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Res 17-012RESOLUTION NO. 17-012 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA, AMENDING THE CITY OF POWAY RECORDS RETENTION SCHEDULE WHEREAS, the City Council of the City of Poway recognizes its responsibility and obligation to foster efficient and cost-effective government and further recognizes the central importance of the management and protection of its records; WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and hinders the effective and efficient operation of the government of the City of Poway; WHEREAS, a sound program of records management, disclosure, and retention demonstrates to legal and regulatory authorities that the City of Poway is making every reasonable effort to retain and dispose of its records in a responsible manner and in accordance with State and Federal regulations, applicable guidelines and good business practices; and WHEREAS, it is necessary to revise the Records Retention Schedule on a periodic basis in order to maintain an up-to-date inventory of records and to ensure that current legal mandates are applied. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway as follows: Section 1: The amended Records Retention Schedule as set forth in Exhibit 1" is hereby established, which provides for retention of records in accordance with legal, regulatory, and operating requirements; prompt disposition of records upon expiration of their retention periods; identification and protection of vital City records; and preservation of records, having archival or historical value to the City. Section 2: The term "records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tapes, optical media, or papers; as defined by the California Public Records Act. Section 3: This resolution shall supersede and replace any and all resolutions previously adopted or actions taken by the Council with respect to Records Retention Schedules for the City of Poway and shall become effective immediately upon its passage and adoption. Resolution No. 17-012 Page 2 PASSED, ADOPTED AND APPROVED by the City Council of the City of Poway, California, at a regular meeting this 2nd day of May 2017. teve Vaus, Mayor N7wl dncy/Ne4feld, CMC, City Clerk STATE OF CALIFORNIA ) ) SS COUNTY OF SAN DIEGO) I, Nancy Neufeld, City Clerk of the City of Poway, California, do hereby certify under penalty of perjury that the foregoing Resolution No. 17-012 was duly adopted by the City Council at a meeting of said City Council held on the 2nd day of May 2017, and that it was so adopted by the following vote: AYES: CUNNINGHAM, GROSCH, MULLIN, LEONARD, VAUS NOES: NONE ABSENT: NONE DISQUALIFIED: NONE N ncy a fel , CMC, City Clerk City of Poway Exhibit 1 City of Poway Records Retention/Disposal Schedule Resolution No. 17-012 Page 3 Amended January 7, 2014 Amended May 2, 2017 California Government Code Sections 34090-34090.7, plus other applicable state and federal codes govern retention and destruction of records. Original public records may not be destroyed until the passage of two years and until the other requirements of Section 34090 et seq. have been met. Litigation, claims, complaints, audits and/or investigations suspend destruction until they are settled/resolved. File # Record Description Total Retention Justification All City Council Staff Reports shall be maintained permanently by the City Clerk's Permanent State Law Office Administrative Decision Copies or Duplicates of Documents for which a department is NOT the Office of Destroy when no longer State Law Primary Responsibility required Administrative Decision ADMINISTRATION 0100 General Administration State Law 0100-20 Administrative Policies Permanent Administrative Decision 0100-30 Organization Charts Until Superseded State Law 0100-90 Reports & Studies, Regulations & Policies Permanent State Law 0110 Departmental Administration 0110-05 Administration 2 years State Law 0110-10 lActivity Reports 2 years State Law 0110-20 Complaints & Inquiries, General 2 years after settlement State Law 0110-25 Compliments, General 2 years State Law 0110-30 Daily Work Logs/Reports/Work Orders 2 years State Law 0110-35 Goals & Objectives, Departmental Until Superseded + 2 yearE State Law 0110-40 Public Records Requests 2 years State Law 0110-45 Staff Meetings Destroy When State Law No Longer