financing authority 30210; GC43900 et seq. Bonds — Account Statements CL + 10 GC34090; Monthly statement of transactions CCP 337.5 Administration CL + 10 GC34090; Supporting documents CCP 337.5 Bonds and Coupons CL + 2 GC34090; Paid /canceled 53921 Gilroy Retention Guidelines 1 -13 City of Gilroy Retention Guidelines Community Development November, 2003 RECORD 'TITLE Retention Citation Desch tor ADMINISTRATION Benchmark Data CU + 2 GC34090d Horizontal, vertical & control Bids & Proposals CL + 2 GC34090d Bonds CL + 10 CCP337.5 Housing; Industrial Development Development Security CL + 2 GC34090 Documentation created and or received in connection with the performance of work/services for the city, or for parcel maps and subdivision work Code Books P GC34090e National Electrical Code, Uniform Building, Fire, Mechanical, Plumbing & Supplements Contractor CU + 2 GC34090d Current listing Correspondence CU + 2 GC34090d Working documentation Development Conditions L GC34090 Mitigation measures; filed with case files. Development Agreements P CCP337, Infrastructure contracts, franchises. 337.1(a), 337.15; GC34090; 48CFR 4.703 Development Standards P GC34090a Landscape mediums, parkway landscape development, public works construction. Drawings, Project Plans CU + 2 GC34090d Does not include those usually filed with case or project. General Subject Files CU + 2 GC34090d Internal working files including correspondence Grants, Community /Urban CL + 4 24CFR Project files, contracts, proposals, statements, Development (includes 570.502(b) reports, subrecipient dockets. CDBG) (3); Environmental review, grant documents, 241 CFR applications, inventory, consolidated plan, etc. 85.42 & Includes Section 108 loan guarantee. OMB Cir. A -110, Attach. C; OMB Cir. A -102 & 128, HUD regulations Historic Preservations 2 GC34090d Historic structures & landmarks Inventory Incident Files 2 GC34090d Emergency Call -Outs Gilroy Retention Guidelines 2 -1 City of Gilroy Retention Guidelines Community Development November, 2003 RECORD TITLE Retention I Citation I Descriptor Land Uses, nonconforming P GC34090a Building or site usage which does not conform to current standards Logs CU + 5 Logs, registers or similar records listing permits, certificates of occupancy issued; may include inspection, building activity, daily, plan check, utility Maps & Plats P GC34090a Engineering & field notes and profiles; cross - section of roads, streets, right -of -way, bridges; may include annexations, parks, tracts, block, storm drains, water easements, bench marks, trees, grading, landfill, fire hydrants, base maps, etc. Master Plans, Annual S+2 GC34090 Special or long -range program plan for municipalities — coordination of services; strategic planning Permits, Construction P GC3490a; Plans, building, signs, grading, including H &S19850 blueprints and specifications ; 4003; 4004 Permits, Other CL + 2 GC34090d Alterations, encroachment, excavations, road, street sidewalks & curb alterations, utilities, transportation, temporary uses, etc. Photographs S+2 GC34090d Aerial photographs Projects, Not Completed or CL + 2 GC34090d Building, engineering, planning Denied Reports CU + 2 GC34090 Activity, periodic Seismic Retrofit Program P GC34090a Includes Certificates of Compliance Street Names and House P GC34090d Street dedications, closings, address Numbers assignments /changes Studies, Special Projects & CL + 2 GC34090d Engineering, joint powers, noise, transportation Areas Surveys P GC34090a Recording data and maps BUILDING Blueprints, Specifications CL + 2 GC34090d Submitted by contractors with application for permit and builds for Certificate of Occupancy Exceptions Life of H &S19850 Noted in H &S19850 Building Certificates L GC34090a Compliance, elevation, occupancy which affect