Resolution 2014-11RESOLUTION NO. 2014-11
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GILROY REPEALING RESOLUTION NO. 2003 -79 IN ITS
ENTIRETY AND ADOPTING A NEW CITY OF GILROY
RECORDS RETENTION SCHEDULE TO AUTHORIZE THE
MAINTENANCE AND DESTRUCTION OF CITY RECORDS
WHEREAS, the City of Gilroy ( "City ") accumulates records, and from time to time seeks to
purge and destroy old records that are no longer needed or legally required to be maintained by the
City; and
WHEREAS, California Government Code Section 34090 et seq. authorizes the City and it's
departments and divisions to destroy, with specified exceptions, records not less than two (2) years
old, pursuant to a resolution of the City Council and the written consent of the City Attorney; and
WHEREAS, the City previously adopted Resolution No. 2003 -79 entitled "the City of Gilroy
Records Retention Guidelines" which guidelines are presently outdated; and
WHEREAS, the City has developed a new comprehensive city wide records retention
schedule entitled "City of Gilroy Records Retention Schedule ", which includes current records
retention and destruction time periods for the City, and is in statutory compliance with current laws.
NOW THEREFORE BE IT RESOLVED THAT Resolution No. 2003 -79 adopting the
previous City of Gilroy Records Retention Guidelines is hereby repealed in its entirety, and the City
of Gilroy Records Retention Schedule dated February 3, 2014 and attached hereto as "Exhibit A"
and incorporated herein by this reference is hereby adopted.
BE IT FURTHER RESOLVED that pursuant to California Government Code Section
34090 et seq. all Department Heads are hereby authorized to destroy, with specified exceptions,
those records identified within the schedule, with the written consent of the City Attorney which
consent has been given.
RESOLUTION NO. 2014-11
PASSED AND ADOPTED this 3rd day of February, 2014 by the following roll call vote:
AYES: COUNCILMEMBERS: AULMAN, BRACCO, LEROE- MUNOZ, TUCKER,
WOODWARD and GAGE
NOES: COUNCILMEMBERS: NONE
ABSENT: COUNCILMEMBERS: ARELLANO
APPROVED:
g,
Donald Gage, Mayor
ATTEST:
Freels, City
RESOLUTION NO. 2014-11
4836- 3243 -16400
LAC104706083
CITY ATTORNEY CONSENT TO DESTROY OBSOLETE RECORDS PURSUANT TO
GOVERNMENT CODE 34090, ET SEQ.
This Consent for Authority to Destroy Obsolete Records is made for those records
described in the City of Gilroy Records Retention Schedule ( "Schedule ") adopted
February 3, 2014, by City Council Resolution No. 2014- i 1 (Exhibit "A").
This Consent is given pursuant to Government Code 34090, which requires the
City Attorney's consent to destruction of City records. This Consent governs those
records listed in the Schedule, the destruction of which is requested and presented
to the City Clerk. The request must be certified by the Department Head that the
specific records to be destroyed have been held for the statutory retention periods
and are no longer required by law to be retained.
Linda A. Callon, City Attorney February 3, 2014
4832 - 1273 -90960
LAC104706083
CITY OF GILROY- RECORDS RETENTION SCHEDULE
Page
CITYWIDE
1 -8
ADMINISTRATION
9
CITY ATTORNEY
10 -12
CITY CLERK
13 -17
COMMUNITY DEVELOPMENT
18 -21
FINANCE
22 -28
FIRE
29 -32
FLEET/FACILITIES
33 -34
HUMAN RESOURCES
35 -39
IT
40
POLICE
41 -48
PUBLIC WORKS
49 -55
RECREATION
56 -58
RISK MANAGEMENT
59
City of Gilroy — Record Retention Schedule
February 3, 2014
CITYWIDE RETENTION SCHEDULE
Administrative Policy & Procedure
Also Called. General Orders
Function: Documents the policies, procedural directives and manuals developed by the City to
govern its internal management functions.
Content: May include, but not limited to internal policies, rules and regulations.
Total Retention: Superseded + 2 years
Disposition: Destroy
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
Annual & Special Reports
Also Called:
Function: Reports documenting the accomplishments, activities or programs of the City.
Content. May include, but not limited to statistical analysis, narratives, graphs, diagrams, annual
reports, status and progress reports, and similar information.
Total Retention: 2 years
Disposition: Destroy
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 1
Banking Records (Department Level)
Also Called.
Account Statements, Deposit Books, Deposit and Withdrawal Slips, Cancelled Checks,
Function:
Check Registers, Bank Statements and Receipts
Function:
Records documenting the banking transactions with financial institutions, and the current
status of public funds.
Content:
May include, but not limited to bank and account numbers, transaction dates, beginning
balance, check or deposit amount, document numbers, refunds, adjustments, description
Total Retention:
of transactions, ending balance, and other related information.
Total Retention:
Audit + 5 years
Disposition:
Destroy Securely
Statutory Reference:
26 CFR 16001 -1; CA GC §34090
Note:
February 3, 2014
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 1
Calendar and Scheduling Records
Also Called.
Appointment books, work schedules, planners, daily assignment sheets
Function:
Records kept that document and facilitate the routine planning and scheduling of
meetings, appointments, daily tasks, work assignments, shift assignments, vacation
and /or day off schedules.
Content.'
May include, but not limited to weekly schedule sheets, work schedules, appointment
logs, and work assignment memos.
Total Retention:
2 years
Disposition:
Destroy
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 1
CITYWIDE RETENTION SCHEDULE
Chemical and Hazardous Material Inventories
Also Called
Function:
Documents chemicals and hazardous materials owned and /or used by the City in the
Also Called:
course of business.
Content:
May include, but not limited to, material safety data sheets, disposal, use and storage
records.
Total Retention:
30 years
Disposition:
Destroy Securely
Statutory Reference:
8 CCR §3204
Note:
CA GC §12946; EVC §1045; PC §801.5, 803(c); 29 USC 1027; 29 USC 1113;
Approval Date:
February 3, 2104
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 2
Complaint Files - Personnel
Also Called:
Memorandum of Understanding (MOU); Rental Agreements.
Function:
Documents complaints about customer service, employees, employee actions or
employee conduct.
Content:
May include, but not limited to complaint, correspondence and documented counseling.
Total Retention:
Resolution of complaint + 5 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §12946; EVC §1045; PC §801.5, 803(c); 29 USC 1027; 29 USC 1113;
29 CFR 1602
Note:
Does not include complaints or investigations of a peace officer involved shooting.
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 2
Contracts and Agreements (Department Level)
Also Called.
Memorandum of Understanding (MOU); Rental Agreements.
Function:
Official agreements enforceable by law to acquire or provide services, equipment, or
maintenance. Documents the terms and conditions of agreements between the City,
private companies, other public agencies, and individuals.
Content:
May include copy of contracts, exhibits, bid documents, change orders and amendments
and significant related correspondence. Information in contracts usually includes contract
numbers, certificate of required insurance, dates, terms, parties involved, period covered,
and other supporting documents used in managing the contract.
Total Retention:
Capital Improvement contracts — permanent
All others - end of contract + 5 years.
If contract requires an audit - total retention + completion of audit, whichever is greater
Disposition:
Destroy Securely
Statutory Reference:
CA GC §337, 337.1(c); 337.15, 343; CA GC 53066; CA GC 4004; CA GC §34090;
GCC §17A.24(c)
Note:
Approval Date.
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 2
CITYWIDE RETENTION SCHEDULE
Correspondence
Also Called:
Function: Correspondence that pertains to routine matters.
Content. May include, but not limited to incoming and outgoing letters, email, memorandums,
notes, acknowledgements, reports, notices or requests.
Total Retention: 2 years
Disposition: Destroy
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
Employee Records (Department Level)
Also Called:
Function: Records document an employee's history at the department level.
Content: May include, but not limited to copies of personnel action forms, leave of absence forms,
safety and training records, correspondence, time off requests, commendations, citations,
and other employee related information.
Total Retention: 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090; CA GC §12946
Note:
Approval Date: February 3, 2014
Equipment Ownership and Maintenance Records
Also Called: Legal Titles, Warranties, Maintenance Logs
Function: Records documenting the legal ownership and maintenance of all city-owned equipment.
Content: May include, but not limited to date of purchase or lease, purchase price, warrantee
information, ownership information, owner's manual, maintenance logs, and
maintenance /service agreements.
Total Retention: Life of the equipment, but not less than 2 years
Disposition: Destroy
Statutory Reference: CA GC §34090
Note: Also see Fleet & Facilities Vehicle Maintenance Ownership and Maintenance Record.
Approval Date: February 3, 2014
Events — City Sponsored
Also Called: Festivals, Galas, Anniversary Celebrations, Receptions
Function: Records the history and planning of events sponsored by the City.
Content May include, but not limited to mailing lists, invitations, photographs, media releases,
correspondence, and event diagrams.
Total Retention: 2 years
Disposition: Destroy
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 3
CITYWIDE RETENTION SCHEDULE
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 4
Gifts, Contributions, and Donations
Also Called:
Memorials, Fundraising Records
Function:
Records document gifts and contributions to the City that result from fundraising efforts,
donations, memorials, or tributes by private individuals or corporations.
Content.
May include, but not limited to donor and acknowledgement letters, acquisition lists
itemizing purchased made with contributed money (books, art, equipment, etc.) checks,
receipts, conditions or restrictions, history of fundraising events and related administrative
records.
Total Retention:
Permanent
Disposition:
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
Grant Records (Development Level)
Also Called.
Function:
Documents the application, evaluation, awarding, administration, monitoring, and status
of grants in which a local government entity is the recipient, grantor, allocator, or
administer. Grants may come from federal or state governments, foundations or other
private funding sources.
Content:
Records may include buy not limited to: applications including project proposals,
summaries, objectives, activities, budgets, exhibits, an aware notification, grant
evaluation records and recommendations concerning grant applications, grant
administration records including progress reports, budgets, project objectives, proposals,
and summaries, records documents allocations of funds, contracts, records monitoring
project plans and measuring achievement, equipment inventories, financial reports,
accounting records, audit reports, expenditure reports, and related correspondence and
documents.
Total Retention:
Successful grants - completion of grant program + 10 years.
If grant requires an audit - total retention + completion of the audit; whichever is longer.
HUD Grants — 3 years
Unsuccessful grants - 2 years.
Disposition:
Destroy
Statutory Reference:
CA GC §34090; 21 CFR 1403.36(i)(11) & 1403.42(b); 24 CFR 85.42, 91.105(h) &
570.502(b), 29 CFR 97.42
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 4
CITYWIDE RETENTION SCHEDULE
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 5
Insurance Policy and Certificate of Insurance
Also Called:
Function:
Documents the terms and conditions of insurance policies between the City and insurers.
Types of insurance include liability, property, group employee health and life, motor
vehicle, workers' compensation, and others. Proof of insurance includes certificates and
endorsements documents insurance coverage required for city contracts, permits, leases
and all other agreements.
Content:
Records including policies, insurance certificates, endorsements, premium rate change
notices, agent of records, and related documents.
Total Retention:
Termination of contract, lease, permit and other agreements + 5 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; CA GC §12946
Note:
Insurance certificates related to contracts and agreements are maintained in the City
Clerk's Office. All others are maintained in the Human Resource Department.
Approval Date:
February 3, 2014
Meeting Records (for Council, Boards, Commissions, Committees,
and all other Brown Act Bodies)
Also Called:
Policy Body Meeting Records
Function:
Documents the proceedings of public bodies governed by the Brown Act and Gilroy Open
Government Ordinance
Content.
May include agendas, exhibits, indexes, staff reports, affidavits, correspondence, speaker
slips, closed session meeting materials, rules of procedure or Bylaws, proof of
publication, audio and /or video recordings, minutes, resolutions and ordinance, and other
related documentation,
Total Retention:
Minutes, resolutions and ordinances — permanent
Speaker cards — 90 days
Audio and video recordings — 20 years.
Rules of procedure /Bylaws — superseded +2 years
All other documents — 2 years.
Disposition:
Destroy
Statutory Reference:
CA GC §34090; GCC 17.A Article 11
Note:
The City Clerk's Office is the office of record for meeting records pertaining to the City
Council and all standing committees of the Council. All other meeting records are
maintained in the department that supports the particular Policy Body.
Approval Date:
February 3, 2014
Meeting Records for Non -Brown Act Bodies
Also Called:
Function:
Documents the proceedings of meeting bodies that are not governed by the Brown Act.
Content:
May include minutes, agendas, correspondence, and audio or visual recordings.
Total Retention:
2 years
Disposition:
Destroy
Statutory Reference:
CA GC §34090
Note:
Records from meetings that are not open to the public and /or subject to the Brown Act or
Gilroy Open Government Ordinance.
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 5
CITYWIDE RETENTION SCHEDULE
Participant Registration and Attendance Records (Department Level)
Also Called.
Function:
News Releases
Also Called:
and classes.
Function:
Prepared statements and announcements issued to the news media by the City.
Content.
May include, new releases, media advisories, radio messages, message boards and
Total Retention:
presentations
Total Retention:
2 years
Disposition:
Destroy
Statutory Reference:
CA GC §34090
Note:
February 3, 2014
Approval Date:
February 3, 2014
Participant Registration and Attendance Records (Department Level)
Also Called.
Function:
Documents the registration and attendance of participants in sponsored events, activities,
Also Called.
and classes.
Content.'
Records may include registration forms or cards, class or activity rosters, consent/waiver
Function:
forms, and related documents.