Required 0110-50 Staffing/Organization 2 years State Law 0110-60 Status Reports 2 years State Law 0110-70 Work/Vacation Schedules Destroy When State Law No Longer Required 0110-80 Procedures, Departmental Until Superseded + State Law 2 years (minimum) 0110-90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0115 Reference 0115-10 Correspondence 2 years State Law 0115-20 lChronological 2 years State Law 0115-50 Suspense/Tickler Files 2 years State Law Resolution No. 17-012 Page 4 File # Record Description Total Retention Justification 0120 Boards, Committees, and Commissions 0120-05 Administration 2 years State Law Boards/Committees/Commissions 5 years State Law Administrative Decision Committee Applications- Unsuccessful 2 years State Law 0120-10 Agendas, Successful Appointments, Resignations, Handbooks, Directories, Rosters, and Staff Reports Permanent State Law Administrative Decision Minutes (Bylaws) Permanent State Law 0120-15 Regional Assignments - City Councilmembers Permanent State Law 0120-90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0130 Local and Civic Organizations 0130-05 Administration 2 years State Law 0130-10 Local and Civic Organizations 2 years State Law Poway Today and Historical Society Permanent State Law 0140 Organizations -at -Large 0140-05 Administration 2 years State Law 0140-10 Organizations -at -Large 2 years State Law 0140-85 Professional Associations 2 years State Law 0150 Governmental/Regulatory Agencies 0150-05 Administration 2 years State Law 0150-10 Cities/Towns, Other 2 years State Law 0150-20 Regional Agencies 2 years State Law 0150-30 County Offices 2 years State Law 0150-40 Special Districts 2 years State Law 0150-50 State Agencies 2 years State Law 0150-60 Federal Agencies 2 years State Law 0150-70 LAFCO Permanent State Law 0160 Public Relations and Information 0160-05 Administration 2 years State Law 0160-10 Awards & Donations 2 years State Law Administrative Decision 0160-20 Brochures & Publications, City Permanent State Law Administrative Decision 0160-25 Calendars 2 years State Law 0160-30 lCustomer Service Programs 2 years State Law Resolution No. 17-012 Page 5 File # Record Description Total Retention Justification State Law 0160-35 Emblems & Flags Permanent Administrative Decision State Law 0160-45 Historical Records Permanent Administrative Decision State Law 0160-46 Military 5 years Administrative Decision 0160-55 News Media 2 years State Law Destroy When 0160-60 News Clippings Not a City record No Longer Required 0160-70 Press Releases & Advertising 2 years State Law 0160-71 Legal Advertising 4 years State Law 0160-75 Public Ceremonies 2 years State Law 0160-80 Public Questionnaires & Surveys 2 years State Law 0170 Records Management 0170-05 Administration 2 years State Law State Law 0170-20 Destruction Lists/Authorizations Permanent Administrative Decision 0170-25 Email 30 days State Law 0170-50 Records Inventories Until Superseded Administrative Decision State Law 0170-65 Records Transfer Lists Until Superseded Administrative Decision 0170-70 Retention Schedules Until Superseded State Law Destroy When 0170-80 Publications & Reference State Law No Longer Required Until Superseded + 0170-85 Procedures State Law 2 year (minimum) 0170-90 Reports & Studies, Regulations & Policies Permanent State Law 0180 Information Technology 0180-05 Administration 2 years State Law Destroy When 0180-40 Computer Information/Reference State Law No Longer Required 0180-80 Network Backup Tapes -Daily Until Superseded State Law 0180-85 Network Backup Tapes -Weekly Until Superseded State Law State Law 0180-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision Resolution No. 17-012 Page 6 File # Record Description Total Retention Justification 0190 Risk Management 0190-05 Administration 2 years State Law State Law Claims Against the City Closed + 7 years Administrative Decision 0190-10 State Law Claims, Paid Closed + 7 years Administrative Decision State Law 0190-15 Claims on Behalf of the City Closed + 5 years Administrative Decision 0190-25 Accident/Injury/Incident Reports Closed + 2 years State Law 0190-30 Commercial Crime Bonds Permanent State Law Administrative Decision State Law 0190-40 City Insurance Policies Permanent Administrative Decision State Law 0190-42 Certificates of Insurance, Other 11 years Administrative Decision