real property Gilroy Retention Guidelines 2 -2 City of Gilroy Retention Guidelines Community Development November, 2003 RECORD TITLE Retention I Citation I I Descriptor Construction (Approved) P GC34090a New commercial and residential construction, ; 4003; tenant improvements, room additions, spa, signs, 4004; H &S block wall, remodel including security bonds 19850, 19853 Inspection CL + 2 GC34090d Correspondence, fees, appeal requests, reports Permits P GC34909a Plans, building, signs, and grading ; H &S 19850; 4003;4004 Signs (Temporary) S+2 GC34090d Home occupations, off - premise signs CODE ENFORCEMENT Case Files CL + 2 GC34090d Building, housing and mobile home code violation records including inspections; public nuisance rubbish and weed abatement, vehicle abatement, citations, massage parlor permits, general. May affect title. Liens & Releases, Utilities, abatement, licenses Supporting CL + 2 GC34090 Recorded P Logs CU + 2 GC34090d Lien Recovery, citations, complaints Regulations S+2 GC34090d Includes rules Reports, Federal and State P GC34090a Code enforcement statistics; may contain records affecting title to real property or liens thereon Violations, Building, CL + 2 GC34090d Supporting code enforcement activity Property & Zoning ENGINEERING Capital Improvements CL + 10 CCP337.15 Supporting documents including bidders list, Projects specifications, reports, plans, work orders, schedules, etc. ' Construction Tracking, Daily P CCP337.15 Assesses value of real property Drawings, Traffic Control P GC34090a Signs, signing & striping, road construction Plan Flood Control CL + 2 GC34090d Storm Drains Special Districts P GC34090a Supporting documents re: improvement, lighting, underground utility; bonds, taxes & construction Street/Alley CL + 2 GC34090d Relinquishment of rights and fee title (Abandonment/Vacation) Traffic Signals CL + 2 GC34090d Counts, collisions, accidents Gilroy Retention Guidelines 2 -3 City of Gilroy Retention Guidelines Community Development November, 2003 RECORD TITLE I Retention I Citation I Descriptor ENVIRONMENTAL QUALITY Asbestos P GC34090a Documents abatement projects, public buildings California Environmental P GC34090a Exemptions, Environmental Impact Report, Quality Act (CEQA) + CEQA Mitigation monitoring, negative declaration, Guidelines notices of completion and determination, comments, statements of overriding considerations Congestion Management CU + 2 GC34090d Ride sharing, trip reduction Environmental Review CL + 2 GC34090d Correspondence, consultants, issues, conservation Soil CL + 2 GC34090d Analysis, construction recommendations Soils Reports P GC34090d Final Reports HAZARDOUS MATERIALS Hazardous Waste Disposal CU + 10 CAL Documentation re: handling and disposal of OSHA; 40 hazardous waste CFR 122.21 Permits, Hazardous CU + 2 GC34090 Departments consistently recommend Materials Storage permanent retention of environmentally sensitive materials Pest Control CU + 2 GC34090 Pesticide applications, inspections, and sampling documents. Programs, Household S+2 GC34090 Hazardous Waste Training Materials S+2 Cal Code* Standards and Administration *Reg. 3204(d), et seq. Underground Storage Tank Compliance P GC34090a Documents re: storage Maintenance & Operations CU + 2 GC34090 Location, installation, removal, remediati.on HOUSING Bonds CL + 10 CCP337.5 Revenue Bond Documentation Programs CL + 3 24CFR 570.502(b) (3); 24CFR 85.42 & OMB Cir. A -110, #C Gilroy Retention Guidelines 2 -4 City of Gilroy Retention Guidelines Community Development November, 2003 RECORD TITLE I Retention I Citation I Descriptor Redevelopment P GC34090, Includes annual audit Budgets 40802, 53901 Bond Issues P GC43900 et seq. MUNICIPAL FACILITIES Capital Improvements, P 2.083110; Contains records re: Planning, design, Construction