Total Retention:
2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
2 years
Approval Date:
February 3, 2014
Statutory Reference:
Project & Administrative Files (Department Directors)
Also Called
Function: Records created by executive city staff that document the research, creation, application
of community projects, programs, or document the leadership role and decision making
process of city executives.
Content: May include, but not limited to project or program files, executive administration files.
Total Retention: Project completion + 2 years
Disposition: Destroy
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 6
Public Records Request
Also Called.
Requests for Public Records, California Public Record Act Requests, PRA's, Freedom of
Information Act (FOIA) Requests
Function:
Requests for information pursuant to California Government Code §6250 and GCC
Section 17.A.
Content.
May include, but not limited to a description of the records being requested, Records
Request Form, correspondence, request tracking records.
Total Retention:
2 years
Disposition:
Destroy
Statutory Reference:
CA GC §34090; GCC 17.A Article III
Note:
Original request logs are maintained in the City Clerk's Office, Police Records Division
and Fire Department Administration
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 6
CITYWIDE RETENTION SCHEDULE
Request for Qualifications, Proposals & Bids
Also Called: RFP, RFQ, RFI and /or Bids
Function: Records related to contract proposals for City projects and /or purchases.
Content. May include, but not limited to request for proposals (RFP), request for qualifications
(RFQ), request for information (RFI), bid exemption documents, bid and quote lists,
notices of bid opening and award, comparison summaries, spreadsheets, tabulation
worksheets, bid advertising records, tally sheets, bid specifications, bid award letter, and
other related correspondence or records.
Total Retention: Unsuccessful Bid— 2 years
Successful Bid - end of contract + 5 years.
If audit required - end of contract + 5 years or total retention + completion of the audit;
whichever is greater
Disposition: Destroy Securely
Statutory Reference: CCP §337; CA GC §34090; GCC §17A.24(c)
Note:
Approval Date: February 3, 2014
Publications
Also Called:
Newsletters
Function:
Publications produced by the City and made available to the public.
Content.'
May include, newsletters, pamphlets, brochures, leaflets, reports, studies, proposals, and
Content.'
similar published records.
Total Retention:
Superseded + 2 years
Disposition:
Destroy
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
Request for Qualifications, Proposals & Bids
Also Called: RFP, RFQ, RFI and /or Bids
Function: Records related to contract proposals for City projects and /or purchases.
Content. May include, but not limited to request for proposals (RFP), request for qualifications
(RFQ), request for information (RFI), bid exemption documents, bid and quote lists,
notices of bid opening and award, comparison summaries, spreadsheets, tabulation
worksheets, bid advertising records, tally sheets, bid specifications, bid award letter, and
other related correspondence or records.
Total Retention: Unsuccessful Bid— 2 years
Successful Bid - end of contract + 5 years.
If audit required - end of contract + 5 years or total retention + completion of the audit;
whichever is greater
Disposition: Destroy Securely
Statutory Reference: CCP §337; CA GC §34090; GCC §17A.24(c)
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 7
Special Events
Also Called.
Function:
Records supporting the process to request a Special Event permit for block parties, street
Content:
closures, parades, circus or carnival, film permit.
Content.'
May include, but not limited to, application form, correspondence, event diagram.
Total Retention:
Completion of event + 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 7
Speeches
Also Called.
Function:
Documents the history of speeches delivered by City staff and Elected Officials.
Content:
Records may include notes or text of speeches, papers, or reports delivered in
conjunction with City business.
Total Retention:
2 years
Disposition:
Destroy
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 7
CITYWIDE RETENTION SCHEDULE
Surveys and Questionnaires
Also Called:
Function: Records related to data collection.
Content: May include, notes or papers used to develop survey tools, data collection tools, results
or analysis of collected data, and reports.
Total Retention: 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 8
Technical Manuals, Specification, and Warrantees
Also Called:
Maintenance Requests, Services Requests
Function:
Owner's manuals and warranties for City owned vehicles and equipment.
Content:
Specifications, operating instructions, safety information, warranties and terms of
Content:
coverage.
Total Retention:
Manuals - life of the equipment, but not less than 2 years.
Total Retention:
Warranties - warranty expiration, but not less than 2 years.
Disposition:
Destroy
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 8
Work Orders
Also Called.
Maintenance Requests, Services Requests
Function:
Internal records documenting requests and authorizations for services, including
equipment and other City owned property.
Content:
May include, but not limited to service and installation requests, repair authorizations,
orders for scheduled and unscheduled maintenance.
Total Retention:
2 years
Disposition:
Destroy
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 8
ADMINISTRATION RETENTION SCHEDULE
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 9
Photographs and Clippings
Also Called.
News clippings
Function:
Documents an event, time period, department, or the city generally in chronological
order, or similar records of the City's history.
Content:
May include, but not limited to news clippings, photographs, timeline graphs, and other
memorabilia that commemorates an event.
Total Retention:
Permanent
Disposition:
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 9
CITY ATTORNEY RETENTION SCHEDULE
Also Called
Function: Brown Act Requirement and Tracking Council Actions.
Content: Itemized actions requested
Total Retention: Until no longer needed but no less than 2 years (Department preference - minimum 2
year retention is required by law)
Disposition: Destroy Securely
Statutory Reference: CA GC 34090
Note:
Approval Date: February 3, 2014
Advice Files
Also Called:
Advisory files
Function:
Legal advice to City departments
Content.
All documents relating to subject.
Total Retention:
4 years (Department preference — minimum 2 year retention is required by law)
Disposition:
Destroy Securely
Statutory Reference:
CA CCP 34090
Note:
CA GC 34090
Approval Date.
February 3, 2014
Also Called
Function: Brown Act Requirement and Tracking Council Actions.
Content: Itemized actions requested
Total Retention: Until no longer needed but no less than 2 years (Department preference - minimum 2
year retention is required by law)
Disposition: Destroy Securely
Statutory Reference: CA GC 34090
Note:
Approval Date: February 3, 2014
Advice Files - Bonds
Also Called:
Bond and Assessment Districts files
Function:
Legal advice on bond and assessment district issues.
Content:
All documents relating to subject.
Total Retention:
Municipal Bonds and Assessment District life + 10 years
Disposition:
Destroy Securely
Statutory Reference:
CA CCP 337.5, 337.6; CA GC 34090; CA GC 53921 and 43900 et seq.
Note:
CA GC 34090
Approval Date:
February 3, 2014
Approval Date:
Closed Session Materials
Also Called
Function: Brown Act Requirement and Tracking Council Actions.
Content: Itemized actions requested
Total Retention: Until no longer needed but no less than 2 years (Department preference - minimum 2
year retention is required by law)
Disposition: Destroy Securely
Statutory Reference: CA GC 34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 10
Code Files (Civil)
Also Called:
Abatement; injunctions; nuisance; gun and drug evictions
Function:
Case files
Content:
Moving papers and other case related documents
Total Retention:
Case Resolution + 5 years (Department preference - minimum Case Resolution + 2
years retention is required by law)
Disposition:
Destroy Securely
Statutory Reference:
CA GC 34090
Note:
Lead agency is the office of record.
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 10
CITY ATTORNEY RETENTION SCHEDULE
Outside Counsel Agreements
Also Called: Retainer letters; RFQ /Proposal for Legal Services
Function: Advice memoranda to client departments
Content. MRFQ and current retainer agreement.
Total Retention: Lifetime of matter for which firm is retained (Department preference — active +4 years
retention is required by law)
Disposition: Destroy paper file and /or store electronically after retention.
Statutory Reference: CA GC 34090; CCP 337
Note: Original contracts, agreements and MOU's are held by the City Clerk's Office.
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 11
Criminal Prosecution Files
Also Called.
Misdemeanor Files; Infraction Files
Function:
Criminal case files
Content.,
Citations, complaints, warrants, other case documents
Total Retention:
1 year active; 4 years inactive — total 5 years (Department preference - minimum inactive
+ 2 years retention is required by law)
Disposition:
Destroy Securely
Statutory Reference:
CA GC 34090
Note.
Presiding court is office of record
Approval Date:
February 3, 2014
Outside Counsel Agreements
Also Called: Retainer letters; RFQ /Proposal for Legal Services
Function: Advice memoranda to client departments
Content. MRFQ and current retainer agreement.
Total Retention: Lifetime of matter for which firm is retained (Department preference — active +4 years
retention is required by law)
Disposition: Destroy paper file and /or store electronically after retention.
Statutory Reference: CA GC 34090; CCP 337
Note: Original contracts, agreements and MOU's are held by the City Clerk's Office.
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 11
Legal Opinions
Also Called.
Opinion memos
Function:
Advice memoranda to client departments
Content:
Memoranda in written or electronic format.
Total Retention:
Permanent or until superseded (Department preference — active +2 years retention is
required by law)
Disposition:
Store in paper or electronic format; do not destroy
Statutory Reference:
CA GC 34090
Note:
after retention.
Approval Date:
February 3, 2014
Outside Counsel Agreements
Also Called: Retainer letters; RFQ /Proposal for Legal Services
Function: Advice memoranda to client departments
Content. MRFQ and current retainer agreement.
Total Retention: Lifetime of matter for which firm is retained (Department preference — active +4 years
retention is required by law)
Disposition: Destroy paper file and /or store electronically after retention.
Statutory Reference: CA GC 34090; CCP 337
Note: Original contracts, agreements and MOU's are held by the City Clerk's Office.
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 11
Litigation Files
Also Called:
Lawsuits
Function:
Civil Case files
Content:
All documents relating to case including complaints, police reports, court orders, motions,
notes, briefs, closing statements, including Pitchess Motions and Weapon Destruction
Petitions.
Total Retention:
Until no longer needed (minimum 5 years)
Disposition:
Storage; save dispositive orders and agreements to electronic format and destroy paper
after retention.
Statutory Reference:
CA CCP 335 et seq.; CA GC 911.2, 945, 34090, 34090.6; CA EC 1040, 1043 and 1045;
CA PC 832.5, 832.7
Note:
Presiding court is office of record.
Approval Date:
February 3, 2014
Outside Counsel Agreements
Also Called: Retainer letters; RFQ /Proposal for Legal Services
Function: Advice memoranda to client departments
Content. MRFQ and current retainer agreement.
Total Retention: Lifetime of matter for which firm is retained (Department preference — active +4 years
retention is required by law)
Disposition: Destroy paper file and /or store electronically after retention.
Statutory Reference: CA GC 34090; CCP 337
Note: Original contracts, agreements and MOU's are held by the City Clerk's Office.
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 11
CITY ATTORNEY RETENTION SCHEDULE
Tenders of Defense
Also Called: Tender letters
Function: Request and agreement for representation between City employee and the City Attorney
Content. Original Consent to RepresentationNllaiver of Conflict and Notification of Lawsuit/
Request for Defense forms.
Total Retention: Until no longer required (minimum 5 years) Department preference
Disposition: Destroy paper file and /or store electronically after retention.
Statutory Reference CCP 335 et seq.; CA GC 911.2, 945, 34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 12
CITY CLERK RETENTION SCHEDULE
Boards, Commissions and Committees Recruitment (Unsuccessful)
Also Called.
Function:
Annexations
Also Called:
Improvement Districts, Community Facilities Districts, Business Improvement Districts
Function:
Documents the history of land annexations.
Content.
May include, but not limited to correspondence, agreements, recorded maps, public
Content:
notices, and reports.
Total Retention:
Permanent
Disposition:
Permanent
Statutory Reference:
CA GC §34090
Location:
City Clerk's file room
Note:
City Clerk's file room
Approval Date:
February 3, 2014
Boards, Commissions and Committees Recruitment (Unsuccessful)
Also Called.
Function:
Assessment Proceedings
Also Called:
Improvement Districts, Community Facilities Districts, Business Improvement Districts
Function:
Document the tabulation of ballots relating to assessment districts such as community
facilities districts, landscape and lighting districts, and property and business
Content:
improvement districts.
Content:
May include ballots and certifications, correspondence and other related documents.
Total Retention:
Permanent
Disposition:
Destroy Securely
Statutory Reference:
CA EC §17302, 17306, CA Constitution Article XIII
Location:
City Clerk's file room
Note:
February 3, 2014
Approval Date:
February 3, 2014
Boards, Commissions and Committees Recruitment (Unsuccessful)
Also Called.
Function:
Board, Commission and Committee Appointments
Also Called.
Board, Commission or Committee.
Function:
Administrative files of persons appointed to a City of Gilroy board, commission or
committee, including ad -hoc, task force and sub - committees.
Content:
May include, but not limited to the member's application, oath of office, ethics training
Disposition:
certificate, OGO training certificate, and correspondence.
Total Retention:
End of term + 5 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; CA GC §53235.2(b); GCC §17.A
Location:
City Clerk's file room
Note.
February 3, 2014
Approval Date:
February 3, 2014
Boards, Commissions and Committees Recruitment (Unsuccessful)
Also Called.
Function:
Documents the recruitment process of persons who have applied to serve on a City
Board, Commission or Committee.
Content:
May include, but not limited to applications, recruitment administrative records,
announcements and correspondence.
Total Retention:
Duration of the selection process (current year) + 2 years.
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Location:
City Clerk's file room
Note:
See Board, Commission and Committee Appointments for records of successful
applicants.
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 13
CITY CLERK RETENTION SCHEDULE
Charter and Articles of Incorporation
Also Called:
Function: A written instrument that creates and defines the right and privileges of the City.
Content: May include, but not limited to original charter, petitions for incorporation, constitution, by-
laws, and amendments.
Total Retention: Articles of Incorporation — permanent
City Charter - superseded
Disposition: Destroy Securely
Statutory Reference: CA GC §34090; CA GC 34458 -60; Gilroy City Charter
Location: City of Gilroy Vault
Note:
Approval Date: February 3, 2014
City Seal and Flag
Also Called.
