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Resolution 2020-08RESOLUTION NO.2020-08 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GILROY REPEALING RESOLUTION NO. 2014-11 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adopted Resolution No. 2014-11 entitled "the City of Gilroy Records Retention Schedule" which guidelines are presently outdated; and WHEREAS, the City has developed a new comprehensive city wide records retention schedule entitled "City of Gilroy Records Retention Schedule", which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BE IT RESOLVED THAT Resolution No. 2014-11 adopting the previous City of Gilroy Records Retention Schedule is hereby repealed in its entirety, and the City of Gilroy Records Retention Schedule dated December 2, 2019 and attached hereto as "Exhibit A" and incorporated herein by this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.2020-08 PASSED AND ADOPTED this 241h day of February, 2020 by the following roll call vote: AYES: COUNCILMEMBERS: BLANKLEY, BRACCO, LEROE-MUNOZ, MARQUES, TOVAR and VELASCO NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS Clerk NONE TUCKER APPROV D: Roland Velasco, Mayor RESOLUTION NO.2020-08 CITY OF GILROY RECORDS RETENTION SCHEDULE REVISED FEBRUARY 24, 2020 CITY OF GILROY— RECORDS RETENTION SCHEDULE Table of Contents Abbreviations................................................................................. 2 Citywide......................................................................................... 5 Administration..............................................................................13 CityAttorney................................................................................14 CityClerk.....................................................................................17 Community Development............................................................22 Finance........................................................................................ 26 Fire.............................................................................................. 33 Fleet & Facilities.......................................................................... 37 Human Resources.......................................................................39 Information Technology...............................................................44 Police........................................................................................... 45 PublicWorks............................................................................... 53 Recreation................................................................................... 60 RiskManagement....................................................................... 62 City of Gilroy — Record Retention Schedule February 24, 2020 Page 1 ABBREVIATIONS Abbreviations Statutory Abbreviations *Unless otherwise noted, abbreviations are for California State Statutory References Acronym Name B&P Business and Professions Code CA California CALOSHA California Division of Occupational Safety and Health CBC Building Code CCP Code of Civil Procedure CCR Code of Regulations CEQA California Environmental Quality Act CFC Fire Code CFR Code of Federal Regulations CIV Civil Code CLETS California Law Enforcement Telecommunications System policies and procedures EC Elections Code EVC Evidence Code FAC Food and Agricultural Code FPPC Fair Political Practices Commission GC Government Code GCC Gilroy City Code H&S California Health and Safety Code HIPAA Health Insurance Portability and Accountability Act IRS Internal Revenue Service LC Labor Code PC Penal Code R&T Revenue and Taxation Code USC United States Code VC Vehicle Code WIC Welfare and Institutions Code City of Gilroy — Record Retention Schedule February 24, 2020 Page 2 ABBREVIATIONS Other Abbreviations Acronym Name ADA Americans with Disabilities Act ALPR Automated License Plate Reader BWC Body Worn Camera CAD Computer Aided Dispatch CalPERS California Public Employee Retirement System CCTV Closed Circuit Television CCW California Concealed Weapons CDBG Community Development Block Grant CIP Capital Improvement Project DEU Disability Evaluation Unit DMR Discharge Monitoring Report DMV Department of Motor Vehicles DOJ Department of Justice DOT Department of Transportation DTCC Depository Trust & Clearing Corporation EDD Employment Development Department EMS Emergency Medical Services FI Field Interview FIPS Federal Information Processing System FMLA Family Medical Leave Act FOIA Freedom of Information Act FPPC Fair Political Practices Commission H/R Human Resources HIRE Historic Resource Evaluation HTF Housing Trust Fund HUD U.S. Department of Housing and Urban Development ICC In Car Camera JPA Joint Powers Agency LAIF Local Agency Investment Fund LAN Local Area Network LAWCX Local Agency Workers' Compensation Excess Joint Powers Authority MAIT Major Accident Investigation Team MOU Memorandum of Understanding NOC Notice of Acceptance of Completion NPDES National Pollution Discharge Elimination System OGO Open Government Ordinance OSIP Office of Self -Insurance Plans PARS Public Agency Retirement Services PBID Property and Business Improvement District City of Gilroy — Record Retention Schedule February 24, 2020 Page 3 ABBREVIATIONS PRA Public Records Act RFI Request for Information RFP Request for Proposals RFQ Request for Quotes RMS Records Management System SCRWA South County Regional Wastewater Authority SSO Sanitary Sewer Overflow TBID Tourism Business Improvement District TOT Transient Occupancy Tax UCR Uniform Crime Reports UUT Utility User Tax WAN Wide Area Network City of Gilroy — Record Retention Schedule February 24, 2020 Page 4 CITYWIDE RETENTION SCHEDULE Citywide 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: 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: GC §34090 Note: Approval Date: February 3, 2014 Banking Records (Department Level) Also Called: Account Statements, Deposit Books, Deposit and Withdrawal Slips, Cancelled Checks, 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 of transactions, ending balance, and other related information. Total Retention: Audit + 5 years Disposition: Destroy Securely Statutory Reference: 26 CFR §16001-1; GC §34090 Note: Approval Date: February 3, 2014 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: GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 5 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 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: Approval Date: February 3, 2104 Complaint Files - Personnel Also Called: 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: GC §12946; EVC §1045; PC §801.5, 803(c); 29 USC §1027; 29 USC §1113; Note: Does not include complaints or investigations of a peace officer involved shooting Approval Date: February 3, 2014 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. 