GC34090a construction, conversion or modification of local ;4004; government -owned facilities, structures & H &S systems 19850; GC34090a PLANNING Case files, Planning and P GC34909a Pertains to real property. May include blueprints, Zoning ; H &S drawings, maps, plans, reports, evaluations, 19850; correspondence, uses, permits, variances, GC4003; studies, appeals, compliance certificates, lot line GC4004 adjustments or other planning - related matters brought before legislative body Certificates L GC34090 Retain during life of structure Flood Records CU + 2 GC34090 General Plan and Elements P GC34090 Includes sphere of influence General Plan Amendments Approved CL + 2 GC34090 Denied CU + 3 GC65103 *GC50110 Maps, Plans, Drawings, P GC34090; Zoning, tentative subdivision, parcel, land use Exhibits, Photos H &S map, aerial photos, specific plans 19850; GC34090. 7 PROPERTY Abandonment P GC34090a Buildings, Condemnation, Demolition Acquisition/ CL + 10 GC34090a Supporting documents re: sale, purchase, Disposition ; GC6254 exchange, lease or rental of property by City Annexation Case Files P GC34090a Reports, agreements, public notices Appraisals CL + 2 GC34090; Exempt until final acquisition or contract GC6254(h) agreement obtained Deeds & Promissory Notes P GC34090a *24CFR 570.502(b)(3); 24 CFR 8.42 & OMB * Circ. SA -110 Lot Split Cases P GC34090 Maps, City Boundary P GC34090 Relocation Files CL + 2 GC34090 e.g., Redevelopment Gilroy Retention Guidelines 2 -5 City of Gilroy Retention Guidelines Community Development November, 2003 RECORD TITLE I Retention I Citation I Descriptor SANITATION /SOLID WASTE/WASTEWATER Facilities CU + 2 GC34090 Correspondence, maps History, Sanitation P GC34090 Where City-owned Incineration Plants, Sludge CU + 2 40 CFR 61.54 Sludge, sampling, charging rate to measure mercury content Incinerator Operations, Treatment Plant CU + 2 40 CFR 60.153 Gas flow through wet scrubbing, oxygen content of exhaust gas, sludge rate, temperatures, fuel flow, total solids and volatile solids Maintenance and Operations CU + 2 GC34090 Includes work orders, inspection, repairs, cleaning, reports, complaints Maps, Septic Tank P GC34090 Location maps Rates CU + 2 GC34090 Recycling Programs S+2 GC34090 Regulations S+2 GC34090 Includes legislation. Reports Studies Tonnage CL + 2 CL + 2 GC34090 GC34090 STREETS /ALLEYS AbandonmentsNacations P GC34090 Closures P GC34090 Easements, Dedications, Rights -of -Way P GC34090 Field Books P GC34090 Grants (see Admin.) Intersection Records CU + 2 GC34090 Includes correspondence, volume counts, accident history. Inventory, Traffic Control Device S+2 GC34090 Signs, lights. Lighting CU + 2 GC34090 Maintenance, work orders. Maintenance and Operations CU + 2 GC34090 Includes work orders, inspection, repairs, cleaning, reports, complaints. Maps P GC34090 Fire hydrants, lighting districts, wheel chair ramps, storm drains, streets sidewalks, sewers. Master Plans CU + 2 GC34090 Copies. Parking Lots Regulations CU + 2 S+2 GC34090 Reports /Studies CL + 2 GC34090 Permits / Encroachment P GC34090 Permits / Improvement CL + 2 GC34090 May include curbs, sidewalks; applications for excavation, fill, alterations Gilroy Retention Guidelines 2 -6 City of Gilroy Retention Guidelines Community Development November, 2003 RECORD TITLE Retention Citation Descriptor Oversize Load CL + 2 GC34090 Paving CL + 2 GC34090 Residential Use (temporary) CU + 2 GC34090 Includes Special Events Photographs S+2 GC34090 Includes aerials Plans, Capital Improvement Projects P GC34090 Streets, curbs, gutters, sidewalks, storm drains Policies and Procedures S+2 GC34090 Includes rules, regulations, standards Naming and numbering P GC34090 Speed Limits S+2 GC34090 Programs Federal Aid Urban CL + 3 23 CFR 633 (a) & (c) Traffic Safety