Function: Record the history of currently in use City Seal and Flag.
Content:
Total Retention: Permanent
Disposition:
Statutory Reference: CA GC §34090
Note: The City Seal is the official mark of the City, generally used in embossed form to
guarantee the authenticity of a City document.
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 14
City Code
Also Called.
Function:
The City Code documents all ordinances and ordinance amendments passed by the
Gilroy City Council. The City Code is updated as new ordinances are adopted by the City
Council.
Content.
City of Gilroy Code contains all ordinances and ordinance amendments for the City of
Total Retention:
Gilroy.
Total Retention:
Permanent
Disposition:
CA GC §34090(e)
Statutory Reference:
CA GC §34090(e)
Location:
City Clerk's file room
Note:
February 3, 2014
Approval Date.
February 3, 2014
City Seal and Flag
Also Called.
Function: Record the history of currently in use City Seal and Flag.
Content:
Total Retention: Permanent
Disposition:
Statutory Reference: CA GC §34090
Note: The City Seal is the official mark of the City, generally used in embossed form to
guarantee the authenticity of a City document.
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 14
City Council Resolutions and Ordinances
Also Called.
Function:
Legislative and non - legislative actions that documents the City's policy development. An
ordinance defines a law set forth by the City Council; a resolution is a formal expression
of opinion, will, or intent voted by the official body.
Content
Final, numbered, signed resolutions and ordinances
Total Retention:
Permanent
Disposition:
Statutory Reference:
CA GC §34090(e)
Location:
City of Gilroy Vault
Note.
Approval Date:
February 3, 2014
City Seal and Flag
Also Called.
Function: Record the history of currently in use City Seal and Flag.
Content:
Total Retention: Permanent
Disposition:
Statutory Reference: CA GC §34090
Note: The City Seal is the official mark of the City, generally used in embossed form to
guarantee the authenticity of a City document.
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 14
CITY CLERK RETENTION SCHEDULE
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 15
Contracts and Agreements
Also Called:
Memorandum of Understanding (MOU)
Function:
Official agreements enforceable by law to acquire or provide services, equipment, or
Content:
maintenance. Documents the terms and conditions of agreements between the City,
Content:
private companies, other public agencies, and individuals.
Content.
May include contracts, agreements, exhibits, change orders and amendments and
Total Retention:
significant related correspondence. Information in contracts may include certificate of
Total Retention:
insurance, dates, terms, parties involved, period covered, and other supporting
Disposition:
documents used in managing the contract.
Total Retention:
Capital Improvement contracts - permanent
Non - capital contracts end of contract + 5 years. If contract requires an audit, the records
Location:
shall be held the total retention + completion of audit.
Disposition:
Destroy Securely
Statutory Reference:
CA GC §337; 337.1(a); 337.15, 343; GC §34090; GCC §17A24(c)
Location:
City Clerk's file room
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 15
Elections
Also Called.
Function:
Records the activities of the general and special elections.
Content:
May include, but not limited to candidate nomination papers, candidate statements, ballot
Content:
designation worksheet, candidate information request form, voluntary expenditure ceiling
statement, code of fair campaign practices form, canvass, oath of office, election
Total Retention:
calendar, City Attorney analysis, and arguments /rebuttals for City ballot measures.
Total Retention:
Certified election results (canvass) - permanent
Disposition:
Successful candidates end of term +7 years
Statutory Reference:
Unsuccessful candidate election + 5 years
Election calendar election + 2 years
Location:
Ballot measures election + 6 months
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090, CA GC §81009; CA EC 17302
Location:
City Clerk's file room
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 15
Eminent Domain
Also Called:
Function:
Records relating to the process initiated by the City to acquire private property for public
use.
Content:
May include, but not limited to, relocation assistance, title reports, settlement statements,
and acquisition agreements.
Total Retention:
Deed, title report and court documents - permanent.
All other close +10 years.
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; 14 Cal Code Regs §15095(c), proposed disposition meets "reasonable
period of time" requirement.
Location:
City Clerk's file room
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 15
CITY CLERK RETENTION SCHEDULE
Fair Political Practices Commission (FPPC) Filings
Also Called:
FPPC Filings, Form 400, 500, 700, and 800 series.
Function:
Documents the history of candidate financing and economic interest statements of
elected officials, appointed members and employees specified in the City Conflict of
Interest Code.
Content.
May include, but not limited to FPPC Forms 400 Series — Campaign Disclosure Forms,
Statement of Organization; FPPC Form 500 Series — Candidate Intention Statement;
FPPC Forms 700 Series — Statements of Economic Interests; FPPC Forms 800 Series —
Gifts, Tickets, Behest Payments, Agency Report of Public Official Appointments.
Total Retention:
Form 400 Series — Campaign Disclosure Forms (successful candidate) - permanent.
Form 400 Series — Campaign Disclosure Forms (unsuccessful candidate) election +7
years.
Form 400 Series — Statement of Organization end of term + 7 year.
Form 500 Series — Candidate Intention Statement (successful candidate) — permanent
Form 500 Series — Candidate Intention Statement (unsuccessful candidate) — election +
7 year.
Form 700 Series — Statement of Economic Interests end of term + 7 years.
Form 800 Series — Gifts, Tickets, and Behest Payments end of term + 7 years.
Form 800 Series — Agency Report of Public Official Appointments until superseded
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; FPPC Reg. #
Location:
City Clerk's file room
Note:
Approval Date:
February 3, 2014
Initiative, Recall, or Referendum Petitions
Also Called:
Function:
Documents the submission and processing of initiatives, recalls, or referendum petitions.
Content.
May include, but not limited to published certification, petition, correspondence, notice of
intent, ballot title.
Total Retention:
Petitions shall be retained until election results are certified or final examination if no
election + 9 months.
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090, CA EC §17200, §17400
Location:
City Clerk's file room
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 16
CITY CLERK RETENTION SCHEDULE
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 17
Records Management
Also Called:
Function:
Documents the authorize retention, scheduling, inventory and disposition of public
records.
Content:
May include, but not limited to procedural guidelines, records retention schedules,
inventory reports, disposal lists, and destruction reports.
Total Retention:
Disposal lists, and destruction reports - permanent
Records retention schedules, policies and procedures shall be retained until superseded
+ 2 years.
All other administrative records management records shall be retained for 2 years.
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Location:
City Clerk's file room
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 17
COMMUNITY DEVELOPMENT RETENTION SCHEDULE
Capital Improvement Construction Records
Also Called: City Owned Facility Construction Records
Function: Documents the construction of city owned facilities.
Content. May include, but not limited to, blueprints, plans, specifications, permits, and other related
material.
Total Retention: Permanent (department preference — life of building +5 years retention is required by law)
Disposition:
Statutory Reference: CA GC §34090; CA H &S §19850
Note: Original contracts and agreements are kept in the City Clerk's Office.
Approval Date: February 3, 2014
Building Project Files
Also Called:
Construction Files, Construction Permits
Function:
Records serve as official authorization for construction and infrastructure work within the
Content:
City.
Content:
May include, but not limited to, building, construction, applications, permits, grading,
Total Retention:
installation of plumbing, electrical, mechanical equipment and other related work, signs,
grading, encroachment, street, sidewalk and curb alterations, utilities, transportation and
Disposition:
temporary uses.
Total Retention:
Non - residential building plans — life of building + 5 years
Note:
Building Permits — permanent (department preference — minimum 5 year retention
Approval Date:
required by law)
City of Gilroy — Record Retention Schedule
All other records - completed +2 years
Disposition:
Destroy
Statutory Reference:
CA GC 4004; CA GC §34090; H &S §19850; CA CBC 1.8.4.3.1
Note:
Approval Date:
February 3, 2014
Capital Improvement Construction Records
Also Called: City Owned Facility Construction Records
Function: Documents the construction of city owned facilities.
Content. May include, but not limited to, blueprints, plans, specifications, permits, and other related
material.
Total Retention: Permanent (department preference — life of building +5 years retention is required by law)
Disposition:
Statutory Reference: CA GC §34090; CA H &S §19850
Note: Original contracts and agreements are kept in the City Clerk's Office.
Approval Date: February 3, 2014
Code Enforcement Complaint Files
Also Called:
Function:
Documents complaints regarding building, housing and mobile home code violation,
Content:
blighted property, illegal structures, weed abatement, vehicle abatement, and citations.
Content:
May include, but not limited to, complaint form, case files, correspondence, lien notices.
Total Retention:
Recorded liens - permanent
All other records - close of enforcement + 5 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; CA FC 104.6; CCP 337
Note:
CA GC §34090; CCP 337
Approval Date:
February 3, 2014
Economic Development Project Files
Also Called:
Function:
Records documenting project research, project planning and project development.
Content:
May include, but not limited to, correspondence, individual project agreements, research
data and funding records.
Total Retention:
Completed projects — Permanent (department preference - close of project + 5 years
retention is required by law)
Prospected projects — until no longer needed, but not less than 2 years
Disposition:
Destroy
Statutory Reference:
CA GC §34090; CCP 337
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014
Page 18
COMMUNITY DEVELOPMENT RETENTION SCHEDULE
General Plan, Housing Element and Other Specific or Master Plans
Also Called:
Environmental Quality
Also Called.
CEQA
Function:
Records relating to California Environmental Quality Act (CEQA), asbestos, soil,
environmental and congestion management
Content:
May include, but not limited to, correspondence, analysis, abatement projects,
exemptions, environmental impact reports and drafts, mitigation monitoring, negative
Total Retention:
declaration, notices of completion and determination, statements of overriding
considerations
Total Retention:
Asbestos, CEQA, Soil Reports — permanent
All other - closed + 5 years
Disposition:
Destroy
Statutory Reference:
8 CCR §10102; CEQA Guidelines 15095 (c)
Note:
Approval Date:
February 3, 2014
General Plan, Housing Element and Other Specific or Master Plans
Also Called:
Neighborhood Plans, Community Plans, Specific Plans, Master Plans
Function:
Records documenting the preparation and adoption of the general plan and
amendments, housing element, community plans, neighborhood plans, specific plans,
master plans, land use and infrastructure studies, and other plan updates.
Content.
May include, but not limited to, plan documents and elements, notices, project
correspondence, studies, staff reports, or other related materials
Total Retention:
Plan documents and elements— permanent (department preference — superseded +2
years is required by law)
All other records - completion + 3 years (department preference — minimum 2 year
retention required by law
Disposition:
Destroy
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
Hazardous Materials and Hazardous Waste
Also Called:
Function: Records relating to hazardous materials storage, pest control, underground storage tanks
and household hazardous waste programs and waste regulating programs.
Content: May include, but not limited to, correspondence, training materials, permits, pesticide
applications, inspections, sampling documents; location, installation, removal and
remediation of underground tanks and maintenance and operations
Total Retention: Underground storage tanks - permanent
Household hazardous waste programs superseded +2 years
All other records - closed + 2 years
Disposition: Destroy Securely
Statutory Reference: HSC §12946; CA H &S §19850
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 19
COMMUNITY DEVELOPMENT RETENTION SCHEDULE
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 20
Historic Preservation Files
Also Called.
Historic Buildings and Landmarks, Historic Resources Inventory
Function:
Records relating to historic buildings and landmarks within the City of Gilroy.
Content.'
May include, but not limited to, inventory or survey of historic resources, blueprints,
Total Retention:
drawings, maps, plans, evaluations, correspondence, staff reports, permits, variances,
Disposition:
studies, and other related materials.
Total Retention:
Permanent (Department preference — minimum retention superseded + 2 years required
Note:
by law)
Disposition:
February 3, 2014
Statutory Reference:
CA GC §34090
Note:
Storm water inspections and video inspection reports, AB939 records — 5 years
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 20
Home Occupation Permit Application
Also Called:
Function:
Applications for conducting a business out of a residence.
Content.,
Home occupancy permit application and related material.
Total Retention:
Closed + 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
permits, storage, disposal programs, reports studies, complaints, ponds, underground
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 20
Industrial Permits /Inspections
Also Called:
Function:
Documents inspections /permits completed by the department for purposes of permit
requirements or compliance, internal department process or procedures.
Content:
May include, but not limited to waste disposal manifest and material testing data, storm
water industrial inspections, inspection approvals and violations, AB939 implementation,
disposal receipts and manifests, both hazardous and non - hazardous, hazardous waste
permits, storage, disposal programs, reports studies, complaints, ponds, underground
storage tanks compliance.
Total Retention:
Hazardous waste related records and manifest, underground storage tanks — permanent
Storm water inspections and video inspection reports, AB939 records — 5 years
All other records — 3 years (Department preference - 2 years minimum retention by law)
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; H &S §19850; 40 CFR 141.33; 40 CFR 141.91; 40 CFR 122.41
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 20
COMMUNITY DEVELOPMENT RETENTION SCHEDULE
Also Called. URM Buildings
Function: Records relating to unreinforced masonry building structures or modifying existing
unreinforced masonry buildings.
Content. May include, but not limited to, blueprints, drawings, maps, plans, evaluations,
correspondence, staff reports, studies, appeals, and other related material
Total Retention: Permanent (Department preference — life of building + 5 years minimum retention by law)
Disposition:
Statutory Reference: CA GC §34090; CCP 337
Note:
Approval Date: February 3, 2014
Planning Project Files
Also Called:
Zoning Project Files
Function:
Records documenting the regulation and use of land, buildings, or other structures for
residences, commerce, industry and other uses including the regulation of the location,
Content:
height, and size of structures and approvals for real property development.