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: CCP §337, 337.1(c); 337.15, 338.1, 343; GC 53066; 4004, 34090; GCC §17A.24.3a, 17A.24.3b Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 6 CITYWIDE RETENTION SCHEDULE Employee Records (Department Level) Also Called: Function: Records documenting 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: GC §12946, 34090 Note: Approval Date: February 3, 2014 Equipment Ownership and Maintenance Records (except Fleet & Facilities) 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: GC §34090 Note: Also see Fleet & Facilities Vehicle Maintenance Ownership and Maintenance Record Approval Date: February 3, 2014 Revised Date: February 24, 2020 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, event diagrams, and agenda Total Retention: 2 years Disposition: Destroy Statutory Reference: GC §34090 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 City of Gilroy — Record Retention Schedule February 24, 2020 Page 7 CITYWIDE RETENTION SCHEDULE Gifts and Donations to the City Also Called: Memorials Tributes Function: Records document gifts and contributions to the City that result from 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, and related administrative records. Total Retention: Gift with conditions and/or restrictions — Permanent or Deaccessioned Inventory List — Until Superseded All other records — 2 years Disposition: Destroy Securely Statutory Reference: GC §34090 Note: See also: Recreation - Museum Approval Date: February 3, 2014 Revised Date: February 24, 2020 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 HUD Grants — 3 years CDBG/HTF Grants — 4 years Unsuccessful grants — 2 years If grant requires an audit — total retention + completion of the audit; whichever is longer Disposition: Destroy Securely Statutory Reference: 2 CFR §200.333; 21 CFR §1403.36(i)(11), 1403.42(b); 24 CFR §85.42, 91.105(h), 570.502(b); 24 CFR §85.42, 24 CFR §570.502; 29 CFR §97.42; GC §34090 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 City of Gilroy — Record Retention Schedule February 24, 2020 Page 8 CITYWIDE RETENTION SCHEDULE 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: CCP §337, 338.1; GC §12946, 34090 Note: Insurance certificates related to contracts and agreements are maintained in the City Clerk's Office. Approval Date: February 3, 2014 Revised Date: February 24, 2020 Loan Records Also Called: Function: Records relating to loans issued or monitored by the City. Content: May include, but not limited to, loan applications, correspondence, program guidelines, loan ledgers, subordination requests, payment schedules, approvals, and documentation of monies loaned by the City. Total Retention: Final Payment + 4 years Disposition: Destroy Securely Statutory Reference: CCP §337 Note: Approval Date: February 24, 2020 Meeting Records (for Council, Boards, Commissions, Committees, and all other Brown Act Bodies) Also Called: Advisory 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: GC §34090; GCC §17.A.15 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 Revised Date: February 24, 2020 City of Gilroy — Record Retention Schedule February 24, 2020 Page 9 CITYWIDE RETENTION SCHEDULE Meeting Records for Non -Brown Act Bodies Also Called: Internal Meetings, Subcommittee Meetings 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: 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 Revised Date: February 24, 2020 News Releases Also Called: 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 presentations Total Retention: 2 years Disposition: Destroy Statutory Reference: GC §34090 Note: 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, and classes. Content: Records may include registration forms or cards, class or activity rosters, consent/waiver forms, and related documents. Total Retention: 2 years Disposition: Destroy Securely Statutory Reference: GC §34090 Note: Approval Date: February 3, 2014 Project & Administrative Files (Department Directors) Also Called: Function: Records created by executive city staff that documents 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: GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 10 CITYWIDE RETENTION SCHEDULE 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 Gilroy City Code 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: GC §34090; GCC §17.A Article III Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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 similar published records. Total Retention: Active + 2 years Disposition: Destroy Statutory Reference: GC §34090 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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, RFP, RFQ, or RFI — 2 years Successful Bid, RFP, RFQ, or RFI — end of contract + 5 years If audit required — end of contract + 5 years or total retention + completion of the audit; whichever is longer Disposition: Destroy Securely Statutory Reference: CCP §337; GC §34090; GCC §17A.24.3 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 Special Events Also Called: Special Event Permits Function: Records supporting the process to request a Special Event permit for block parties, street 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: GC §34090 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 City of Gilroy — Record Retention Schedule February 24, 2020 Page 11 CITYWIDE RETENTION SCHEDULE 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: GC §34090; GCC §17.A Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: GC §34090 Note: Approval Date: February 3, 2014 Technical Manuals, Specification, and Warrantees Also Called: Function: Owner's manuals and warranties for City owned vehicles and equipment. Content: Specifications, operating instructions, safety information, warranties and terms of coverage. Total Retention: Manuals — life of the equipment, but not less than 2 years Warranties — warranty expiration, but not less than 2 years Disposition: Destroy Statutory Reference: GC §34090 Note: Approval Date: February 3, 2014 Work Orders Also Called: Maintenance, Service, Technical 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: GC §34090 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 City of Gilroy — Record Retention Schedule February 24, 2020 Page 12 ADMINISTRATION RETENTION SCHEDULE Administration 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 (Planning Related) — Permanent Other Completed Projects — Permanent (department preference) Prospected projects — 2 years or project abandoned, whichever is longer Disposition: Destroy Statutory Reference: CCP §337; GC §34090; GCC §30.51.10(d) Note: Series transferred from Community Development on February 24, 2020; Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: Items of Historic Value — Permanent All other records — 2 years Disposition: Statutory Reference: GC §34090 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 * Retention required by law: Close of Project + 5 years City of Gilroy — Record Retention Schedule February 24, 2020 Page 13 CITY ATTORNEY RETENTION SCHEDULE City Attorney Advice Files Also Called: Advisory files Function: Legal advice to City departments Content: All documents relating to subject. Total Retention: 4 years (department preference) Disposition: Destroy Securely Statutory Reference: 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: CCP §337.5, 337.6; GC §34090, 53921, and 43900 et seq. Note: Approval Date: February 3, 2014 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) Disposition: Destroy Securely Statutory Reference: GC §34090 Note: Approval Date: February 3, 2014 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) ** Disposition: Destroy Securely Statutory Reference: GC §34090 Note: Lead agency is the office of record Approval Date: February 3, 2014 * Retention required by law: 2 years ** Retention required by law. Case Resolution + 2 years City of Gilroy — Record Retention Schedule February 24, 2020 Page 14 CITY ATTORNEY RETENTION SCHEDULE 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) Disposition: Destroy Securely Statutory Reference: GC §34090 Note: Presiding court is office of record. Approval Date: February 3, 2014 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) ** Disposition: Store in paper or electronic format; do not destroy Statutory Reference: GC §34090 Note: Approval Date: February 3, 2014 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 (at least 5 years) Disposition: Storage; save dispositive orders and agreements to electronic format and destroy paper after retention Statutory Reference: CCP §335 et seq.; GC §911.2, 945, 34090, 34090.6; EC §1040, 1043 and 1045; 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) *** Disposition: Destroy paper file and/or store electronically after retention Statutory Reference: CCP §337; GC §34090 Note: Original contracts, agreements and MOU's are held by the City Clerk's Office Approval Date: February 3, 2014 * Retention required by law: inactive + 2 years ** Retention required by law: active + 2 years *** Retention required by law: active + 4 years City of Gilroy — Record Retention Schedule February 24, 2020 Page 15 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 RepresentationMaiver of Conflict and Notification of Lawsuit/ Request for Defense forms. Total Retention: Until no longer required (department preference) Disposition: Destroy paper file and/or store electronically after retention Statutory Reference CCP §335 et seq.; GC §911.2, 945, 34090 Note: Approval Date: February 3, 2014 * Retention required by law: 5 years City of Gilroy — Record Retention Schedule February 24, 2020 Page 16 CITY CLERK RETENTION SCHEDULE City Clerk Annexations Also Called: Function: Documents the history of land annexations. Content: May include, but not limited to correspondence, agreements, recorded maps, public notices, and reports. Total Retention: Permanent Disposition: Statutory Reference: GC §34090 Location: City Clerk's record room Note: Approval Date: February 3, 2014 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 improvement districts. Content: May include ballots and certifications, correspondence and other related documents. Total Retention: Life of District + 2 years Disposition: Destroy Securely Statutory Reference: CA Constitution Article XIII; EC §17302, 17306; GC §34090, 53753(e)(2) Location: City Clerk's record room Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 Board, Commission and Committee Appointments Also Called: 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 certificate, OGO training certificate, and correspondence. Total Retention: End of appointed term + 5 years Disposition: Destroy Securely Statutory Reference: GC §34090, 53235.2(b); GCC §17A.37 Location: City Clerk's record room Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 City of Gilroy — Record Retention Schedule February 24, 2020 Page 17 CITY CLERK RETENTION SCHEDULE 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: GC §34090 Location: City Clerk's record room Note: See Board, Commission and Committee Appointments for records of successful applicants Approval Date: February 3, 2014 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 — permanent Disposition: Destroy Securely Statutory Reference: GC §34090, 34458-34460; Gilroy City Charter Location: City of Gilroy Vault Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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 active legislative action for the City of Gilroy. Total Retention: Permanent Disposition: Statutory Reference: GC §34090(e) Location: City Clerk's record room Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: GC §34090(e) Location: City of Gilroy Vault Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 18 CITY CLERK RETENTION SCHEDULE City Seal and Flag Also Called: Function: Historic record of revisions to City Seal and Flag. Content: Total Retention: Permanent Disposition: Statutory Reference: 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 Revised Date: February 24, 2020 Contracts and Agreements Also Called: Memorandum of Understanding (MOU) 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 contracts, agreements, exhibits, change orders and amendments and significant related correspondence. Information in contracts may include certificate of insurance, dates, terms, parties involved, period covered, and other supporting 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 shall be held the total retention + completion of audit. Disposition: Destroy Securely Statutory Reference: CCP §337; 337.1(a); 337.15, 343; GC §34090; GCC §17A.24(c) Location: City Clerk's record room Note: Approval Date: February 3, 2014 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 designation worksheet, candidate information request form, voluntary expenditure ceiling statement, code of fair campaign practices form, canvass, oath of office, election calendar, City Attorney analysis, arguments/rebuttals for City ballot measures, and referendum and initiative petitions. Total Retention: Certified election results (canvass) — permanent Successful candidates end of term +7 years Unsuccessful candidate election + 5 years Election calendar election + 2 years Ballot measures election + 8 months Petitions shall be retained until election results are certified or final examination if no election + 8 months Disposition: Destroy Securely Statutory Reference: GC §34090, 81009; EC §17302, 17200, 17400 Location: City Clerk's record room Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 City of Gilroy — Record Retention Schedule February 24, 2020 Page 19 CITY CLERK RETENTION SCHEDULE 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: 14 CCR §15095(c); GC §34090 Location: City Clerk's record room Note: Retention required by law is a "reasonable period of time" Approval Date: February 3, 2014 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: GC §34090, 81009 Location: City Clerk's record room Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 City of Gilroy — Record Retention Schedule February 24, 2020 Page 20 CITY CLERK RETENTION SCHEDULE 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: GC §34090 Location: City Clerk's record room Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 21 COMMUNITY DEVELOPMENT RETENTION SCHEDULE Community Development Building Project Files Also Called: Construction Files, Construction Permits Function: Records serve as official authorization for construction and infrastructure work within the City. Content: May include, but not limited to, building, construction, applications, permits, grading, installation of plumbing, electrical, mechanical equipment and other related work, signs, grading, utilities, and temporary uses. Total Retention: Non-residential building plans — life of building + 5 years Building Permits — life of building + 5 years All other records — completed + 2 years Disposition: Destroy Statutory Reference: CBC §1.8.4.3.1; GC §4004, 34090; H&S §19850 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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) Disposition: Statutory Reference: GC §34090; 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, zoning, blighted property, illegal structures, weed abatement, vehicle abatement, and citations. Content: May include, but not limited to, complaint form, case files, correspondence, lien notices, and photos. Total Retention: Recorded liens — permanent Complaint Files related to Prior Liens, Illegal Conversions, and Hoarding — Permanent (department preference) ** All other records — close of enforcement + 5 years Disposition: Destroy Securely Statutory Reference: CFC §104.6; CCP §337; GC §34090 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 * Retention required by law: life of building + 5 years ** Retention required by law: close of enforcement + 5 years City of Gilroy — Record Retention Schedule February 24, 2020 Page 22 COMMUNITY DEVELOPMENT RETENTION SCHEDULE 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 declaration, notices of completion and determination, statements of overriding