S+2 GC34090 Drivers Education, Pedestrian Safety, Bicycle Lanes Reports Bridges & Overpasses L GC34090 Life of structure Inspection CU + 2 GC34090 Includes intersection, sidewalks, bridges and overpasses, keep life of structure Studies CL + 2 GC34090 Traffic volume, accident history, requests, statistics, drawings supporting traffic devices Traffic Count CL + 2 GC34090 Evaluation of traffic volume Vehicle Accident CL + 2 GC34090 Routes, School Bus & Truck S+2 GC34090 Truck routes, access ramps, rest areas Signage L + 2 GC34090 Log books, index register cards, inventory lists, records of traffic signs Traffic Signals L Logs, drawings, wiring diagrams, codes, circuit numbers, installation records, testing and maintenance UTILITIES Facilities T + 2 GC34090 If City -owned Underground P GC34090 GC4003, GC4004; H &S 19850 WATER Connection Records P GC34090 Maps, water line connections Flood Control Drainage Facilities P GC34090 Includes dams, lakes, basins, creeks Flood Zones P GC34090 Includes flood maps Insurance Programs S+2 GC34090 Includes copies of policies, rules, programs Policies /Procedures S+2 GC34090 Rules and Regulations Reports /Studies CL + 2 GC34090 Gilroy Retention Guidelines 2 -7 City of Gilroy Retention Guidelines Community Development November, 2003 RECORD TITLE Retention I Citation Descriptor Inventory, Equipment CU + 2 GC34090 Locations P GC34090 Mains, valves, hydrants, wells Maintenance and Operations CU + 2 GC34090 Includes work orders, inspection, repairs, cleaning, reports, complaints Service CU + 2 GC34090 Includes work orders, entry cards, manholes, service to property owners Well & Pumping CU + 2 GC34090 Times operational, power used and quantity Maps P GC34090 Line locations; easements Master Plans CU + 2 GC34090 Copies Meter Operations CU + 2 GC34090 Reader reports, orders, tests, Maintenance Reports Permits National Pollutant Discharge Elimination System (NPDES) P 40 CFR Municipalities of 100,000 /more, compliance with Clean Water Act er: pollutants Others CU + 2 GC34090 May depend on terms of state or federal agency Policies and Procedures S+2 GC34090 Includes rules and regulations Rates S+2 GC34090 Reclamation CU + 5 40 CFR 122.41 Daily operations including sewage flow, grit removal, chlorine usage, lab analysis results, etc. Reports Conservation CU + 2 GC34090 Consumption CU + 2 GC34090 Corrosion control CU + 12 40 CFR 141.91 Compliance documentation Discharge Monitoring CU + 5 40 CFR 122.41 Average amount of pollution discharged into waters of municipality Drinking Water Corrections CU + 10 40 CFR 141.33 Hydrograph P GC34090 Daily flow of streams Lead Service Line CU + 12 40 CFR 141.91 Compliance documentation Public Education CU + 12 40 CFR 141.91 Compliance documentation Quality Parameters CU + 12 40 CFR 141.91 Compliance documentation Sanitary Surveys CU + 10 40 CFR 141.33 Statistics, reports, correspondence Source Water CU + 12 40 CFR 141.91 Compliance documentation, e.g., lead & copper State Certification CU + 12 40 CFR Compliance documentation Gilroy Retention Guidelines 2 -8 City of Gilroy Retention Guidelines Community Development November, 2003 RECORD TITLE I Retention I Citation Descn toy Variances, Water System CU + 5 40 CFR 141.33 Well Level CU + 2 GC34090 Sources CU + 2 GC34090 May include wells, rivers, lakes, districts Surveyor Field Notes P GC34090 Notes preparatory to maps of water installations Surveys, Water System CU +10 40CFR Statistics, reports, correspondence Sanitary 141.33 Tests — Bacteriological CU + 5 40CFR Compliance records include location, date, Analysis 141.33 method and results; corrections, analysis of bacterial content Tests — Chemical Analysis CU + 10 40CFR Compliance records include location, date, 141.33 method used and results; corrections, analysis of chemical