Content.
May include, but not limited to, tentative maps, architectural and site, variances
temporary use permits, conditional use permits, sign permits, blueprints, drawings, maps,
Total Retention:
plans, evaluations, staff reports, studies, appeals, and other related material.
Total Retention:
Completed projects - permanent (Department preference — completion +2 years
minimum retention by law)
Not completed or denied - closed +10 years (Department preference - closed +2 years
Disposition:
minimum retention by law)
Statutory Reference:
Temporary use permits — expiration + 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
Unreinforced Masonry Building Preservation Project Files
Also Called. URM Buildings
Function: Records relating to unreinforced masonry building structures or modifying existing
unreinforced masonry buildings.
Content. May include, but not limited to, blueprints, drawings, maps, plans, evaluations,
correspondence, staff reports, studies, appeals, and other related material
Total Retention: Permanent (Department preference — life of building + 5 years minimum retention by law)
Disposition:
Statutory Reference: CA GC §34090; CCP 337
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 21
Solid Waste Operations
Also Called.
Function:
Documents pertaining to sanitation and solid waste services including landfill operations
and waste disposal.
Content:
May include, but not limited to work orders, receipt books, AB939 implementation,
disposal receipts and manifests (both hazardous and non - hazardous), recycling
programs, landfill management reports, and related administrative files.
Total Retention:
Hazardous waste related records, landfill management reports, work order database —
permanent
AB939 records, receipt books, administrative files — 5 years
All other records — 2 years
Disposition:
Destroy Securely
Statutory Reference:
40 CFR 141.33; 40 CFR 141.91; 40 CFR 122.41; CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 21
FINANCE RETENTION SCHEDULE
Accounting Journals
Also Called.
Journal entries, journal vouchers
Function:
Documents financial transactions.
Content.
May include, but not limited to, accounting journals.
Total Retention:
Audit + 4 years
Disposition:
Destroy Securely
Statutory Reference:
CA CCP 337; CA GC §34090
Note:
asset schedules, debt amortization schedules, unclaimed property records, State
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 22
Accounting Records
Also Called.
Accounting Year -end files
Function:
Documents financial information necessary to prepare financial statements and
demonstrate adequate internal controls over accounting and financial reporting.
Content.
May include, but not limited to, financial statement compilations, lead and detail
schedules, trail balance reports, bank statements, general ledger reconciliations, capital
Total Retention:
asset schedules, debt amortization schedules, unclaimed property records, State
Disposition:
Controller's Office annual reports, sales and use tax returns, and EDD DE542 Forms.
Total Retention:
General Ledger and State Controller report — audit + 2 years
Note:
Capital assets schedules - audit + 4 years
Approval Date:
Annual financial reports — closed /completion + 4 years
All other records — audit + 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; CA CCP §337
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 22
Accounts Payable Records
Also Called.
Vouchers, vendor payments
Function:
Documents vendor information and support for payments to vendors for goods, services,
or other obligations.
Content:
May include, but not limited to, vendor invoices, payment vouchers, cleared checks,
check registers, IRS 1099 Forms, IRS W9 Forms, CA Forms 587 and 590.
Total Retention:
Audit + 4 years
Disposition:
Destroy Securely
Statutory Reference:
CA CCP §337
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 22
FINANCE RETENTION SCHEDULE
Assessment and Mello -Roos District Administration
Also Called:
Maintenance Districts, Bond Districts, Acquisition Districts, PBIDS, Community Facilities
Also Called:
Districts
Function:
Records of the levying of taxes and assessments for maintenance and construction, and
distribution of funds.
Content:
May include, but not limited to, annual reports, tax rolls, maps; engineer's reports,
Content.'
acquisition and shortfall agreements, cost verification letters and binders, budget
journals, cost accounting records.
Total Retention:
Termination of district + 10 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; CA CCP §337.5; CA CCP §337.6; CA GC 53921 and 43900 et seq.
Note:
correspondence, media articles and other documents with significance to the bond
Approval Date:
February 3, 2014
Audit
Also Called. Independent Auditor Analysis
Function: Supports the implementation of Auditor's recommendations and recommendation follow
up.
Content: May include, but not limited to, final audit reports, studies, correspondence, and other
materials to support the audit function.
Total Retention: Final audit reports — permanent (department preference — minimum close of audit + 2
year retention is required by law)
All other records -close of audit + 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 23
Bond Development Files
Also Called:
Project Development Files
Function:
Documents the bond process from preliminary planning stages up to issuance of the
bonds, and records of bond feasibility for special projects including security associated
with bond financing
Content.'
May include, but not limited to, financing schedules, final interested parties list, asset
management/lease program documents, preliminary title reports, press releases, JCFA
agreements, rating agency presentation, rating agency reports, pricing book, records of
cost of issuance expenditures, letters of credit and extension letters, meeting notes,
appraisals, absorption studies, feasibility reports and studies, tax returns, business plans,
correspondence, media articles and other documents with significance to the bond
financing.
Total Retention:
Successful Bonds - Close of bond + 10 years
Unsuccessful Projects — Closed + 2 years
Disposition:
Destroy Securely
Statutory Reference:
IRS Code §103, 6001, 1.148- 5(d)(6)(iii)(E); CA CCP §337.5; CA CCP §337.6; CA GC
§34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 23
FINANCE RETENTION SCHEDULE
Business Licenses
Also Called:
Function: Licensing documents of individuals and corporations doing business within the City of
Gilroy.
Content: May include, but not limited to license applications, reports, licenses and
correspondence.
Total Retention: Termination of license + 4 years
Disposition: Destroy Securely
Statutory Reference: CCP §337; CA GC §34090
Note:
Approval Date: February 3, 2014
Bond Maintenance Files
Also Called.,
Bond Transcripts and Legal Documents
Function:
Documents all activity that occurs after the issuance of the bonds and coupons, and
Content:
documentation of bond sales.
Content.,
May include, but not limited to, trustee actions, disclosures, arbitrage calculations,
reports, tax levy /tax reports, audits, certificates of insurance, investment transactions,
Total Retention.
and requisitions, bonds and coupons, records documenting the allocation of expenditures
for construction, renovation, or purchase of facilities, draw schedules, asset lists,
Disposition:
schedule of bond - financed facilities or equipment, depreciation schedules, records of the
Statutory Reference:
purchase and sale of bond financed assets, agreements related to the private use of
Note:
bond financed assets, preliminary and official statements, tax certificates, Internal
Approval Date:
Revenue Service forms, disclosures certificates, bond insurance or surety, bond payment
requisitions, and deposits, and special district information.
Total Retention:
Close of bond + 10 years
Disposition:
Destroy Securely
Statutory Reference:
IRS Code § §103, 6001, 1.148- 5(d)(6)(iii)(E); CA CCP §337.5;
CA CCP §337.6
Note:
Approval Date:
February 3, 2014
Business Licenses
Also Called:
Function: Licensing documents of individuals and corporations doing business within the City of
Gilroy.
Content: May include, but not limited to license applications, reports, licenses and
correspondence.
Total Retention: Termination of license + 4 years
Disposition: Destroy Securely
Statutory Reference: CCP §337; CA GC §34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 24
City Budget
Also Called:
Operating Budget, Capital Improvement Budget, Financial Plan, Budget Journals
Function:
Records documenting the annual financial plan approved by the City Council.
Content:
May include, but not limited to final adopted budget, capital improvement budget; mid-
year budget review reports; budget operating adjustments, labor projection reports,
budget forecasts and other records used to establish, move or amend budgets
Total Retention.
Final budget reports — audit + 2 years
All other records - audit + 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 24
FINANCE RETENTION SCHEDULE
Department Databases
Also Called. SunGard, Pentamation
Function: Databases used by the Department.
Content. May include, but not limited to software database systems containing accounting and
budgeting data
Total Retention:
Disposition: superseded +4 years
Statutory Reference: CA GC §34090; CCP §337
Note:
Approval Date: February 3, 2014
Daily Investment Activity
Also Called:
Investment Transactions, Investment Agreements
Function:
Records representing a summary of all maturities, purchases, dividend and interest
Content.
settlements, inventory and earnings, and cash transfers for each business day.
Content.
May include, but not limited to, wire requests and transfers, directives approved and
Disposition:
affirmed, fixed and equity trade tickets, DTCC Trade confirmations.
Total Retention:
Audit + 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Audit + 4 years
Approval Date:
February 3, 2014
Department Databases
Also Called. SunGard, Pentamation
Function: Databases used by the Department.
Content. May include, but not limited to software database systems containing accounting and
budgeting data
Total Retention:
Disposition: superseded +4 years
Statutory Reference: CA GC §34090; CCP §337
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 25
Investment Records
Also Called:
Investment Transactions, Investment Agreements
Function:
These records document all investment activity that occurs each month and all banking
Content.
and investment agreements
Content:
May include, but not limited to, monthly LAIF statements, monthly CalTrust statements,
Disposition:
non - negotiable CDs, securities litigation claim forms and settlements, securities leading
Statutory Reference:
reports, and performance history reports, investment agreements with outside agencies
Note:
including JPA's such as South County Regional Wastewater Authority. (no applicable
Approval Date:
investment agreements with the Library)
Total Retention:
Audit + 4 years
Disposition:
Destroy
Statutory Reference:
CA; CCP §337
Note.
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 25
Investment Committee Records
Also Called.
Function:
These records document all activity that occurs for the City's portfolio.
Content.
May include, but not limited to, quarterly investment reports to City Council.
Total Retention:
Audit + 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 25
FINANCE RETENTION SCHEDULE
Lease Agreements
Also Called:
Function: Official lease agreements enforceable by law. Documents the terms and conditions of
leases between the City and private companies, other public agencies and individuals.
Content. May include but not limited to, original lease, exhibits, and correspondence.
Total Retention: End of lease + 5 years.
Disposition: Destroy Securely
Statutory Reference: CA CCP §337, 337.1(c); 337.15, 343; CA GC 53066; CA GC 4004
Note:
Approval Date: February 3, 2014
Payroll Deduction Records
Also Called: Deferred Compensation Statements, Retirement Reports, Payroll Registers
Function: Documents pension and deferred compensation contributions.
Content: May include, but not limited to payroll registers, retirement reports, PERS employee
deduction reports and deferred compensation statements.
Total Retention:
Payroll register — permanent
Deferred compensation reports — termination + 5 years
All other records - termination + 4 years
Disposition: Destroy Securely
Statutory Reference: 26 IRS 1.6001 -1(c); 29 CFR 516.5; 29 CFR 516.6; CA LC 1174(d); CCP §337
Note.
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 26
Payroll Records
Also Called:
Payroll Reports
Function:
Documents the earnings, deductions and withholdings of employees.
Content.
May include, but not limited to quarterly payroll tax returns (DE-6 & 941 Forms), salary
record, employee timesheet; direct deposit forms, garnishments records, labor
distribution reports, cleared payroll checks, IRS W -2 Forms, and employee payroll forms
IRS W-4 Forms, address changes, and election forms.
Total Retention:
Federal and State Tax reports — audit + 4 years
Salary reports and employee time sheets— termination + 3 years
All other records — audit + 2 years
Disposition:
Destroy Securely
Statutory Reference:
IRS Reg §31.6001- 1(e)(2), 26 CFR §1.6001 -1; R &T §19530; CA GC §34090;
29 CFR 516.2; 29 CFR 516.5; CA LC 1174(d)
Note:
Approval Date.
February 3, 2014
Payroll Deduction Records
Also Called: Deferred Compensation Statements, Retirement Reports, Payroll Registers
Function: Documents pension and deferred compensation contributions.
Content: May include, but not limited to payroll registers, retirement reports, PERS employee
deduction reports and deferred compensation statements.
Total Retention:
Payroll register — permanent
Deferred compensation reports — termination + 5 years
All other records - termination + 4 years
Disposition: Destroy Securely
Statutory Reference: 26 IRS 1.6001 -1(c); 29 CFR 516.5; 29 CFR 516.6; CA LC 1174(d); CCP §337
Note.
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 26
FINANCE RETENTION SCHEDULE
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 27
Project Documents
Also Called.
Capital Projects, Capital Improvement Projects
Function:
These records include documentation that establish, change, amend, or close projects,
Function:
including capital projects, assessment district capital improvement projects, private
Content:
development fund projects, operating grants, external funded programs, special program
Content.
donations, and non - capital multi -year projects.
Content:
May include, but not limited to records of capital project, assessment district CIP, private
Total Retention:
development fund, operating grants, external funded programs, specials program
Total Retention:
donations, and non - capital multi -year project materials.
Total Retention:
Project + 2 years
Disposition:
Destroy securely
Statutory Reference:
CA GC §34090
Note:
February 3, 2014
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 27
Purchasing Records
Also Called.
Purchase Orders, Purchasing Requests, Purchasing Cards
Function:
Records orders, authorizations, and evidence of receipt of the purchase of goods and
Function:
services by the City.
Content:
May include, but not limited to description of goods and services, shipping instructions,
Content.
bills of lading, receipts, requisitions, invoices, purchase orders and purchasing card
documents.
Total Retention:
Requisitions /purchase orders — audit + 4 years
Total Retention:
All other records — audit + 2 years
Disposition:
Destroy
Statutory Reference:
CA CCP §337; CA GC §34090
Note:
All other revenue records — 2 years
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 27
Revenue Records
Also Called:
Accounts Receivable, Utilities Users Tax (UUT), Transient Occupancy Tax (TOT),
Tourism Business Improvement District (TBID)
Function:
Records documenting revenues owed to the City by citizens, organizations, vendors and
others to be credited to accounts. Also, documents billing and collection of monies.