considerations Total Retention: CEQA — Permanent (Department Preference) Asbestos, Soils Reports — Project Completion + 10 years (Department Preference) ** Final EIR - Permanent All other — closed + 5 years Disposition: Destroy Statutory Reference: 8 CCR §10102; CEQA Guidelines 15095, 15095(c); GCC §30.51.10(d) Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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) *** General Plan Amendment Applications - permanent All other records — completion + 2 years Disposition: Destroy Statutory Reference: GC §34090; GCC §30.51.10(d) Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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 — 3 years California Unified Program Agency Records — 5 years All other records — closed + 2 years Disposition: Destroy Securely Statutory Reference: 22 CCR §66265.15, 66262.40; 23 CCR §66265.73, 2712; 27 CCR §15185; H&S §12946, 19850 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 * Retention required by law: A reasonable period of time ** Retention required by law: 2 years *** Retention required by law: superseded + 2 years City of Gilroy — Record Retention Schedule February 24, 2020 Page 23 COMMUNITY DEVELOPMENT RETENTION SCHEDULE Historic Preservation Files Also Called: Historic Buildings and Landmarks, Historic Resources Inventory, Historic Resource Evaluation (HRE) 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, drawings, maps, plans, evaluations, correspondence, staff reports, permits, variances, studies, and other related materials. Total Retention: Projects related to Planning Applications — Permanent Historic Resource Inventory - superseded + 2 years Historic Resource Evaluations (HREs) — permanent (Department preference) Disposition: Destroy Securely Statutory Reference: GC §34090; GCC §30.51.10(d) Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: GC §34090 Note: Approval Date: February 3, 2014 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, pretreatment inspection records, documents, sampling analysis. Total Retention: Hazardous waste related records and manifest — 3 years California Unified Program Agency records — 5 years Underground storage tanks — permanent Pretreatment — 3 years Storm water inspections and video inspection reports, AB939 records — 5 years All other records — 2 years Disposition: Destroy Securely Statutory Reference: GC §34090; H&S §19850; 40 CFR 141.33; 40 CFR 141.91; 40 CFR 122.41; 27 CCR §15185, 22 CCR §66265.15, 22 CCR §66262.40, 23 CCR §66265.73, 23 CCR §2712, and GCC 19.106.d.8 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 * Retention required by law: superseded + 2 years City of Gilroy — Record Retention Schedule February 24, 2020 Page 24 COMMUNITY DEVELOPMENT RETENTION SCHEDULE 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, 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, plans, evaluations, staff reports, studies, appeals, and other related material. Total Retention: Completed projects — permanent Not completed or denied —closed + 2 years Disposition: Destroy Securely Statutory Reference: GC §34090; GCC §30.50.10(d) Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: Life of building + 5 years Disposition: Statutory Reference: GC §34090; CCP §337 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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; GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 25 FINANCE RETENTION SCHEDULE Finance 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: CCP §337; GC §34090 Note: Approval Date: February 3, 2014 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 asset schedules, debt amortization schedules, unclaimed property records, State 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 Capital assets schedules — audit + 4 years Annual financial reports — closed/completion + 4 years All other records — audit + 2 years Disposition: Destroy Securely Statutory Reference: GC §34090; CCP §337 Note: Approval Date: February 3, 2014 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: CCP §337 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 26 FINANCE RETENTION SCHEDULE Assessment and Mello -Roos District Administration Also Called: Maintenance Districts, Bond Districts, Acquisition Districts, PBIDs, Community Facilities 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, 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: GC §34090, 53921, and 43900 et seq; CCP §337.5, 337.6 Note: 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 All other records — close of audit + 2 years Disposition: Destroy Securely Statutory Reference: GC §34090; PC §799 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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); CCP §337.5; 337.6; GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 27 FINANCE RETENTION SCHEDULE 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 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, and requisitions, bonds and coupons, records documenting the allocation of expenditures for construction, renovation, or purchase of facilities, draw schedules, asset lists, schedule of bond -financed facilities or equipment, depreciation schedules, records of the purchase and sale of bond financed assets, agreements related to the private use of bond financed assets, preliminary and official statements, tax certificates, Internal 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); CCP §337.5; 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; GC §34090 Note: Approval Date: February 3, 2014 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: GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 28 FINANCE RETENTION SCHEDULE Daily Investment Activity Also Called: Function: Records representing a summary of all maturities, purchases, dividend and interest 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 affirmed, fixed and equity trade tickets, DTCC Trade confirmations. Total Retention: Audit + 2 years Disposition: Destroy Securely Statutory Reference: GC §34090 Note: 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: Superseded + 4 years Disposition: Destroy Statutory Reference: GC §34090; CCP §337 Note: Approval Date: February 3, 2014 Investment Records Also Called: Investment Transactions, Investment Agreements Function: These records document all investment activity that occurs each month and all banking and investment agreements Content: May include, but not limited to, monthly LAIF statements, monthly CalTrust statements, non-negotiable CDs, securities litigation claim forms and settlements, securities leading reports, and performance history reports, investment agreements with outside agencies including JPA's such as South County Regional Wastewater Authority. (no applicable investment agreements with the Library) Total Retention: Audit + 4 years Disposition: Destroy Statutory Reference: CCP §337 Note: Approval Date: February 3, 2014 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: GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 29 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: CCP §337, 337.1(c); 337.15, 343; GC §4004, 53066 Note: Approval Date: February 3, 2014 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), GC §34090; 26 CFR §1.6001-1; 29 CFR §516.2; 29 CFR §516.5; LC §1174(d); R&T §19530; 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, California Public Employees' Retirement System (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; LC §1174(d); CCP §337 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 30 FINANCE RETENTION SCHEDULE Project Documents Also Called: Capital Projects, Capital Improvement Projects