content Tests — Quality CU + 12 40CFR Compliance documentation including sampling 141.91 data, analysis, reports, surveys, documents, evaluation, schedules, valves, etc. Valve Main Records P GC34090 Violations, Drinking Water CU + 3 40CFR Retention applies to each violation 141.33 Gilroy Retention Guidelines 2 -9 City of Gilroy Retention Guidelines Community Services Department November, 2003 RECORD TITLE Retention I Citatiori' D►escri ;'tor'': FACILITIES Maintenance & Operations CU + 2 GC34090 d Service requests, invoices, supporting documentation; buildings, equipment, field engineering, public facilities including work orders and graffiti removal Parking Lots CU + 2 GC34090 Including maintenance records Rentals /Use CU + 4 GC34090 CCP337 Permits, contracts, diagrams, schedules. GENERAL SUBJECT Agreements T + 4 CCP337 Including concessionaire and facility storage Historic Preservation Inventory P Museum documentation Libraries CU + 2 GC34090 Books, art, gifts, donations, exhibits, theatre, music, special events, etc. Plaques P If for historical value Special Events - Applications CU + 2 GC34090 Permits, correspondence, related documents re arding use of rights-of-way Sports Organization S+2 Includes scorebooks PARKS Agendas, Boards /Commissions CU + 2 GC34090 Grants (refer to Admin.) Inventory, Equipment AU + 2 GC34090 Warranties, purchase orders Landscape CU + 2 GC34090 Drawings, contracts, complaints, specifications, photos, reports Maintenance /Operations CU + 2 GC34090 Includes work orders, inspection, repairs, cleaning, reports, complaints Maps P GC34090 Irrigation, plot plans Minutes, Board /Commissions P GC34090 Pest Control CU + 2 GC34090 d Pesticide applications, inspections & sampling, documents Photographs S+2 GC34090 Plans, Proposed CU + 2 GC34090 Future Plans, new sites, expansions Policies and Procedures S+2 GC34090 Includes rules and regulations Railroad Right -of -way CL + 3 36CFR64 .11 Land acquisitions, correspondence, improvements, statutory records Reports — Accident CL + 2 GC34090 Patrons, employees Reports — Studies CL + 2 GC34090 Future sites, expansions Gilroy Retention Guidelines 3 -1 City of Gilroy Retention Guidelines Community Services Department November, 2003 RECORD TITLE Retention I Citation Desch for Resolutions — Board /Commissions P GC34090 PUBLIC INFORMATION Brochures, publications, newsletter, bulletins S+2 GC34090 Event fliers Calendar, City CU + 2 GC34090 Media Relations CU + 2 GC34090 Includes cable, newspaper, radio, message boards, presentations RECREATION Activity Guide CU + 2 GC34090 Class Rosters CU + 2 GC34090 Schedules, Class & Events CU + 2 GC34090 Enrollment; liability releases, evaluations, attendance, fliers Staff Assessments — Part- Time T + 6 GC12946 GC34090 * *29 CFR 1627.3, Labor Relations Section 1174 RECYCLING Program Information S+2 GC34090 STREETS /ALLEYS Landscaping CU + 2 GC34090 Plants, tree maintenance, work orders Maintenance /Operations CU + 2 GC34090 Includes work orders, inspection, repairs, cleaning, reports, complaints, signals, striping VOLUNTEER PROGRAM Applications — Volunteers CU + 7 GC34090 Coaches CU + 7 GC34090 Includes applications & evaluations WATER Maintenance & Operations CU + 2 GC34090 Includes work orders, inspection, repairs, cleaning, reports, complaints Service CU + 2 GC34090 Includes work orders, entry cards, manholes, service to property owners Well & Pumping CU + 2 GC34090 Times operational, power used and quantity Meter Operations CU + 2 GC34090 Reader reports, orders, tests, Maintenance Reports Gilroy Retention Guidelines 3 -2 City of Gilroy Retention Guidelines Emergency Management November, 2003 RECORD TITLE I Retention Citation Deseri tai; Mutual Aid, Strategic Plan S + 2 GC34090 I Information on mutual aid and strategic plan Gilroy