Content.
May include, but not limited to records of the collection for, liens, return check
processing, cash receipts; credit, debit, utility users tax, transient occupancy tax; Gilroy
tourism business improvement district and deposit slips.
Total Retention:
Lien records — permanent
Deposit records — audit + 4 years
Taxes receivable — audit + 3 years
All other revenue records — 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; CA CCP §337; CA CCP §338
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 27
FINANCE RETENTION SCHEDULE
Utilities Customer Information
Also Called: Utility Billing Records
Function: Documents all information pertaining to customer accounts, both residential and
commercial, for water and sewer services.
Content: May include, but not limited to payment and billing information, owner information, meter
readings, financial adjustments, customer contracts, application and termination of
service forms, leak adjustment letters, back -bill notices, field activities data contained in
the electronic customer information system database and correspondence.
Total Retention: Billing records, Deposit Records, Adjustment Records, & Applications — audit + 4 years
All other records — 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090; CCP §337
Note:
Approval Date: February 3, 2014
Special Permits
Also Called.
Function:
Documents the application and review process for special permits such as billiards,
Content:
mobile vendors, taxi drivers, and tow truck drivers
Content:
May include, but not limited to application forms, DMV forms, pictures, and permit
Total Retention:
documentation.
Total Retention:
Permit expiration +4 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; CCP §337
Note:
February 3, 2014
Approval Date:
February 3, 2014
Utilities Customer Information
Also Called: Utility Billing Records
Function: Documents all information pertaining to customer accounts, both residential and
commercial, for water and sewer services.
Content: May include, but not limited to payment and billing information, owner information, meter
readings, financial adjustments, customer contracts, application and termination of
service forms, leak adjustment letters, back -bill notices, field activities data contained in
the electronic customer information system database and correspondence.
Total Retention: Billing records, Deposit Records, Adjustment Records, & Applications — audit + 4 years
All other records — 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090; CCP §337
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 28
Vendor Register
Also Called:
Function:
Record of vendors providing goods and services to the City
Content:
May include, but not limited to vendor listing for purchase orders, and records of invoices,
account numbers and check dates.
Total Retention:
Superseded +2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 28
FIRE RETENTION SCHEDULE
Crime Reports
Also Called: Arson Reports
Function: Documents the Fire Department investigations of crimes, solved and unsolved that
occurred within the City of Gilroy.
Content. May include, but not limited to evidence, recordings of interviews, case files, fingerprint
cards or live scan records, photographs, forensic scene records, arrest logs, arrest files,
booking sheets, and audio of radio or telephone calls.
Total Retention: Arson and capital crimes — permanent
All other criminal investigations —10 years
Disposition: Destroy Securely
Statutory Reference: CA PC §187, 800 et seq.; CA Fire Code 104.6.3; GC 34090.6
Note:
Approval Date: February 3, 2014
Department Database Records
Also Called:
Function:
Content: May include, but not limited to fire incident reports, RMS database, Telestaff, FDM
database, Health EMS, HelpStar, FIPS, equipment database, Knox Box inventory,
Violation database, vehicle maintenance database, Hose Lots, I.T. Supplies /Equipment
database
Total Retention: Superseded + 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note.
Approval Date: February 3, 2014
Fire Code Emergency Operations Manual and Books
Also Called.
Function:
Citations
Also Called:
Violations; Code Violations
Function:
Documents the Fire Department investigations of infractions, solved and unsolved that
occurred within the City of Gilroy.
Content:
May include, but not limited to misdemeanors, traffic, parking, or criminal citations or
Disposition:
administrative penalties.
Total Retention:
case resolution +5 years or life of building
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; CA Fire Code 104.6.2
Note.
February 3, 2014
Approval Date:
February 3, 2014
Crime Reports
Also Called: Arson Reports
Function: Documents the Fire Department investigations of crimes, solved and unsolved that
occurred within the City of Gilroy.
Content. May include, but not limited to evidence, recordings of interviews, case files, fingerprint
cards or live scan records, photographs, forensic scene records, arrest logs, arrest files,
booking sheets, and audio of radio or telephone calls.
Total Retention: Arson and capital crimes — permanent
All other criminal investigations —10 years
Disposition: Destroy Securely
Statutory Reference: CA PC §187, 800 et seq.; CA Fire Code 104.6.3; GC 34090.6
Note:
Approval Date: February 3, 2014
Department Database Records
Also Called:
Function:
Content: May include, but not limited to fire incident reports, RMS database, Telestaff, FDM
database, Health EMS, HelpStar, FIPS, equipment database, Knox Box inventory,
Violation database, vehicle maintenance database, Hose Lots, I.T. Supplies /Equipment
database
Total Retention: Superseded + 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note.
Approval Date: February 3, 2014
Fire Code Emergency Operations Manual and Books
Also Called.
Function:
Documents the procedures for emergencies and other situations related to the
Department.
Content.
Includes but not limited to operations manuals, emergency operations manual and other
books.
Total Retention:
Superseded + 3 years
Disposition:
Destroy Securely
Statutory Reference:
CA CCP 340.5; CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014
Page 29
FIRE RETENTION SCHEDULE
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 30
Fire Captain Log Books
Also Called.
Insurance Service Office (ISO)
Function:
Documents all activity occurring at each Fire Station for each Company including
summary of incidents, visitors to the station, equipment inspections, etc.
Content.
Includes log books
Total Retention:
2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Log books were discontinued on January 1, 2013
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 30
Fire Apparatus and Equipment Maintenance Logs
Also Called:
Insurance Service Office (ISO)
Function:
Records relating to the history or maintenance and service of fire apparatus and
equipment.
Content:
May include, but not limited to maintenance and service logs, inventory of gear,
Total Retention:
equipment and supplies.
Total Retention:
Life of equipment +2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090;
Note:
February 3, 2014
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 30
Inspections
Also Called:
Insurance Service Office (ISO)
Function:
Documents the Fire Departments inspections of structures, alarm systems, and sprinkler
systems.
Content:
May include, but not limited to inspection logs, and correspondence.
Total Retention:
Life of building + 5 years
Disposition:
Destroy Securely
Statutory Reference:
CA CFC 104.6
Note:
Destroy Securely
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 30
ISO Insurance Ratings
Also Called:
Insurance Service Office (ISO)
Function:
Documents statistical information on risk and provides a rating that insurance companies
use to calculate rates. Information is gathered on a community fire- suppression system
including fire alarms, engine companies and water supply.
Content:
May include, but not limited to insurance rating reports, backup documentation and
certification documents.
Total Retention:
Superseded + 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 30
FIRE RETENTION SCHEDULE
Patient Care Records
Also Called. PCRs
Function: HIPAA protected documents pertaining to medical care and treatment provided by the
Fire Department.
Content: May include, but not limited to patient information, records, EKG form, signature form,
face- sheets, etc.
Total Retention: Permanent (Department preference
Disposition:
Statutory Reference: CA GC §34090; HIPPA citation
Note:
Approval Date: February 3, 2014
Plan Check - School Site Plans
Also Called:
Function: Documents the records submitted to the Department as part of site plans and water
supply tests for publically funded schools.
Content. May include, but not limited to plan check documents, flame retardant certificates, blue
prints, and other building related records.
Total Retention: Life of building + 5 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090; CA Fire Code 105.4.6; CA BC 1.8.4.3.1
Note:
Approval Date: February 3, 2014
Plan Check — Fire Prevention
Also Called:
Function: Documents requests and authorizations for property owners to erect new structures, or
make structural modifications to existing one that occurred within the Department
jurisdiction. Serves as official authorization for construction including installation of
plumbing, electrical, and mechanical equipment and other related work.
Content: May include, but not limited to plan check documents, flame retardant certificates, blue
prints, and other building related records.
Total Retention: Life of building + 5 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090; CA Fire Code 105.4.6; CA BC 1.8.4.3.1
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 31
Permits
Also Called:
Function:
Operational permits occurring within the Department's jurisdiction.
Content:
May include, but not limited to permits, and records supporting permit applications,
approvals, renewals, extensions, and denials.
Total Retention:
Permanent
Disposition:
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
Plan Check - School Site Plans
Also Called:
Function: Documents the records submitted to the Department as part of site plans and water
supply tests for publically funded schools.
Content. May include, but not limited to plan check documents, flame retardant certificates, blue
prints, and other building related records.
Total Retention: Life of building + 5 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090; CA Fire Code 105.4.6; CA BC 1.8.4.3.1
Note:
Approval Date: February 3, 2014
Plan Check — Fire Prevention
Also Called:
Function: Documents requests and authorizations for property owners to erect new structures, or
make structural modifications to existing one that occurred within the Department
jurisdiction. Serves as official authorization for construction including installation of
plumbing, electrical, and mechanical equipment and other related work.
Content: May include, but not limited to plan check documents, flame retardant certificates, blue
prints, and other building related records.
Total Retention: Life of building + 5 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090; CA Fire Code 105.4.6; CA BC 1.8.4.3.1
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 31
FIRE RETENTION SCHEDULE
Weed/ Refuse Abatement
Also Called:
Function: Documents weed /refuse abatement conducted by the Fire Department.
Content: May include, but not limited to complaints, letters of protest, response to protests,
returned correspondence.
Total Retention: Closed + 5 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090; CA Fire Code 104.6.2
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 32
Strike Team Reimbursements
Also Called:
Function:
Documents the reimbursements received by the Fire Department for a strike team
deployment.
Content.
May include, but not limited to payment from Office of Emergency Services (OES);
Federal Emergency Management Agency (FEMA); and other mutual aid reimbursements.
Total Retention:
Payment + 5 years
Disposition:
Destroy Securely
Statutory Reference:
CA CFC 104.6; CA GC §34090
Note:
Approval Date:
February 3, 2014
Weed/ Refuse Abatement
Also Called:
Function: Documents weed /refuse abatement conducted by the Fire Department.
Content: May include, but not limited to complaints, letters of protest, response to protests,
returned correspondence.
Total Retention: Closed + 5 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090; CA Fire Code 104.6.2
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 32
FLEET & FACILITIES RETENTION SCHEDULE
City Facility Maintenance & Operation Records
Also Called:
Function: Documents the maintenance and operation of city owned facilities.
Content: May include, but not limited to service requests, work orders, graffiti removal, invoices,
and supporting documents for buildings, parking lots and equipment.
Total Retention: 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
City Fleet Maintenance & Operation Records
Also Called:
Function: Documents the maintenance and operation of city owned vehicles and equipment.
Content: May include, but not limited to purchase invoices, contracts, warranties, service requests,
work orders, inspections, fuel, parts and supplies, logs, manuals, DMV titles and
registration, and vehicle assignments.
Total Retention: Vehicle assignments, request forms and logs — 2years
All other records - Life of equipment + 4 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090; CA CCP 337
Note:
Approval Date: February 3, 2014
Scheduled Maintenance & Safety Certificates
Also Called:
Function: Documents schedule maintenance of assets and safety certifications for equipment such
as elevators, fire systems, and boilers.
Content. May include, but not limited to maintenance schedules, and safety certificates.
Total Retention: 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note.
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 33
Fueling Records
Also Called:
Gasoline
Function:
Records pertaining to gasoline used for City vehicles.
Content.
May include, but not limited to meter readings, fuel consumption reports, invoices,
receipts and records pertaining to refueling operations.
Total Retention:
Audit + 4 years
Disposition:
Destroy Securely
Statutory Reference:
CA CCP 337
Note:
Approval Date:
February 3, 2014
Scheduled Maintenance & Safety Certificates
Also Called:
Function: Documents schedule maintenance of assets and safety certifications for equipment such
as elevators, fire systems, and boilers.
Content. May include, but not limited to maintenance schedules, and safety certificates.
Total Retention: 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note.
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 33
FLEET & FACILITIES RETENTION SCHEDULE
Technical Manuals, Specification, and Warrantees
Also Called.
Function: Owners manuals and warranties for City owned vehicles and equipment.
Content: Manual's often include specifications, operating instructions, and safety information.
Warranties include terms of coverage for repair or replacement of equipment.
Total Retention: Manuals - life of the equipment, but not less than 2 years. Warranties shall be kept until
expiration, but not less than 4years.
Disposition: Destroy
Statutory Reference: CA GC §34090; § 337
Note:
Approval Date: February 3, 2014
Vehicle Ownership and Maintenance Records
Also Called.
Function: Documents the purchase, ownership, licensing and maintenance of all city-owned
vehicles.
Content: May include, but not limited to legal titles, registration documents, purchase invoices,
contracts, warranties, inspections, maintenance logs.
Total Retention: Life of vehicle + 2 years
Disposition: Destroy
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 34
HUMAN RESOURCE RETENTION SCHEDULE
CaIPERS Retirement and other Retirement Plans
Also Called:
Function: Records regarding contracts with CaIPERS, PARS and other retirement companies.
Content: May include, but not limited to contracts and amendments, information and other
correspondence.
Total Retention: Active + 2 years
Disposition: Destroy
Statutory Reference: CA GC §34090; CA GC §12946
Note:
Approval Date: February 3, 2014
Accident, Incident & Injury Reports and Review Board
Also Called:
DOT and DMV program
Function:
Review accidents, incidents and injuries to and /or by city employees and vehicles.
Content:
May include, but not limited to vehicle accident, incidents and injury reports, investigation
Content.
records, investigators' notes and evidence involving city employees.
Total Retention:
Active + 6 years
Disposition:
Destroy Securely
Statutory Reference:
29 USC 1027; 29 USC 1113; 29 CFR 1602 et seq.; CA GC §34090; CA GC §12946
Note:
DOT Test Results — active + 5 years
Approval Date:
February 3, 2014
CaIPERS Retirement and other Retirement Plans
Also Called:
Function: Records regarding contracts with CaIPERS, PARS and other retirement companies.