Function: These records include documentation that establish, change, amend, or close projects, including capital projects, assessment district capital improvement projects, private development fund projects, operating grants, external funded programs, special program donations, and non -capital multi -year projects. Content: May include, but not limited to records of capital project, assessment district CIP, private development fund, operating grants, external funded programs, specials program donations, and non -capital multi -year project materials. Total Retention: Project + 2 years Disposition: Destroy Securely Statutory Reference: GC §34090 Note: Approval Date: February 3, 2014 Purchasing Records Also Called: Purchase Orders, Purchasing Requests, Purchasing Cards Function: Records orders, authorizations, and evidence of receipt of the purchase of goods and services by the City. Content: May include, but not limited to description of goods and services, shipping instructions, bills of lading, receipts, requisitions, invoices, purchase orders and purchasing card documents. Total Retention: Requisitions/purchase orders — audit + 4 years All other records — audit + 2 years Disposition: Destroy Statutory Reference: CCP §337; GC §34090 Note: Approval Date: February 3, 2014 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: GC §34090; CCP §337, 338 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 31 FINANCE RETENTION SCHEDULE Special Permits Also Called: Function: Documents the application and review process for special permits such as billiards, mobile vendors, taxi drivers, and tow truck drivers Content: May include, but not limited to application forms, DMV forms, pictures, and permit documentation. Total Retention: Permit expiration + 4 years Disposition: Destroy Securely Statutory Reference: GC §34090; CCP §337 Note: 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: GC §34090; CCP §337 Note: Approval Date: February 3, 2014 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: GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 32 FIRE DEPARTMENT RETENTION SCHEDULE Fire 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 administrative penalties. Total Retention: case resolution + 5 years or life of building, whichever is longer Disposition: Destroy Securely Statutory Reference: GC §34090; 2019 CFC §104.6.2 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: PC §187, 800 et seq.; 2019 CFC §104.6.3; GC §34090.6 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: Violation database — 5 years or life of building, whichever is longer All other records - Superseded + 2 years Disposition: Destroy Securely Statutory Reference: GC §34090; 2019 CFC §104.6 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 City of Gilroy — Record Retention Schedule February 24, 2020 Page 33 FIRE DEPARTMENT RETENTION SCHEDULE Emergency Management Also Called: Emergency Operations Center Documentation Function: General & Administrative - All documentation for dealing with preparation for and responses to emergencies, disasters and/or system failures for City facilities. Includes the Emergency Operations Center Content: Business Continuity Plans; Disaster Recovery Plan; Drill Records; Emergency Contact Lists, Employee Lists, Roster of Workers; Emergency Evacuation Procedures; Emergency Operations Center; Emergency Preparedness Team; Emergency Response Programs; Evacuation Plans; Fire Prevention Plan; Hazard Mitigation Plan; Telephone Trees Total Retention: Superseded + 2 years Disposition: Destroy Securely Statutory Reference: GC §945.6(a)(2); 34090 Note: Approval Date: February 24, 2020 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: CCP §340.5; GC §34090 Note: Approval Date: February 3, 2014 Fire Captain Log Books Also Called: 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: GC §34090 Note: Log books were discontinued on January 1, 2013 Approval Date: February 3, 2014 Fire Apparatus and Equipment Maintenance Logs Also Called: 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, equipment and supplies. Total Retention: Life of equipment + 2 years Disposition: Destroy Securely Statutory Reference: GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 34 FIRE DEPARTMENT RETENTION SCHEDULE Inspections Also Called: 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: 5 years or life of building, whichever is longer Disposition: Destroy Securely Statutory Reference: 2019 CFC §104.6 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: GC §34090 Note: Approval Date: February 3, 2014 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: GC §34090; 45 CFR §164.530(c) Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: 5 years or life of building, whichever is longer Disposition: Statutory Reference: GC §34090; 2019 CFC §104.6, 105 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 Plan Check - School Site Plans Deleted February 24, 2020 — Not a City Record * Records retained in third party system. City of Gilroy — Record Retention Schedule February 24, 2020 Page 35 FIRE DEPARTMENT RETENTION SCHEDULE 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: 5 years or life of building, whichever is longer Disposition: Destroy Securely Statutory Reference: GC §34090; 2019 CFC §105; CBC §1.8.4.3.1 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: 2019 CFC §104.6; GC §34090 Note: Approval Date: February 3, 2014 Weed / Refuse Abatement Also Called: Function: Documents weed/refuse abatement conducted by the Fire Department/Fire Prevention. 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: GC §34090; 2019 CFC §104.6.2 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 36 FLEET & FACILITIES RETENTION SCHEDULE Fleet & Facilities 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: 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 — 2 years All other records — life of equipment + 4 years Disposition: Destroy Securely Statutory Reference: GC §34090; CCP §337 Note: Approval Date: February 3, 2014 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: 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: GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 37 FLEET & FACILITIES RETENTION SCHEDULE Technical Manuals, Specification, and Warrantees Also Called: Function: Owner's 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 4 years Disposition: Destroy Statutory Reference: GC §34090; CCP §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: GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 38 HUMAN RESOURCES RETENTION SCHEDULE Human Resources Accident, Incident & Injury Reports and Review Board Also Called: 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 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: Approval Date: February 3, 2014 CaIPERS Retirement and other Retirement Plans Also Called: Function: Records related to the City's contract and obligations with CalPERS and PARS and other retirement companies. Content: May include, but not limited to, contracts, contract amendments, contract related correspondence — official records that obligate the city to benefits under CalPERS or PARS retirement plans. Total Retention: Contracts and Amendments — Permanent Correspondence, Reports, and other information — Active + 2 years Disposition: Destroy Statutory Reference: CA GC §34090; CA GC §12946 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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 + 5 years (department preference)* Disposition: Destroy Securely Statutory Reference: 29 CFR 1627.3 (b) (V); 49 CFR 655.71 et seq.; CA GC §34090; CA GC §12946 Note: Retention required by law for DMV and DOT training records: 