Retention Guidelines 4 -1 City of Gilroy Retention Guidelines Fire Department November, 2003 RECORD TITLE I Retention I Citation I De�cri ,tor ADMINISTRATION Books, Fire Code S+3 GC34090 Include OPS manuals Emergency Operations .7 CCP Manual - Current 340.5 General Orders, S+2 Policies /Procedures Inspections, Fire Prevention CL + 3 UFC Alarm /sprinkler systems, prevention efforts 103.34 Investigations, Evidence P PC 799 Support prosecution resulting in homicide Arson Investigations, Evidence CL + 6 PC 800 Great bodily harm, inhabited structure or property Arson Journals, Fire Station CU + 2 GC34090 Activities, personnel, engine company Permits, Uniform Fire Code CL + 2 GC34090 PERSONNEL Exposure T + 30 29 CFR Sampling results, collection methodology, 1910.102 background 0 Exposure T + 1 29 CFR Laboratory reports and worksheets 1910.102 0 Medical T + 30 29 CFR 1910.102 0 Medical T+2 29 CFR Employees less than one year *GC34090 1910.102 0;* Training T+2 GC34090 Certifications /designations PROPERTY ApparatusNehicle CU + 2 GC34090 Repair and Maintenance CCP *8 CAL Code Reg. 3203 (b) (1) 340.5* Inventory, Equipment & CU + 2 GC34090 Supplies Logs, Fire Equipment/Gear CU + 2 GC34090 REPORTS Incident CL + 3 GC34090 Dispatch and daily logs *CCP 340.5 CCP338* Field, Non -fire and Logs CU + 2 GC34090 Gilroy Retention Guidelines 5 -1 City of Gilroy Retention Guidelines Fire Department November, 2003 RECORD TITLE I Retention I Citation I Descriptor Fire, Non -arson and Logs CU + 2 GC34090 Investigations, Evidence CL + 3 PC 801; Structure Arson UFC 104.32 Weed Abatement CL + 2 GC34090 Reports, assessments, resolutions, documentation Gilroy Retention Guidelines 5-2 Murder /Kidnapping /Embezzlement of PERM PC section 799 Public Funds Felony 16 JPC section 800 Misdemeanor 13 1 PC section 801 Fingerprints — Latent Prints: Murder /Kidnapping /Embezzlement of PERM PC section 799 Public Funds Misdemeanor Fraudulent Check Writers Log General Orders Grant Administration Guns Dealer Report of Gun Sales Report of Lost/Found /Stolen Guns Intelligence Information Internal Investigations (Non- Citizen) Intoxilizer Log: Felony Offense Misdemeanor Offense Jail: Incident Reports Schedules _ Master Name Index Mug Photos of Suspects: Murder /Kidnapping /Embezzlement of Public Funds Felony Misdemeanor Narcotics Cases Narcotics Bureau Statistics Neighborhood Alert Records Officer Involved Shooting Officer Statistics Ownership Transfer (to City) Parking Citations Pacific Bell Security Requests Personnel Photographs Pitchess Motions Police Report Request Forms Police Reports (except Misdemeanor Marijuana) -- Solved Murder /Kidnapping /Embezzlement of Public Funds 6 GC section 34090 PC section 800 3 2 PC section 801 2 GC section 34090 GC section 34090 2 2 GC section 34090 VARIABLE GC section 34090 2 2 GC section 34090 GC section 34090 PERM 2 GC section 34090 2 GC section 34090 GC section 34090 2 2 GC section 34090 6 PC section 800 3 PC section 801 2 GC section 34090 2 GC section 34090 2 GC section 34090 2 GC section 34090 PERM I PC section 799 6 PC section 800 3 PC section 801 6 PC section 800 2 GC section 34090 PERM H &S section 11361 2 GC section 34090 25 years GC section 34090 2 GC section 34090 2 GC section 34090 2 GC section 34090 2 GC section 34090 TENURE + 2 GC section 34090 Termination of Case + 2 GC section 34090 2 GC section 34090 PERM I PC section 799 Felony 6 PC section 800 Misdemeanor 3 PC section 801 Police Reports (except Misdemeanor Mad *uana ) -- Unsolved JH 607173 2 File Series Retention Years Legal Reference Murder /Kidnapping /Embezzlement of Public Funds PERM PC section 799 Felony 6 PC section 800 Misdemeanor 3 PC section 801 Sex Crime /DV /DNA related cases 10 GC section 34090 Police Reports -- Misdemeanor Marijuana 2 H&S section 11361.5 Procedure