Content: May include, but not limited to contracts and amendments, information and other
correspondence.
Total Retention: Active + 2 years
Disposition: Destroy
Statutory Reference: CA GC §34090; CA GC §12946
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 35
DMV Pull Program
Also Called.
DOT and DMV program
Function:
Information, records and reports relating to the Department of Motor Vehicles and
Department of Transportation.
Content.
May include, but not limited to drivers' license pull notice printouts and summaries,
medical cards, commercial driver training documents, and drug and alcohol test results.
Total Retention:
DMV Pull Program Report — active (showing three year history)
DMV Medical Card and Information — active +2 years
DOT Test Results — active + 5 years
DMV and DOT training records — active + 6 years (Department preference - minimum 2
year retention is required by law)
Disposition:
Destroy Securely
Statutory Reference:
29 CFR 1627.3 (b) (V); 49 CFR 655.71 et seq.; CA GC §34090; CA GC §12946
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 35
HUMAN RESOURCE RETENTION SCHEDULE
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 36
Employee Benefit Records
Also Called:
H/R Rules & Regs
Function:
This is the master personnel benefits record maintained for each employee and
Content.
documents an individual employee's benefit information such as selection of insurance
Content:
plans, retirement, pension and disability plans, deferred compensation plans, and other
Total Retention:
benefit information.
Content.
May include, but not limited to plan selection and application forms, enrollment records,
Statutory Reference:
contribution and deduction summaries, personal data records, authorizations, beneficiary
Disposition:
information, year -end leave balance reports, and related documentation.
Total Retention:
Active + 6 years
Disposition:
Destroy Securely
Statutory Reference:
29 USC 1113; 29 CFR 1627.3; 29 CFR 1602; CA GC §34090; CA GC §12946
Note:
Employee Handbook(s) and Human Resources Rules and
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 36
Employee Discipline & Grievance Records
Also Called:
H/R Rules & Regs
Function:
Employee disciplines are the documented process of corrective action taken when an
Content.
employee has fallen below the required performance standards or behavior expectations.
Content:
May include, but not limited to administrative hearings and arbitration records.
Total Retention:
Disciplinary records — active + 6 years (Department preference - minimum 2 year
Disposition:
retention is required by law)
Statutory Reference:
All other disciplinary or grievance records - 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; CA GC §12946
Note:
Approval Date:
February 3, 2014
Employee Handbook(s) and Human Resources Rules and
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 36
Regulations
Also Called:
H/R Rules & Regs
Function:
Employee orientation manual and City rules and regulations
Content.
May include, but not limited to handbook(s) and any handouts and memos describing the
handbooks and rules and regulations contents or provisions.
Total Retention:
Superseded + 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; CA GC §12946
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 36
HUMAN RESOURCE RETENTION SCHEDULE
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 37
Employee Medical Records
Also Called:
Non - Industrial or FMLA medical records
Function:
This is the master employee medical record maintained for employees.
Content:
May include, but not limited to pre - employment physical or psychological evaluations,
Content.
and other medical records, exposure to chemicals and hazardous materials records,
fitness for duty reports, drug test results, and physical skills test results.
Total Retention:
Hazardous materials and chemical exposure records — duration of employment +30
years
All other records — active + 6 years
Disposition:
Destroy Securely
Statutory Reference:
29 USC 1027; CA GC §34090; CA GC §12946; 8 CCR 3204(d); 29 USC 1113;
Statutory Reference:
29 CFR 1602; 29 CFR 1910
Note:
February 3, 2014
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 37
Employee Personnel Records
Also Called.
HR Files
Function:
This is the master personnel record maintained for each employee at the direction of the
Human Resources Director.
Content.
May include, but not limited to job application, notices of appointment, personnel action
request, payroll withholding information, employee eligibility verifications forms (1 -9),
Total Retention.
leave summary records, performance documentation, oaths of office, leaves of absence
(paid and unpaid), FMLA records, training and academic certificates, separation
agreements, and other records related to an individual's employment.
Total Retention:
Active + 6 years
Disposition:
Destroy Securely
Statutory Reference:
29 USC 1027; 29 USC 1113; 29 CFR 1602 et seq.; CA GC §34090; CA GC §12946
Note:
February 3, 2014
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 37
Labor Agreements and Memorandum of Understandings
Also Called:
MOU's
Function:
Documents regarding labor contract negotiations including meet and confer records for
employee unions and associations.
Content:
May include, but not limited to agreements, side letters, interpretations, amendments,
letters of understanding, administration records, labor negotiation records.
Total Retention.
MOU's — permanent (Department preference - minimum 4 year retention is required by
law
Negotiation records — active MOU + 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; CA GC §12946; CCP §337
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 37
HUMAN RESOURCE RETENTION SCHEDULE
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 38
Recruitment Files and Eligibility Lists
Also Called:
Salary Schedules
Function:
Documents relating to recruitments for open positions and eligibility lists.
Content.
May include, but not limited to flyers, applications, examination and testing process, oral
Content:
board process, department interview information, DOJ reports evaluation outcome, and
Content:
other records related to the recruitment process.
Total Retention:
2 years form date eligibility list is certified. If no eligibility list then 2 years from date of last
activity in recruitment file.
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; CA GC §12946
Note:
Superseded + 2 years
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 38
Position Description, Classification, Compensation Records and
Also Called.
Salary Schedules
Also Called:
Records associated with or documenting the job - related instruction of employee /officials
Function:
Records that document the description, classification, compensation and salary
Content:
schedules of jobs and positions.
Content:
May include, but not limited to the details of duties, responsibilities, skills, abilities and
salary schedules needed for each position, and related records documents. Records
often include reports, position descriptions, position evaluations, compensation studies,
Total Retention:
wage determination surveys, job analyses, interview data, selection criteria
authorizations, agreements, and related documents.
Total Retention:
Superseded + 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; CA GC §12946
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 38
Training Records
Also Called.
Function:
Records associated with or documenting the job - related instruction of employee /officials
for job proficiency, enhancement or for the promotion of skill attainment or improvement.
Content:
Records may include, but not limited to course descriptions, manuals, textbooks,
worksheets, handouts, training announcements, films, videos, and course outlines,
instructor rosters, certifications, course planning and development documentation, course
evaluations, class enrollment and attendance records.
Total Retention:
Training certificates — active + 6 years (Department preference - active +2 years retention
is required by law)
All other training records — active + 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; GC §12946; 29 USC 1027
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 38
HUMAN RESOURCE RETENTION SCHEDULE
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 39
Unsuccessful Applicants (Public Safety)
Also Called.
Workers Comp
Function.
Records used during the public safety hiring process
Content.
May include, but not limited to applications, DOJ report, background and references
information, correspondence
Total Retention:
Background and reference - 5 years
All other records — 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; CA GC §12946
Note:
Background and reference - 5 years is Department preference (active +2 year retention is
required by law)
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 39
Workers' Compensation Records
Also Called.
Workers Comp
Function:
Documents worker's compensation claims filed against the City.
Content.
May include, but not limited to indemnity claims, medical only claims, employee
exposures, correspondence with third party administrator and medical providers, DEU
rating reports, first aid claims, pre - designated doctors reports, third party administrator
agreement, LAWCX excess insurance records and reports.
Total Retention:
Active + 6 years
Disposition:
Destroy Securely
Statutory Reference:
29 USC 1027; 29 USC 1113; 29 CFR 1602 et seq.; 8 CCR 3204(d); 8 CCR 10102;
CA GC §34090; CA GC §12946
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 39
INFORMATION TECHNOLOGY RETENTION SCHEDULE
Internet (World Wide Web)
Also Called.
Disaster Recovery Disks
Also Called.
File Recovery
Function:
File / System Restores
Content:
Copies all contents of targeted servers onto tape.
Total Retention:
2 years
Disposition:
Destroy
Statutory Reference.
CA GC §34090
Location:
Stored and retained by an off -site vendor
Note:
Approval Date:
February 3, 2014
Hardware, Software and Information Systems Inventory
Also Called.
Function:
Documents the City's hardware, software and information systems inventories.
Content.
May include, but not limited to monitors, hard drives, laptops, phones, startup disk,
systems manuals
Total Retention:
Life of hardware, software and /or information system + 2 years.
Disposition:
Surplus and /or destroy
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
Internet (World Wide Web)
Also Called.
Help Desk Service/Work Order Tracking
Also Called:
Documents the City's network information system (LAN/WAN)
Function:
Technology service request tracking system tracked electronically
Content:
Software system
Total Retention:
Completion + 5 years (Department preference — minimum 2 year retention is required by
Statutory Reference:
law)
Disposition:
Destroy
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
Internet (World Wide Web)
Also Called.
Network
Function:
Documents the City's network information system (LAN/WAN)
Content.
May include, but not limited to configuration maps and plans.
Total Retention:
Superseded + 2 years
Disposition:
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 40
POLICE RETENTION SCHEDULE
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 41
Alarm Registration
Also Called.
Alarm Permits
Function:
Records relating to the receipt of alarm registration for businesses and homes in the City.
Content.
May include, but not limited to alarm registrations, false alarm notifications,
Total Retention:
correspondence, related to registration administration and fines for excessive false
Total Retention:
alarms.
Total Retention:
2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
February 3, 2014
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 41
Animal Control
Also Called:
Function:
Documents action of housing and releasing animals.
Content.
May include, but not limited to warning notices, barking dog letters, animal bite reports,
Total Retention:
and impound notices.
Total Retention:
3 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; PC §597.1(d); CA FAC §32003
Note:
February 3, 2014
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 41
Asset Seizures
Also Called:
Function:
Records relating to property seized and retained by the police department
Content:
May include, but not limited to logs, inventories and receipts.
Total Retention:
2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 41
Auction Records
Also Called:
Function:
Records relating to property seized by the police department and sold at public auction.
Content:
May include, but not limited to logs, inventories and receipts.
Total Retention:
2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 41
POLICE RETENTION SCHEDULE
Citations
Also Called. Tickets
Function: Records relating to police investigations that result in a citation and no police report.
Content: May include, but not limited to administrative, parking, traffic infraction, traffic
misdemeanor and misdemeanor citations.
Total Retention: Disposition of case or 2 years (whichever is greater)
Disposition: Destroy Securely
Statutory Reference: CA PC §802; CA GC §34090
Note:
Approval Date: February 3, 2014
Business Permits
Also Called:
Bingo Parlor, Mobile Vendor, Taxi Driver, Tow Truck Driver, Card Room Dealer, Massage
Function:
Therapist, Adult Business
Function:
Records relating to applications of persons seeking certain business permits.
Content.-
May include, but not limited to background investigation reports.
Total Retention:
Expiration of permit + 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Dispatch event records —3 years
Approval Date:
February 3, 2014
Citations
Also Called. Tickets
Function: Records relating to police investigations that result in a citation and no police report.
Content: May include, but not limited to administrative, parking, traffic infraction, traffic
misdemeanor and misdemeanor citations.
Total Retention: Disposition of case or 2 years (whichever is greater)
Disposition: Destroy Securely
Statutory Reference: CA PC §802; CA GC §34090
Note:
Approval Date: February 3, 2014
Concealed Weapon Permit
Also Called: California Concealed Weapons Permit, CCW
Function: Applications from individuals for a permit to carry a firearm concealed on their person
Content. Records include, but not limited to personal background information
Total Retention: Expiration of permit + 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 42
Communications Center Records
Also Called:
911 Records, CAD, Computer Aided Dispatching
Function:
Records, phone and radio recordings related to the request and response activity of the
Gilroy Police and Fire departments
Content.'
May include, but not limited to dispatch activity requests, police and fire radio and
telephone recordings.
Total Retention:
Radio and telephone recordings —180 days (department preference — minimum 100 day
retention is required by law)
Dispatch event records —3 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090.6; CA GC §34090; California Law Enforcement Telecommunications
System policies and procedures (CLETS)
Note:
Approval Date:
February 3, 2014
Concealed Weapon Permit
Also Called: California Concealed Weapons Permit, CCW
Function: Applications from individuals for a permit to carry a firearm concealed on their person
Content. Records include, but not limited to personal background information
Total Retention: Expiration of permit + 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 42
POLICE RETENTION SCHEDULE
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 43
Crime Reports
Also Called:
Function:
Records relating to police investigations of crimes, solved and unsolved, that occurred in
the City.
Content:
May include, but not limited to investigation reports, diagrams, photographs, citations,
arrest information and booking information.
Total Retention:
Capital Crimes - Permanent
Crimes that are punishable by the death penalty, life imprisonment or
embezzlement of public funds
Felony Crimes — 7 years
Crimes that are punishable by 8 years or more in prison
Fraud or Elder Abuse Crimes — 6 years
Crimes of fraud or elder abuse
Marijuana Crimes — 2 years from date of conviction or 2 year from date of arrest if no
conviction
Crime relating to the arrest on narcotics charges
Sex Crimes —10 years
Crimes for sexual assault, rape and sexual abuse
Misdemeanor and all other Felony Crimes — 5 years
Crimes for felonies that are punishable by less than 8 years in prison and all
misdemeanor crimes not otherwise categorized
Sealed — Court Order
Factual Innocence and Adult — 3 years from court order
Juvenile — 5 years from court order
Non - Criminal Reports — 3 years
Records relating to police investigation for non - criminal incidents (reports of lost
and found property, towed vehicles, animal reports and mental evaluations)
Disposition:
Destroy Securely
Statutory Reference:
CA PC §799 -805; CA PC §290(c); CA PC §851.7 and 8; CA PC §1203.45;
CA W &I §781(a) -(d); CA W &I §826(a) -(b); CA W &I §793(c); CA W &I §389;
CA H &S §11361.5; CA GC §34090
Note:
Approval Date:
February 3, 2014
Crime Statistics
Also Called:
Uniform Crime Reports (UCR), quarterly report
Function:
Statistical records of crime and/or police department activity
Content:
Records include, but not limited to criminal statistics reported to the state of criminal
activity and arrests
Total Retention:
2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 43
POLICE RETENTION SCHEDULE
Employment Background Investigation (Unsuccessful Candidates)
Also Called
Function: Records relating to the background investigation of potential police department
employees that were ultimately unsuccessful in the employment process.