2 years. Approval Date: February 3, 2014 Revised Date: February 24, 2020 * Retention required by law: 2 years City of Gilroy — Record Retention Schedule February 24, 2020 Page 39 HUMAN RESOURCES RETENTION SCHEDULE Employee Benefit Records Also Called: Function: This is the master personnel benefits record maintained for each employee and documents an individual employee's benefit information such as selection of insurance plans, retirement, pension and disability plans, deferred compensation plans, and other benefit information. Content: May include, but not limited to plan selection and application forms, enrollment records, contribution and deduction summaries, personal data records, authorizations, beneficiary 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: Approval Date: February 3, 2014 Employee/Union Grievance Records Also Called: Function: Employee or union grievance records are the records documenting an alleged violation of the applicable Memorandum of Understanding or the Hum Resources Rules or Regulations. Content: May include, but not limited to responses at each step of the grevance process, personnel commission review, final disposition. Total Retention: 2 years Disposition: Destroy Securely Statutory Reference: CA GC §34090; CA GC §12946 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 Human Resources Rules and Regulations and Employee Onboarding Information Also Called: H/R Rules & Regs; Employee Orientation Information Function: Employee orientation manual and City rules and regulations Content: May include, but not limited to onboarding presentations 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 Revised Date: February 24, 2020 City of Gilroy — Record Retention Schedule February 24, 2020 Page 40 HUMAN RESOURCES RETENTION SCHEDULE 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, 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; 29 CFR 1602; 29 CFR 1910 Note: Approval Date: February 3, 2014 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), leave summary records, performance documentation, oaths of office, leaves of absence (paid and unpaid), FMLA records, training and academic certificates, disciplinary actions,separation agreements, and other records related to an individual's employment. Total Retention: HR File — Active + 6 years 1-9 Forms — 3 years from date of hire or 1 year from employment separation, whichever is longer Disposition: Destroy Securely Statutory Reference: 29 USC 1027; 29 USC 1113; 29 CFR 1602 et seq.; CA GC §34090; CA GC §12946 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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)* 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 * Retention required by law: 4 years City of Gilroy — Record Retention Schedule February 24, 2020 Page 41 HUMAN RESOURCES RETENTION SCHEDULE Recruitment Files and Eligibility Lists Also Called: 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 board process, department interview information, DOJ reports evaluation outcome, and other records related to the recruitment process. Total Retention: 3 years from date eligibility list is certified. If no eligibility list, then 3 years from date of last activity in recruitment file Disposition: Destroy Securely Statutory Reference: CA GC §34090; CA GC §12940; CA GC §12946 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 Position Description, Classification, Compensation Records and Salary Schedules Also Called: Function: Records that document the description, classification, compensation and salary 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, 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 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: Safety Training Records — active + 6 years (department preference)* All other training records — active + 2 years Disposition: Destroy Securely Statutory Reference: CA GC §34090; GC §12946; 29 USC 1027 Note: Retention required by law for Safety Training Records: Active + 2 Years. Approval Date: February 3, 2014 Revised Date: February 24, 2020 * Retention required by law: Active + 2 years City of Gilroy — Record Retention Schedule February 24, 2020 Page 42 HUMAN RESOURCES RETENTION SCHEDULE Unsuccessful Applicants (Public Safety) Also Called: 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 (Department Preference)* All other records — 2 years Disposition: Destroy Securely Statutory Reference: CA GC §34090; CA GC §12946 Note: Retention required by law for background and reference: active + 2 years Approval Date: February 3, 2014 Revised Date: February 24, 2020 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, incident/ information only reports, employee exposures, correspondence with third party administrator and medical providers, DEU rating reports, first aid claims, pre -designated doctors reports, third party administrator agreement and related records/system reports, self -insured reports, OSHA log reports, LAWCX excess insurance records and reports. Total Retention: Active + 6 years Exposure Notifications — Duration of employment + 30 years OSHA Injury Log (300A) — 5 years Third Party Administrator Records/Reports — 5 years Self -Insured Agency Annual Report (OSIP) — 5 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; LC 4610 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 * Retention required by law: Active + 2 years City of Gilroy — Record Retention Schedule February 24, 2020 Page 43 INFORMATION TECHNOLOGY RETENTION SCHEDULE Information Technology Disaster Recovery Disks Also Called: File Recovery Function: File / System Restores Content: Copies all contents of targeted servers. Total Retention: 2 years Disposition: Destroy Statutory Reference: GC §34090 Location: Stored and retained by an off -site vendor Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: GC §34090 Note: Approval Date: February 3, 2014 Help Desk Service/Work Order Tracking Also Called: Function: Technology service request tracking system tracked electronically Content: Software system Total Retention: Life of System + 2 years Disposition: Destroy Statutory Reference: GC §34090 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 Internet (World Wide Web) Also Called: Network Function: Documents the City's network information system (LANNVAN) Content: May include, but not limited to configuration maps and plans. Total Retention: Superseded + 2 years Disposition: Statutory Reference: GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 44 POLICE DEPARTMENT RETENTION SCHEDULE Police 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, correspondence, related to registration administration and fines for excessive false alarms. Total Retention: 2 years Disposition: Destroy Securely Statutory Reference: GC §34090 Note: Approval Date: February 3, 2014 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, and impound notices. Total Retention: 3 years Disposition: Destroy Securely Statutory Reference: GC §34090; PC §597.1(d), 597.1(m); FAC §32003 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: GC §34090 Note: Approval Date: February 3, 2014 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: GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 45 POLICE DEPARTMENT RETENTION SCHEDULE Automated License Plate Reader Also Called: ALPR, LPR, Plate Reader Function: Routine image capture of vehicle license plates, photo of vehicle and Location (GPS) of vehicle. Content: May include, but not limited to, image of license plate, image of vehicle, location data of image capture. Total Retention: 1 year (unless retained as evidence associated with a crime report) Disposition: Destroy Securely Statutory