State Law 0190-45 Liability Waivers 4 years Administrative Decision State Law 0190-50 OSHA Logs, Log 300, 300A, etc 5 years Federal Law 0190-60 Workers' Compensation 2 years State Law State Law 0190-65 Workers' Compensation Case Files Closed + 30 years Administrative Decision State Law 0190-75 Safety Investigations 5 years Administrative Decision 0190-80 Safety Programs 2 years State Law State Law 0190-85 Safety Committee 5 years Administrative Decision State Law 0190-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision COMMUNITY PLANNING AND DEVELOPMENT 0200 Development/Subdivisions 0200-05 Administration 2 years State Law 0200-15 Boundary Adjustments Permanent State Law 0200-16 Blueprints Closed + 2 years State Law 0200-20 Major Development Reviews/Approvals Permanent State Law 0200-25 I Minor Development Reviews/Approvals Permanent State Law Resolution No. 17-012 Page 7 File # Record Description Total Retention Justification Building Plans Commercial/Historical (Life of the Building) Permanent State Law Residential — Two-story or less, garages and other structures, farm or ranch 0200-27 buildings, one-story building where span Permanent State Law Administrative Decision between bearing walls does not exceed 25 feet. Plan Check — Expired Permanent State Law Plans — CIP (Includes Street, Curbs, Permanent State Law Gutters, Sidewalk and Storm Drains) Pre -Development Conference/Preliminary 0200-30 Closed + 2 years State Law Applications 0200-50 Tentative Parcel Maps Permanent State Law 0200-60 Tentative Tract Maps Permanent State Law 0200-85 Procedures Permanent State Law State Law 0200-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0210 Land Use Controls 0210-05 Administration 2 years State Law State Law 0210-10 Appeals Permanent Administrative Decision 0210-20 Home Occupation Permits Permanent State Law State Law 0210-30 Major Conditional Use Permits Permanent Administrative Decision State Law 0210-50 Minor Conditional Use Permits Permanent Administrative Decision State Law 0210-52 Outdoor Display Permit Permanent Administrative Decision State Law 0210-60 Temporary Use Permits Term + 3 years Administrative Decision State Law 0210-70 Variance Case Files Permanent Administrative Decision 0210-75 APN Case Files Permanent State Law State Law 0210-80 Zoning Changes Permanent Administrative Decision State Law 0210-85 Zoning Interpretations Permanent Administrative Decision State Law 0210-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0220 City and Regional Planning 0220-05 lAdministration 2 years State Law Resolution No. 17-012 Page 8 File # Record Description Total Retention Justification Demographic & Statistical Data Not a City Record 0220-10 Permanent (Census Records) Administrative Decision Destroy When 0220-20 Economic Development Reference State Law No Longer Required State Law 0220-25 Economic Development Projects Permanent Administrative Decision State Law 0220-30 General Plan & Elements Permanent Administrative Decision State Law 0220-40 General Plan Amendments Permanent Administrative Decision State Law 0220-60 Specific Plans Permanent Administrative Decision State Law 0220-65 Master Plan Permanent Administrative Decision Destroy When 0220-70 Regional Planning State Law No Longer Required State Law 0220-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0230 City Organization and Formation 0230-05 Administration 2 years State Law 0230-10 Incorporation Records Permanent State Law 0230-20 Annexation Case Files Permanent State Law 0230-30 Detachments Permanent State Law State Law 0230-40 Spheres of Influence Permanent Administrative Decision State Law 0230-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0240 Former Redevelopment Agency Records 0240-05 Administration 2 years State Law State Law 0240-10 Former Redevelopment Project Case Files Permanent Administrative Decision State Law 0240-20 Former Relocation Assistance Closed + 5 years Administrative Decision State Law 0240-30 Former Redevelopment Plans Permanent Administrative Decision 0250 Community Development Block Grant 0250-05 Administration 2 years State Law 10 years after funding CDBG Program Case Files Federal Law with entry in audit 0250-10 10 years after funding Federal Law Financial Reports with entry in audit Resolution No. 17-012 Page 9 File # Record Description Total Retention