Content. Records include, but not limited to background investigation reports.
Total Retention: 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090; CA GC 12946
Note:
Approval Date: February 3, 2014
Financial Disbursement (Undercover Activity)
Also Called.
Function: Records of undercover financial activity
Content: Records include, but not limited to records of undercover officer purchases.
Total Retention: 5 years (department preference — minimum 2 year retention is required by law)
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
Incident Action Plans and After Action Reports
Also Called:
Field Interview Information
Also Called:
FI Cards, Field interrogation information
Function:
Records identifying information of individuals contracted by the police department under
Content:
non - criminal activity.
Content:
Records include, but not limited to person and vehicle information of an individual
Disposition:
contacted by the police department
Total Retention:
2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
Financial Disbursement (Undercover Activity)
Also Called.
Function: Records of undercover financial activity
Content: Records include, but not limited to records of undercover officer purchases.
Total Retention: 5 years (department preference — minimum 2 year retention is required by law)
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
Incident Action Plans and After Action Reports
Also Called:
General Orders
Function:
Records relating to police tactical action plans and reports documenting the events of
executive actions, operations, and game plans.
Content:
May include, but not limited to incident action plans and after action reports.
Total Retention:
2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 44
POLICE RETENTION SCHEDULE
Jail Logs and Inspections
Also Called:
Function: Records of inspections and activity that occur in the jail.
Content. Records include, but not limited to records of inspections and activity of booking in the
jail.
Total Retention: 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
Internal Affairs Investigations
Also Called:
Dogs and horses
Function:
Records relating to complaints investigated by the Internal Affairs Division of the police
Content:
department.
Content:
May include, but not limited to complaints, reports, statements, findings and other
Total Retention:
documents associated with investigations of complaints sustained and not sustained.
Total Retention:
Officer involved shooting — final disposition + 25 years
Disposition:
All others — final disposition of investigation +5 years
Disposition:
Destroy Securely
Statutory Reference:
CA PC §832.5(b), CA EVC §1045(b)(1), CA GC §12946, CA VC §2547; CA PC §801.5;
Note:
CA PC §803(c)
Note:
February 3, 2014
Approval Date:
February 3, 2014
Jail Logs and Inspections
Also Called:
Function: Records of inspections and activity that occur in the jail.
Content. Records include, but not limited to records of inspections and activity of booking in the
jail.
Total Retention: 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
Neighborhood Watch
Also Called:
Function: Records relating to the neighborhood watch programs.
Content: May include, but not limited to program literature, applications, correspondence, and
other program administration records.
Total Retention: 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 45
Law Enforcement Animals
Also Called:
Dogs and horses
Function:
Records relating to animals used in an official capacity by the Gilroy Police Department.
Content:
May include, but not limited to purchase and sale records, training, veterinary and
boarding records.
Total Retention:
Separation + 5 years City Attorney's office suggested there are waiver documents filed
when selling law enforcement animals. PD believes these documents are kept in HR?
Disposition:
Statutory Reference:
CA PC §832.5(b); CA EVC §1045(b)(1); CA GC §12946; CA VC §2547; CA PC §801.5;
CA PC §803(c)
Note:
Approval Date:
February 3, 2014
Neighborhood Watch
Also Called:
Function: Records relating to the neighborhood watch programs.
Content: May include, but not limited to program literature, applications, correspondence, and
other program administration records.
Total Retention: 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 45
POLICE RETENTION SCHEDULE
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 46
Offender Registration
Also Called.
Function:
Records relating to the registration and contact with registered offenders.
Content.
May include, but not limited to registration forms from juvenile and adult offenders.
Total Retention:
Arson Offenders (Adult) —100 years
Disposition:
Arson Offenders (Juveniles) — retain until the offender turns 25
Statutory Reference:
Sex Offenders (Adult) — 100 years
Note:
Sex Offenders (Juveniles) — retain until the offender turns 25
Approval Date:
Drug Registrants —10 years
Gang Registrants —10 years
Disposition:
Destroy Securely
Statutory Reference:
CA PC §457.1(d); CA PC §457.1(b)(3); CA PC 290 et seq.; CA HS §11594;
CA GC §34090; CA PC §186.32(c)
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 46
Pawn Slips
Also Called:
Function:
Records relating to pawn and second hand dealer transactions
Content:
May include, but not limited to pawn slips and reports.
Total Retention:
3 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090, CA B &P §21628; CA B &P §21633
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 46
Police Equipment Maintenance Logs
Also Called:
Function:
Records relating to the history or maintenance and service of police equipment.
Content.
May include, but not limited to maintenance logs.
Total Retention:
Life of equipment +2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 46
POLICE RETENTION SCHEDULE
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 47
Property Records
Also Called:
Function:
Records relating to property and evidence received and /or stored by the Gilroy Police
Department.
Content.
May include, but not limited to audio, video and photographic items, biological evidence,
money, narcotics, weapons, computers and bicycles.
Total Retention:
Safekeeping property — 60 days
Disposition:
Found property — 90 days
Statutory Reference:
Evidence:
Note:
unsolved cases — until the statute of limitations has ended
Approval Date:
solved cases — until the offender has exhausted all appeals
DNA Evidence:
Unsolved cases — until the statute of limitations has ended
Solved cases — until the offender has completed their jail sentence the City
Attorney's office suggested that DNA evidence was stored indefinitely for future related
crime investigations — should this be permanent retention? If a case is solved and the
individual who was convicted of the crime has completed their jail sentence, there are no
appeals or judicial process remaining in the criminal court.
Disposition:
Destroy Securely
Statutory Reference:
CA PC 799 -803; CA CC §2080.10; CA CC §2080.6; CA PC §1417.9; CA GC §34090
Note:
Approval Date:
February 3, 2014
Ride Along Applications
Also Called:
Function:
Records relating to civilians who accompany Gilroy Police department employees during
the course of their regular duties.
Content.
May include, but not limited to applications and quick check background inquiries.
Total Retention:
3 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; California Law Enforcement Telecommunications System policies and
procedures (CLETS)
Note:
Approval Date.
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 47
Subpoenas and Pitchess Motions
Also Called:
Function:
Records relating to subpoenas and Pitchess motions served on the Gilroy Police
Department for documents and witnesses.
Content.
May include, but not limited to subpoenas and Pitchess motions received by the
department.
Total Retention:
2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 47
POLICE RETENTION SCHEDULE
Tow Records
Also Called:
Function: Records relating to private property tows and repossessions.
Content: May include, but not limited to CLETS information on the vehicle, driver and vehicles
registered owner, and towing information.
Total Retention: 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note:
Approval Date. February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 48
Traffic Collision Reports
Also Called.
Traffic Accidents
Function:
Records relating to police investigation of traffic collisions.
Content.
Records include, but not limited to investigation reports, diagrams, photographs, citations,
Content:
arrest information, and booking information
Total Retention:
Major Accident Investigation Team (MATT) investigations and fatal collisions —10 years
Total Retention:
All other — 3 years
Disposition:
Destroy Securely
Statutory Reference:
CA VC §2547; CA CCP §335.1; CA VC §1808(b)(3)
Note:
Recordings that become evidence are retained in accordance with the property records
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 48
Video Recordings
Also Called:
Close Circuit Television (CCTV), In Car Camera (ICC), Body Worn Camera,
Building Security Video
Function:
Routine video capturing police contracts, police building security
Content:
May include, but not limited to video of public activities in and around the police
department, from vehicle and on body of police officers
Total Retention:
1 year (unless retained as evidence associated with a crime report)
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090.6
Note:
Recordings that become evidence are retained in accordance with the property records
associated with the crime type (Reference crime reports)
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 48
PUBLIC WORKS RETENTION SCHEDULE
Capital Improvement Projects
Also Called:
Function: Documents the administration and development of Capital Improvement projects in the
City. Includes building and structures; utilities; infrastructure; transportation; and parking
lots.
Content. May include, but not limited to administration files, plans, specifications, bid information,
permits, schedules, inspection records, certified payroll, invoices, certificate of
occupancy, correspondence, and construction tracking.
Total Retention: Completion + 10 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090; CA CCP 337.15
Note:
Approval Date: February 3, 2014
Development Engineering
Also Called. Development Standards
Function: Documents engineering services related to the design and construction of City
infrastructure projects and private development.
Content: May include, but not limited to surety, letters of credit, certificates of deposit, certificate of
compliance, lot line adjustments, engineering reports for entitlements.
Total Retention: Completion + 10 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090; CA CCP 337.15
Note:
Approval Date: February 3, 2014
Improvement Agreements
Also Called: Development, Property Improvement, Fee Deferral
Function: Documents
Content. May include, but not limited to
Total Retention: Recorded documents - permanent
Disposition:
Statutory Reference: CA CCP 337; CA CCP 337.1(a); CA CCP 337.15; GC §34090
Note: Original recorded documents maintained my the City Clerk's Office.
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 49
Hazardous Waste
Also Called:
Hazardous waste disposal
Function:
Documents the disposal of hazardous waste generated on city facilities /infrastructures
Content.
May include, but not limited to, waste disposal manifest and material testing data.
Total Retention:
Hazardous waste manifests — permanent
All other - current year +2 years
Disposition:
Destroy Securely
Statutory Reference:
8 CCR §10102; GC §12946
Note:
Approval Date.
February 3, 2014
Improvement Agreements
Also Called: Development, Property Improvement, Fee Deferral
Function: Documents
Content. May include, but not limited to
Total Retention: Recorded documents - permanent
Disposition:
Statutory Reference: CA CCP 337; CA CCP 337.1(a); CA CCP 337.15; GC §34090
Note: Original recorded documents maintained my the City Clerk's Office.
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 49
PUBLIC WORKS RETENTION SCHEDULE
Inspections
Also Called.
Function: Documents inspections completed by the department for purposes of permit
requirements or compliance, internal department process or procedures.
Content: May include, but not limited to storm water industrial inspections, inspection approvals
and violations, backflow inspections, pump station, and video inspection reports.
Total Retention: Storm water inspections and video inspection reports — 5 years
All others — 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090; 40 CFR 122.410)(2)
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 50
Nexus Studies, and Development Impact Fees; Development Fee
Also Called.
Districts
Also Called:
Records used to manage cash and developer credits, adjust fees, developer cost
Function:
Records used to develop and administer development impact fees for various programs
Content:
to mitigate the impact of development.
Content.
May include, but not limited to certification of noticing; maps; consultants contracts;
Total Retention:
finance plan and nexus study documents.
Total Retention:
End of plan or fee + 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
February 3, 2014
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 50
Nexus Studies, and Development Impact Fees Administration
Also Called.
Function:
Records used to manage cash and developer credits, adjust fees, developer cost
verification letters and binders.
Content:
May include, but not limited to credit reimbursement agreements; cost verification letters;
binders and credit release letters.
Total Retention:
End of fee or free credit balances + 5 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note.
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 50
PUBLIC WORKS RETENTION SCHEDULE
Permits (Transportation)
Also Called:
Function: Documents requests for permits and permit issuance by the Department of
Transportation.
Content: May include, but not limited to temporary permits for oversized loads, storage containers,
material storage, banners, and streets; permanent permits for sidewalks, driveways,
approaches, curbs and gutters, revocable, excavation, oversize transportation and
trenches.
Total Retention: Perpetual permits — permanent
Temporary permits — completion of work + 4 years
Trench encroachment permits —10 years
Permit administration and unapproved permits — 2 years
Disposition: Destroy
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 51
Permits (Water)
Also Called:
Function:
Documents requests for water permits.
Content.
May include, but not limited to water rights and permits, National Pollutant Discharge
Elimination System ( NPDES) permits and all supporting documents, construction water
Total Retention:
permits, limited hydrant use permits, solid waste permits, administrative documents for all
Disposition:
permits, such as applications, approvals, etc.
Total Retention:
Water Rights and permits, NPDES permits and supporting documents — permanent
Note:
Solid waste permits — expiration of permit + 30 years
Approval Date:
Applications and administration records — 2 years
All other permits — expiration of permits + 2 years
Disposition:
Destroy
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 51
Property Acquisition
Also Called:
Function:
Documents the City's investigation and purchasing, sale, or exchange.
Content:
May include, but not limited to, litigation guarantees, appraisal reports, and
correspondence.
Total Retention:
Acquisition + 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Recorded documents are maintained in the City Clerk's Office
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 51
PUBLIC WORKS RETENTION SCHEDULE
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 52
Regulatory Requirements
Also Called.
SCRWA
Function:
Documents relating to regulatory compliance.
Content.
May include, but not limited to routine (such as annual reports) records and significant
Total Retention:
(such as SSO violations) records, DMR reports, correspondence, variances, waivers or
Total Retention:
exception from regulatory agencies
Total Retention:
Correspondence with regulatory agencies, variances, waiver and exception, and water
Statutory Reference:
level data sheets and plans — permanent
Note:
All other records — 5 years
Disposition:
Destroy
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 52
Special Projects and Studies
Also Called.