Reference: GC §34090.6; VC §2413 Note: Approval Date: February 24, 2020 Business Permits Also Called: Bingo Parlor, Mobile Vendor, Taxi Driver, Tow Truck Driver, Card Room Dealer, Massage 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: Approved — Expiration of permit + 2 years Denied — 3 years Disposition: Destroy Securely Statutory Reference: GC §34090; CLETS Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: PC §802; GC §34090 Note: Approval Date: February 3, 2014 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) Dispatch event records — 3 years Disposition: Destroy Securely Statutory Reference: GC §34090.6; GC §34090; CLETS Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 * Retention required by law: 100 days City of Gilroy — Record Retention Schedule February 24, 2020 Page 46 POLICE DEPARTMENT RETENTION SCHEDULE 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: Approved — Expiration of permit + 2 years Denied — 3 years Disposition: Destroy Securely Statutory Reference: GC §34090; CLETS Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: PC §799-805, 290(c), 851.7, 851.8, 1203.45; WIC §781(a)-(d), §826(a)-(b), §793(c), 389; H&S §11361.5; GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 47 POLICE DEPARTMENT RETENTION SCHEDULE 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: GC §34090 Note: Approval Date: February 3, 2014 Field Interview Information Also Called: FI Cards, Field interrogation information Function: Records identifying information of individuals contracted by the police department under non -criminal activity. Content: Records include, but not limited to person and vehicle information of an individual contacted by the police department Total Retention: 2 years Disposition: Destroy Securely Statutory Reference: 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) Disposition: Destroy Securely Statutory Reference: GC §34090 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: GC §34090 Note: Approval Date: February 3, 2014 * Retention required by law: 2 years City of Gilroy — Record Retention Schedule February 24, 2020 Page 48 POLICE DEPARTMENT RETENTION SCHEDULE Internal Affairs Investigations Also Called: Function: Records relating to complaints investigated by the Internal Affairs Division of the police department. Content: May include, but not limited to complaints, reports, statements, findings and other documents associated with investigations of complaints sustained and not sustained. Total Retention: Officer involved shooting — final disposition + 5 years All others — final disposition of investigation + 5 years Disposition: Destroy Securely Statutory Reference: PC §832.5(b), 832.7, EVC §1045(b)(1), GC §12946 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: GC §34090 Note: Approval Date: February 3, 2014 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 Disposition: Statutory Reference: PC §832.5(b), 832.7; EVC §1045(b)(1); GC §12946; VC §2547 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 49 POLICE DEPARTMENT RETENTION SCHEDULE 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 Arson Offenders (Juveniles) — retain until the offender turns 25 Sex Offenders (Adult) — 100 years Sex Offenders (Juveniles) — retain until the offender turns 25 Drug Registrants — 10 years Gang Registrants — 10 years Disposition: Destroy Securely Statutory Reference: PC §457.1(d), 457.1(b)(3), 290 et seq., 186.32(c); H&S §11594; GC §34090 Note: Approval Date: February 3, 2014 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: GC §34090, B&P §21628 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 50 POLICE DEPARTMENT RETENTION SCHEDULE 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 Found property — 90 days Evidence: Unsolved cases — until the statute of limitations has ended 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 Disposition: Destroy Securely Statutory Reference: PC §799-803, 1417.9; CIV §2080.10, 2080.6; 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: GC §34090; CLETS Note: Approval Date: February 3, 2014 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: GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 51 POLICE DEPARTMENT 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: GC §34090 Note: Approval Date: February 3, 2014 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, arrest information, and booking information Total Retention: MAIT investigations and fatal collisions — 10 years All other — 3 years Disposition: Destroy Securely Statutory Reference: VC §2547, 1808(b)(3); CCP §335.1 Note: Approval Date: February 3, 2014 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: Body Worn Camera (BWC) — 60 days (unless retained as evidence associated with a crime report) All other video — 1 year (unless retained as evidence associated with a crime report) Disposition: Destroy Securely Statutory Reference: GC §34090.6; PC §832.18(b)(5)(A) 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 Revised Date: February 24, 2020 City of Gilroy — Record Retention Schedule February 24, 2020 Page 52 PUBLIC WORKS RETENTION SCHEDULE Public Works 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 (after NOC is filed) + 10 years Construction Design Plans & Specifications — Permanent Disposition: Destroy Securely Statutory Reference: GC §34090; CCP §337.15 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: GC §34090; CCP §337.15 Note: Approval Date: February 3, 2014 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, starter sheets and tee times. Total Retention: 2 years Disposition: Destroy Securely Statutory Reference: GC §34090 Note: Series transferred from Recreation on February 24, 2020 Approval Date: February 3, 2014 Revised Date: February 24, 2020 Golf Course Drawings and Plans Also Called: Function: Records documenting construction including installation of plumbing, electrical, and 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: Statutory Reference: GC §34090 Note: Series transferred from Recreation on February 24, 2020 Approval Date: February 3, 2014 Revised Date: February 24, 2020 City of Gilroy — Record Retention Schedule February 24, 2020 Page 53 PUBLIC WORKS RETENTION SCHEDULE 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 Documentation regarding handling and disposal — Closed/Completion + 10 years All other — current year + 2 years Disposition: Destroy Securely Statutory Reference: 8 CCR §10102; GC §12946; CALOSHA 40 CFR §122.21(p); CCP §340.2, 340.5, 340.8; 22 CCR §66262.40 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 Improvement Agreements Also Called: Development, Property Improvement, Fee Deferral Function: Documents Content: May include, but not limited to Total Retention: Recorded documents — permanent Disposition: Destroy Securely Statutory Reference: CCP §337, 337.1(a), 337.15; GC §34090 Note: Original recorded documents maintained in the City Clerk's Office. Approval Date: February 3, 2014 Revised Date: February 24, 2020 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 — 3 years Disposition: Destroy Securely Statutory Reference: GC §34090; 40 CFR §122.410)(2) Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 Nexus Studies, and Development Impact Fees; Development Fee Districts Also Called: Function: Records used to develop and administer development impact fees for various programs to mitigate the impact of development. Content: May include, but not limited to certification of noticing; maps; consultants contracts; finance plan and nexus study documents. Total Retention: End of plan or fee + 2 years Disposition: Destroy Securely Statutory Reference: GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 