Justification State Law 0250-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0260 Housing Programs 0260-05 Administration 5 years State Law 0260-10 Affordable Housing Case Files Permanent State and Federal Law 0260-20 Mobile Home Park Case Files Permanent State and Federal Law State Law 0260-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0270 Historic Site Preservation 0270-05 Administration 2 years State Law State Law 0270-10 Case Files Permanent Administrative Decision State Law 0270-80 Historic Site Inventories Permanent Administrative Decision State Law 0270-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0280 Sign Control 0280-05 Administration 2 years State Law State Law 0280-20 Comprehensive Sign Program Permits Permanent Administrative Decision Term + 0280-30 Sign Permits, Temporary State Law 2 years after expiration State Law 0280-40 City Identification Signs Permanent Administrative Decision State Law 0280-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0290 Transportation 0290-05 Administration 2 years State Law 0290-40 Ride Sharing Program 5 years State Law 0290-60 Transit Services 2 years State Law 0290-70 Transportation Planning, General 2 years State Law State Law 0290-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision PUBLIC SAFETY, HEALTH, AND SOCIAL SERVICES 0300 Animal Control State Law 0300-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision Resolution No. 17-012 Page 10 File # Record Description Total Retention Justification 0310-05 Administration 2 years State Law 0320 Emergency Preparedness 0320-05 Administration 2 years State Law State Law 0320-10 Disaster Planning 3 years CaIEMA/FEMA 0320-20 Communications 3 years State Law CaIEMA/FEMA 0320-25 Community Resources Destroy When Not a City Record No Longer Required State Law 0320-30 Disaster Case Files Permanent Administrative Decision State Law 0320-35 Emergency Call Lists 3 years CaIEMA/FEMA State and Federal Law 0320-40 Emergency Operations Center 3 years CaIEMA/FEMA State and Federal Law 0320-45 Emergency Shelters Reimbursement + 7 years CaIEMA/FEMA Administrative Decision State and Federal Law 0320-50 Financial Assistance Reimbursement + 7 years CaIEMA/FEMA Administrative Decision State Law 0320-55 Mutual Assistance Reimbursement + 7 years CaIEMA/FEMA Administrative Decision State Law 0320-60 Operational Plans Permanent Administrative Decision 0320-65 Public Education Programs 2 years State Law 0320-70 Training Programs Until Superseded + 5 State and Federal Law ears State Law 0320-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0330 Environmental Issues and Conservation 0330-05 Administration 2 years State Law 0330-10 Air Quality Management Destroy When State Law No Longer Required State Law 0330-15 AQMD Permits (Generators, etc.) 5 years Federal Law State Law 0330-20 Archaeological Surveys Permanent Administrative Decision 0330-30 Community Gardens 2 years State Law 0330-35 Energy Conservation Programs 2 years State Law 0330-40 Environmental Health Issues 2 years State Law Resolution No. 17-012 Page 11 File # Record Description Total Retention Justification 0330-45 Hazardous Materials Safety Data Sheets (MSDS) or Database containing list of chemical, substance or agent 30 years Federal Law 0330-50 Hazardous Materials Permits Permanent State Law Administrative Decision 0330-55 Noise Pollution 2 years State Law 0330-60 Resource Conservation Areas 2 years State Law 0330-65 Wildfire Defensible Space Program Until Superseded State Law 0330-70 Weed Abatement Closed + 3 years State Law 0330-75 Recycling Program 2 years State Law 0330-80 Wildlife Conservation - (general information, City brochures and publications) 3 years State Law 0330-90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0340 Health Protection and Services 0340-05 Administration 2 years State Law 0340-10 Hospitals, Trauma Care Centers & Clinics 2 years State Law 0340-30 Vector Control Destroy When No Longer Required State Law 0340-90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0350 Human Social Services and Programs 0350-05 Administration 2 years State Law 0350-10 Drunken Driving Program (DUI) 2 years State Law 0350-20 211 Program 2 years State Law 0350-22 Domestic Violence Program/ For Parents' and Kids' Sake 2 years State Law 0350-30 Safe Surrender 2 years State Law 