Function:
Records relating to Joint Powers Authority, and transportation.
Content.
May include, but not limited to, maps, plans, evaluations, correspondence, reports, and
Total Retention:
technical studies.
Total Retention:
Completion + 2 years
Disposition:
Destroy
Statutory Reference:
CA GC §34090
Note:
February 3, 2014
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 52
Speed Surveys
Also Called:
Function:
Legally required surveys used to set speed limits.
Content:
May include, but not limited to speed surveys.
Total Retention:
Until superseded, but not less than 2 years.
Disposition:
Destroy
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 52
PUBLIC WORKS RETENTION SCHEDULE
Survey Field Books
Also Called.
Function: Records relating to existing features within City right -of -way.
Content. Books may include information, but not limited to features such as parks, bikeways,
streets, sidewalks, pavement, utilities and electrical.
Total Retention: Permanent
Disposition:
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
Streets, Alleys, Bridges, Parking Lots and Sidewalks
Also Called:
Function:
Documents the administration, maintenance and operation of streets, alleys, bridges,
Content.
parking lots and sidewalks in the City.
Content:
May include, but not limited to administration files, maps, master plans, correspondence,
Total Retention:
reports and studies (traffic volume, accident history, statistics), closures, easements,
Disposition:
dedications, right -of -way, abandonments and vacations, intersection reports, field books,
Statutory Reference:
work orders, inspections, repairs, permits, encroachments, ADA compliance, paving and
Note:
striping, policies and procedures (rules, regulations and standards), street naming and
Approval Date:
numbering, traffic signals and stop signs inventory, and speed limits
Total Retention:
Abandonments, vacations, closures, easements, right -of -way, dedications, maps, field
books, encroachments, street naming and numbering — permanent
Traffic signals and stop signs inventory, policies and procedures, speed limits
supersedes + 2 years
All other records current + 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
Survey Field Books
Also Called.
Function: Records relating to existing features within City right -of -way.
Content. Books may include information, but not limited to features such as parks, bikeways,
streets, sidewalks, pavement, utilities and electrical.
Total Retention: Permanent
Disposition:
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 53
Traffic Calming
Also Called.
Function:
Documents traffic calming measures implemented and investigations by the City.
Content.
May include, but not limited to individual resident ballots and voting summary
spreadsheets.
Total Retention:
2 years
Disposition:
Destroy
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 53
PUBLIC WORKS RETENTION SCHEDULE
Traffic Engineering
Also Called:
Function: Records relating to traffic management, signage, and investigations.
Content. May include, but not limited to traffic investigations, ordering of signs, traffic counts, traffic
summaries, traffic signal timing reports or other traffic reports.
Total Retention: Until superseded, but not less than 10 years
Disposition: Destroy
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
Transportation Maintenance
Also Called:
Function: Internal records documenting requests and authorizations for needed services, including
repair of City owned property.
Content: May include, but not limited to pavement, street, traffic signals and light maintenance,
and sidewalk repairs; and authorization to work.
Total Retention: Traffic signal and light maintenance completion of work + 10 years
All other records held for 5 years.
Disposition: Destroy
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 54
Wastewater Treatment and Water Reclamation Facilities and
Operation
Also Called.
SCRWA (South County Regional Wastewater Authority)
Function:
Documents the activities of the wastewater treatment plant and operation.
Content:
May include, but not limited to plant operational records, operations daily logs, standard
operating procedures and policies, State inspections, air district permit certificates,
systems evaluation and monitoring reports, laboratory analysis and test results,
underground storage tank compliance, facility maps, maintenance work orders,
equipment repair logs, hazardous waste disposal records, facility management reports for
State and Federal permits, monthly plant reports, monthly recap of expenses reports,
monthly septage reports, engineering reports, engineering drawings and project
specifications, technical memorandums, pond water percolation data, monthly recycled
water meter readings and water delivery date, sludge handling logs, biosolids removal
and transportation data, chemical usage, rainfall records, quarterly and annual flow
reports for primary influent and water reclamation, and flow projection studies.
Total Retention:
Maps, engineering drawings, equipment specifications, inspections, underground storage
tank compliance, flow reports, laboratory data, standard plant reports, recap of expenses,
septage reports. Also includes, work orders /repairs, plant operation and chemical usage
are stored in computerized data management system — permanent
Hazardous waste disposal and biosolids reports — current + 10 years
All other records — current + 2 years
Disposition:
Destroy Securely
Statutory Reference:
40 CFR 141.33; 40 CFR 141.91; 40 CFR 122.41; CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 54
PUBLIC WORKS RETENTION SCHEDULE
Water Quality
Also Called.
Function: Documents relating to water quality testing and equipment for plant services.
Content: May include, but not limited to water quality reports, policies and procedures,
correspondence, inspections, reclamation, water test (bacteriological, chemicals, quality),
evaluations, analysis, underground storage tanks compliance, work orders, repairs,
cleaning, reports and studies, recycling programs and ponds.
Total Retention: Maps, underground storage tanks compliance permanent; hazardous waste disposal,
water test (bacteriological, chemicals, quality) current year + 10 years
All other records current + 2 years
Disposition: Destroy Securely
Statutory Reference: 40 CFR 141.33
Note:
Approval Date: February 3, 2014
Well Operations
Also Called:
Function: Documents relating to specific monitoring of wells for water services.
Content: May include, but not limited to well logs, graphs, maps, measurements, record books,
maintenance reports, and easements.
Total Retention: Life of the well + 2 years.
Disposition: Destroy
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 55
Wastewater Collection Operations
Also Called.
Function:
Documents pertaining to wastewater collection and drainage operations, infrastructure
Content.
and maintenance.
Content:
May include, but not limited to reports and studies, monitoring, samples, sludge handling
logs, weight hauling, chemical usage, SSO's, daily logs, studies and testing.
Total Retention:
SSO's — permanent
Disposition:
Chemical usage — 3 years
Statutory Reference:
All others — 5 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; 40 CFR 141.33; 40 CFR 141.91; 40 CFR 122.41
Note:
Approval Date:
February 3, 2014
Water Quality
Also Called.
Function: Documents relating to water quality testing and equipment for plant services.
Content: May include, but not limited to water quality reports, policies and procedures,
correspondence, inspections, reclamation, water test (bacteriological, chemicals, quality),
evaluations, analysis, underground storage tanks compliance, work orders, repairs,
cleaning, reports and studies, recycling programs and ponds.
Total Retention: Maps, underground storage tanks compliance permanent; hazardous waste disposal,
water test (bacteriological, chemicals, quality) current year + 10 years
All other records current + 2 years
Disposition: Destroy Securely
Statutory Reference: 40 CFR 141.33
Note:
Approval Date: February 3, 2014
Well Operations
Also Called:
Function: Documents relating to specific monitoring of wells for water services.
Content: May include, but not limited to well logs, graphs, maps, measurements, record books,
maintenance reports, and easements.
Total Retention: Life of the well + 2 years.
Disposition: Destroy
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 55
Water Meters
Also Called:
Function:
Content.
May include, but not limited to meter service cards, notifications, readings, operations
checklists, replacements, shop log sheets, sets and install records, and all other paper
records pertaining to meters and readings.
Total Retention:
Permanent
Disposition:
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
Water Quality
Also Called.
Function: Documents relating to water quality testing and equipment for plant services.
Content: May include, but not limited to water quality reports, policies and procedures,
correspondence, inspections, reclamation, water test (bacteriological, chemicals, quality),
evaluations, analysis, underground storage tanks compliance, work orders, repairs,
cleaning, reports and studies, recycling programs and ponds.
Total Retention: Maps, underground storage tanks compliance permanent; hazardous waste disposal,
water test (bacteriological, chemicals, quality) current year + 10 years
All other records current + 2 years
Disposition: Destroy Securely
Statutory Reference: 40 CFR 141.33
Note:
Approval Date: February 3, 2014
Well Operations
Also Called:
Function: Documents relating to specific monitoring of wells for water services.
Content: May include, but not limited to well logs, graphs, maps, measurements, record books,
maintenance reports, and easements.
Total Retention: Life of the well + 2 years.
Disposition: Destroy
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 55
RECREATION RETENTION SCHEDULE
Activities, Classes and Events
Also Called:
Function: Documents activities, classes and events provided to the citizens of Gilroy.
Content. May include, but not limited to, activity guides, fliers, registration, class rosters, liability
releases, evaluations, attendance for activities, classes and events.
Total Retention: 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
Center for the Arts
Also Called: Cultural Center
Function: Documents history of events hosted at the Center for the Arts.
Content: May include, but not limited to, summary of events, event planning records, copies of
contracts, receipts, invoices manifests, and correspondence for booked and potential
events.
Total Retention: Completion of event + 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
Department Database
Also Called:
Function:
Content. May include, but not limited to class reservation system software, recreation system
software, pool attendance, park safety.
Total Retention: 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 56
Community Pools
Also Called.
Christopher High Pool, Gilroy High Pool, South Valley Jr. High Pool
Function:
Records that support routine maintenance and operation in conjunction with the Gilroy
Unified School District.
Content:
May include, but not limited to, contracts and amendments, operation schedules, and
sign in sheets.
Total Retention:
2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Original contracts and amendments are held in the City Clerk's office.
Approval Date:
February 3, 2014
Department Database
Also Called:
Function:
Content. May include, but not limited to class reservation system software, recreation system
software, pool attendance, park safety.
Total Retention: 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 56
RECREATION RETENTION SCHEDULE
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 57
Golf Course Records
Also Called:
Function:
Documents the daily transactions and activities of the Gilroy Golf Course.
Content:
May include, but not limited to, facilities use and reservation database, financial reporting,
Content:
starter sheets and tee times.
Total Retention:
2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
Golf Course Drawings and Plans
Also Called:
Function:
Records documenting construction including installation of plumbing, electrical, and
Function:
mechanical equipment and other related work at the gold course.
Content:
May include, but not limited to, architectural drawings and plans of City golf course.
Total Retention:
Permanent
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 57
Museum
Also Called.,
Function:
Documents the history of Gilroy.
Content:
May include, but not limited to, artifacts, inventory lists, correspondence, floor plans
Total Retention:
Permanent
Disposition:
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
Park/Facilities Reservations
Also Called:
Function:
Documenting the request for reservations for use of a city park or facility.
Content.
May include, but not limited to, application, correspondence, and facility use form.
Total Retention:
2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 57
RECREATION RETENTION SCHEDULE
Park Plans and Drawings
Also Called:
Function: Records documenting construction including installation of plumbing, electrical, and
mechanical equipment and other related work at City Parks.
Content. May include, but not limited to, architectural drawings and plans at City Parks.
Total Retention: Permanent
Disposition:
Statutory Reference: CA GC §34090
Note:
Approval Date: February 3, 2014
Volunteer Programs
Also Called:
Function: Documents the application, activities and administration of volunteer programs, and
documents work performed by citizens without compensation for their services.
Content May include, but not limited to successful and unsuccessful applicants, and evaluations.
Total Retention: Successful - separation + 6 years
Unsuccessful — 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note: Coaches are included in the volunteer program.
Approval Date: February 3, 2014
Sports Organizations
Also Called.
Little League
Function:
Content:
May include, but not limited to, contracts, use agreements, field schedules,
Total Retention:
Contracts and Use Agreements — life of contract + 4 years
Total Retention:
All other records - 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090; CCP 337
Note:
Approval Date:
February 3, 2014
Volunteer Programs
Also Called:
Function: Documents the application, activities and administration of volunteer programs, and
documents work performed by citizens without compensation for their services.
Content May include, but not limited to successful and unsuccessful applicants, and evaluations.
Total Retention: Successful - separation + 6 years
Unsuccessful — 2 years
Disposition: Destroy Securely
Statutory Reference: CA GC §34090
Note: Coaches are included in the volunteer program.
Approval Date: February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 58
Youth Center
Also Called.
Function:
Documents the operation of the Youth Center at San Ysidro Park.
Content.
May include, but not limited to, activity schedules, and sign in sheets.
Total Retention:
2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 58
RISK MANAGEMENT RETENTION SCHEDULE
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 59
ABAG Plan Liability Insurance Records
Also Called.
Function:
Information, records and reports relating to the City's insurance agency.
Content:
May include, but not limited to bylaws, risk coverage agreement, memorandum of
Total Retention:
coverage, annual premium invoices, reports certificates of insurance, and annual
Disposition:
declarations.
Total Retention:
Bylaws — superseded +2 years
Note:
All other records — active + 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §12946; CA GC §34090
Note:
February 3, 2014
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 59
Liability Claims
Also Called:
Function:
Documents various types of claims filed against the City.
Content:
May include, but not limited to claims, evidence, and investigation reports.
Total Retention:
Closed /Completion + 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Destroy Securely
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 59
Property Loss Recovery Claims
Also Called:
Function:
Documents relating to damaged to City property.
Content.
May include, but not limited to reports, investigation records and notes, and evidence
relating to cost recovery against persons or entities responsible for damage to City
property.
Total Retention:
Closed /Completion + 2 years
Disposition:
Destroy Securely
Statutory Reference:
CA GC §34090
Note:
Approval Date:
February 3, 2014
City of Gilroy — Record Retention Schedule
February 3, 2014 Page 59
I, SHAWNA FREELS, City Clerk of the City of Gilroy, do hereby certify that the
attached Resolution No. 2014 -11 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 P day of February, 2014, 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 4th day of February, 2014.
S was Freels, MMC
City Clerk of the City of Gilroy
(Seal)