54 PUBLIC WORKS RETENTION SCHEDULE 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 fee credit balances + 10 years Disposition: Destroy Securely Statutory Reference: GC §34090; CCP §337.15 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: GC §34090 Note: Series transferred from Recreation on February 24, 2020 Approval Date: February 3, 2014 Revised Date: February 24, 2020 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 (encroachment, street opening & driveway 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: GC §34090; 34090(a); H&S 19850 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 City of Gilroy — Record Retention Schedule February 24, 2020 Page 55 PUBLIC WORKS RETENTION SCHEDULE 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 permits, limited hydrant use permits, solid waste permits, administrative documents for all permits, such as applications, approvals, etc. Total Retention: Water Rights and permits, NPDES permits and supporting documents — permanent Applications and administration records — 2 years All other permits — expiration of permits + 2 years Disposition: Destroy Statutory Reference: GC §34090; 40 CFR §122.28 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: GC §34090 Note: Recorded documents are maintained in the City Clerk's Office Approval Date: February 3, 2014 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 (such as Sanitary Sewer Overflow violations) records, DMR reports, correspondence, variances, waivers or exception from regulatory agencies Total Retention: Correspondence with regulatory agencies, variances, waiver and exception, and water level data sheets and plans — permanent All other records — 5 years Disposition: Destroy Statutory Reference: GC §34090; 40 CFR §122.410)(2) Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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 technical studies. Total Retention: Completion + 2 years Disposition: Destroy Statutory Reference: GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 56 PUBLIC WORKS RETENTION SCHEDULE 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: 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, parking lots and sidewalks in the City. Content: May include, but not limited to administration files, maps, master plans, correspondence, reports and studies (traffic volume, accident history, statistics), closures, easements, dedications, right-of-way, abandonments and vacations, intersection reports, field books, work orders, inspections, repairs, permits, encroachments, ADA compliance, paving and striping, policies and procedures (rules, regulations and standards), street naming and 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: 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: GC §34090 Note: Approval Date: February 3, 2014 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: GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 57 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: Routine reports and studies — superseded + 2 years All other records - Until superseded, but not less than 10 years Disposition: Destroy Statutory Reference: GC §34090; 26202 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 Transportation Maintenance Also Called: Function: Internal records documenting requests and authorizations for needed services, including repair of City owned property and maintenance of all right-of-way property. Content: May include, but not limited to pavement, street, trees, landscaping, 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: GC §34090 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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, 141.91, 122.41; GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 58 PUBLIC WORKS RETENTION SCHEDULE Wastewater Collection Operations Also Called: Function: Documents pertaining to wastewater collection and drainage operations, infrastructure and maintenance. Content: May include, but not limited to reports and studies, monitoring, samples, sludge handling logs, weight hauling, chemical usage, Sanitary Sewer Overflow, daily logs, studies and testing. Total Retention: Sanitary Sewer Overflow — permanent Chemical usage — 3 years All others — 5 years Disposition: Destroy Securely Statutory Reference: GC §34090; 40 CFR §141.33, 141.91, 122.41 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: 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: GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 59 RECREATION RETENTION SCHEDULE Recreation 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, field schedules, and participant disciplinary actions. Total Retention: 2 years Disposition: Destroy Securely Statutory Reference: GC §34090 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: GC §34090 Note: Approval Date: February 3, 2014 Community Pools Also Called: Christopher High Pool, Gilroy 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: GC §34090 Note: Original contracts and amendments are held in the City Clerk's office Approval Date: February 3, 2014 Revised Date: February 24, 2020 Department Database Also Called: Function: Content: May include, but not limited to recreation registration/reservation system software. Total Retention: 2 years Disposition: Destroy Securely Statutory Reference: GC §34090 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 City of Gilroy — Record Retention Schedule February 24, 2020 Page 60 RECREATION RETENTION SCHEDULE Museum Also Called: Function: The paper, artifacts, and related items of historical value documenting the history of Gilroy. Content: May include, but not limited to, artifacts, inventory lists, correspondence, floor plans Total Retention: Permanent or until deaccessioned Disposition: Per the Gilroy Museum Collection Policy Statutory Reference: GC §34090 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: GC §34090 Note: Approval Date: February 3, 2014 Volunteer Program Also Called: Function: Documents the application, activities and administration of volunteer program, and documents work performed by citizens without compensation for their services. Content: May include, but not limited to successful and unsuccessful applicants and evaluations, including disciplinary actions. Total Retention: Successful — separation + 6 years Unsuccessful — 2 years Disposition: Destroy Securely Statutory Reference: GC §34090, 12946 Note: Coaches are included in the volunteer program Approval Date: February 3, 2014 Revised Date: February 24, 2020 Youth Center Also Called: Function: Documents the operation of the Youth Center. Content: May include, but not limited to, activity schedules, and sign in sheets. Total Retention: 2 years Disposition: Destroy Securely Statutory Reference: GC §34090 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 City of Gilroy — Record Retention Schedule February 24, 2020 Page 61 RISK MANAGEMENT RETENTION SCHEDULE Risk Management 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 coverage, Joint Powers Authority Agreement, annual premium invoices, reports certificates of insurance, and annual declarations. Total Retention: Bylaws — superseded + 4 years All other records — active + 2 years JPA Agreement — permanent or until terminated Disposition: Destroy Securely Statutory Reference: GC §12946, 34090, 65000 Note: Approval Date: February 3, 2014 Revised Date: February 24, 2020 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: GC §34090 Note: Approval Date: February 3, 2014 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: GC §34090 Note: Approval Date: February 3, 2014 City of Gilroy — Record Retention Schedule February 24, 2020 Page 62