0350-90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0360 Fire Protection and Services 0360-05 Administration 2 years State Law 0360-10 Ambulance & Paramedic Services Permanent State Law 0360-15 Ambulance Service Authorization Forms Permanent State and Federal Law 0360-17 Apparatus & Equipment Equipment Life + 3 years State Law 0360-19 Daily Activity Reports & Logs Permanent State Law Resolution No. 17-012 Page 12 File # Record Description Total Retention Justification 0360-20 Fire Safety Programs Closed + 2 years State Law State Law 0360-22 Fit Testing Permanent Administrative Decision Geographical Files - Commercial Industrial (inspector's reports, sprinkler plans, underground plans, State Law 0360-25 hazardous permits, alarm plans, Permanent Administrative Decision occupancy permits, Fire and Life Safety Inspections.) Geographical Files — State Law 0360-30 Residential (Sprinkler plans and Permanent Administrative Decision inspections sheets. 0360-40 Knox Box Location List Closed State Law State Law 0360-45 ISO Insurance Ratings Permanent Administrative Decision 0360-47 Personnel -Training File Permanent State Law State and Federal Law 0360-49 Rapid Intervention Crew Permanent Administrative Decision State Law 0360-60 Reports, Fire Incidents Term + 30 years Administrative Decision State Law 0360-65 Reports, Investigations Permanent Administrative Decision State Law 0360-70 Reports, Fire Prevention Activity 5 years Federal Law Fire Code Citations / Notice of Violations / State Law 0360-75 Inspections Permanent Federal Law 0360-80 HIPAA Policies & Procedures 6 years State Law State Law 0360-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0370 Police Protection and Services 0370-05 Administration 2 years State Law 0370-17 Equipment Term + 3 years State Law 0370-20 Alarm Systems Closed + 2 years State Law 0370-40 Reports, Monthly/Quarterly from 3 years State Law San Diego County Sheriff 0370-90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0380 Integrated/Solid Waste Management 0380-05 Administration 2 years State Law 0380-10 Refuse/Trash Collection & Exemptions Closed + 2 years State Law 0380-20 Recycling Programs 2 years State Law 0380-30 Solid Waste Facilities/Landfills 4 years State Law 0380-40 ISpecial Waste Programs Closed + 2 years State Law Resolution No. 17-012 Page 13 File # Record Description Total Retention Justification 0380-50 Public Education & Information 2 years State Law State Law 0380-85 Master Plans Permanent Administrative Decision State Law 0380-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision FINANCE & FISCAL 0400 Accounting 0400-05 Administration 2 years State Law State Law 0400-10 Chart of Accounts Permanent Administrative Decision State Law 0400-25 Check Registers 5 years Administrative Decision Developer Trust Accounts / Deposit State Law 0400-30 Closed + 5 years Accounts Administrative Decision State Law 0400-35 Fixed Assets Permanent Administrative Decision State Law 0400-40 General Ledgers Year -End Permanent Administrative Decision State Law 0400-45 Journal Entries 7 years after audit Administrative Decision 0400-84 Reports, General (City Investments) 7 years after audit State Law State Law 0400-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0410 Audits 0410-05 Administration 2 years State Law 0410-10 Audits, Comprehensive Annual - CAFR Permanent State Law State Law 0410-20 Audits, Grants Permanent Administrative Decision State Law 0410-80 Audit Preparation Records 3 years Administrative Decision State Law 0410-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0420 Banking 0420-05 Administration 2 years State Law State Law 0420-15 Banking Correspondence Term + 3 years Administrative Decision State Law 0420-20 Bank Statements & Reconciliation 7 years after audit Administrative Decision State Law 0420-25 Checks, Returned 7 years after audit Administrative Decision Resolution No. 17-012 Page 14 File # Record Description Total Retention Justification State Law 0420-30 Checks, Voided/Cancelled 7 years after audit Administrative Decision State Law 0420-50 Signature Cards/Authorizations Closed + 3 years Administrative Decision State Law 0420-55 Stop Payments 7 years after audit Administrative Decision State Law 0420-82 Reports, Monthly Reconciliation 7 years after audit Administrative Decision State Law 