Manuals 2 GC section 34090 Property Auctions 2 GC section 34090 Records Sealings Except Innocent Subject PERM GC section 34090 Innocent Subject 3 PC section 851.8 Repossession Notices 2 GC section 34090 Standards Training in Corrections (S.T.C.) -- Employee Training 2 GC section 34090 Standards Training in Corrections (S.T.C.) -- Financial Backup 2 GC section 34090 Subpoena Log and Statistics 2 GC section 34090 Sex Reg PERM GC section 34090 Supplies (Inventory and Purchasing) 2 GC section 34090 Teletypes 2 GC section 34090 Tow Contracts ACT + 4 CCP section 337 Tow Log 2 GC section 34090 Traffic Citations Felony 6 PC section 800 Misdemeanor 3 PC section 801 Training 2 GC section 34090 Undercover Activity Financial Disbursement Records 2 GC section 34090 Uniform Crime Reporting 2 GC section 34090 Video Meeting 1 GC section 34090, 34090.6 Warrant Files 2 GC section 34090 Watch Commander Logs 2 GC section 34090 Juveniles Only: Alphabetic Activity Cards for Juveniles 2 GC section 34090 Child Abuse reports 2 GC section 34090 Fingerprints 2 GC section 34090 Intake and Custody Status Logs 5 WIC section 781(a), WIC section 826(a) Juvenile Case Files Sealing date + 5, or destroyed pursuant to court order WIC section 781(a), WIC section 826(a), (b), GC section 34090 Police Reports -- (except Misdemeanor Marijuana) -- Solved Murder /Kidnapping /Embezzlement of Public Funds PERM PC section 799 Felony 6 PC section 800 Misdemeanor 3 PC section 801 Police Reports -- (except Misdemeanor Marijuana ) -- Unsolved JH 607173 File Series Retention (Year§1 Le al Reference Murder /Kidnapping /Embezzlement of Public Funds PERM PC section 799 Felony 6 PC section 800 Misdemeanor 3 PC section 801 Police Reports -- Misdemeanor Marijuana Subject 18 years old H&S section 11361.5 Records Sealings Sealing date + 5 WIC section 781(a) Statistical Reports and Suporting Worksheets 2 GC section 34090 Administration & Personnel: Chiefs Administrative Subject Files 2 GC section 34090 Administrative Reports 2 GC section 34090 Applicant Files for Non -hires 2 GC section 34090 Checking Account CY + 4 CCP section 337 Chronological Files Departmental Budget: Operating Budget Files Claims for Payment 2 GC section 34090 Petty Cash Forms 2 GC section 34090 Requisitions 2 GC section 34090 Departmental Payroll and Sick Leave 2 GC section 34090 Departmental Working Personnel Files: 2 GC section 34090 Copies of Documents in Personnel (HR) 2 GC section 34090 Original of Equipment Issued, Commendations, Gun Purchase, etc. TENURE + 2 GC section 34090 Overtime 2 LC section 1174 and LC section 1197.5 Sick cards 2 GC section 34090 Employee Calendars 2 GC section 34090 Employee Probation Performance Appraisals 2 GC section 34090 Fixed Assets 2 GC section 34090 General Correspondence Files 2 GC section 34090 General Subject Files 2 GC section 34090 Animal Control- Animal Control Citations 2 GC section 34090 Billings Cash Receipts CY + 4 CCP section 337 Claims for Payment 2 GC section 34090 Criminal Incidents Reports 2 GC section 34090 Master Sheet 2 GC section 34090 Notices to Comply 2 GC section 34090 Operating Budget Files 2 GC section 34090 Quarantine Reports 3 GC section 34090 Vicious Animal Hearing Reports 2 GC section 34090 ,Working Personnel Files Human Resource Dept JH 607173 I, RHONDA PELLIN, City Clerk of the City of Gilroy, do hereby certify that the attached Resolution No. 2003 -79 is an original resolution, or true and correct copy of a city resolution, duly adopted by the Council of the City of Gilroy at a regular meeting of said Council held on the 17th day of November, 2003, at which meeting a quorum was present. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Official Seal of the City of Gilroy this 19th day of November, 2003. City Clerk of the City of Gilroy (Seal)