0420-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0430 Budgeting 0430-05 Administration 2 years State Law State Law 0430-10 Budget Requests, Internal 3 years Administrative Decision State Law 0430-30 Revenue Estimates 7 years after audit Administrative Decision 0430-40 Operating Budgets 5 years State Law 0430-50 Capital Improvement Budget 10 years State Law 0430-60 Departmental Budget 2 years State Law 0430-70 Budget Preparation Files 2 years State Law State Law 0430-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0440 Bond Issues/Debt Service 0440-05 Administration 2 years State Law 0440-10 Bond Issue Records Maturity + 10 years State Law State Law 0440-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0450 Investments 0450-05 Administration 2 years State Law State Law 0450-10 Certificates of Deposit 7 years after audit Administrative Decision 0450-20 Investment Information, General 2 years State Law State Law 0450-30 Investment Portfolio Permanent Administrative Decision 0450-40 Local Agency Investment Fund (LAIF) 2 years State Law State Law 0450-80 Reports, Investment 7 years after audit Administrative Decision State Law 0450-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision Resolution No. 17-012 Page 15 File # Record Description Total Retention Justification 0460 Payroll 0460-05 Administration 2 years State Law 0460-30 W-2 Forms 7 years State and Federal Law 0460-40 Time Cards 7 years State Law Administrative Decision 0460-50 Payroll Registers Permanent State Law State and Federal Law 0460-60 Quarterly Payroll Tax Reports 7 years Administrative Decision State Law 0460-65 Deferred Compensation Accounting Permanent Administrative Decision State Law 0460-75 Vacation & Sick Leave Accounting 7 years Administrative Decision 0470 Pension & Retirement Funds Reports 0470-05 Administration 2 years State Law 0470-10 Deferred Compensation Reports Destroy When Not a City Record No Longer Required 0470-40 PERS (Public Employees Retirement End of Coverage and/or State and Federal Law Accounts) Reports Death + 2 years End of Coverage and/or 0470-45 PARS (Retirement Enhancement Plan) State and Federal Law Death + 2 years State Law 0470-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0475 Accounts Payable 0475-05 Administration 2 years State Law State Law 0475-20 Accounts Payable 7 years after audit Administrative Decision 0475-30 1099 Forms 7 years after audit State and Federal Law Administrative Decision 0475-40 Redevelopment Agency — Obligation 7 years after audit State Law Payment Administrative Decision 0475-90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0480 Purchasing 0480-05 Administration 2 years State Law State Law 0480-30 Purchase Requisitions 7 years after audit Administrative Decision State Law 0480-40 Purchase Orders 7 years after audit Administrative Decision 0480-42 Unsuccessful Bids 2 years State Law Resolution No. 17-012 Page 16 File # Record Description Total Retention Justification 0480-55 Central Supply Requisitions 7 years after audit State Law Administrative Decision 0480-60 Supply Inventories Until Superseded State Law State Law 0480-70 Surplus Property Disposition 3 years after disposition Administrative Decision State Law 0480-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0490 Revenue & Taxation 0490-05 Administration 2 years State Law 0490-10 Accounts Receivable 7 years after audit State Law Administrative Decision Billings & Receipts 7 years after audit State Law 0490-15 Administrative Decision Water/Sewer Rates — Master Fee 2 years State Law Schedule 0490-28 Business Certificates Closed + 3 years State Law Administrative Decision 0490-30 Regulatory Licenses Closed + 3 years State Law 0490-45 Fee Studies Permanent State Law 0490-50 Donations to the City 3 years State Law 0490-51 Grants — All 5 years after audit State and Federal Law 0490-54 Grants — Unsuccessful Closed + 2 years State Law 0490-55 Parking Citations 3 years State Law Administrative Decision 0490-60 Receipts, Daily Cash 7 years after audit State Law Administrative Decision 0490-75 Taxes 7 years after audit State and Federal Law 0490-76 Weed/Nuisance Abatement 7 years after audit State Law Administrative Decision State Law 0490-80 County Funding Programs 3 years Administrative Decision State Law 0490-84 Regional Funding Programs 3 years Administrative Decision 0490-85 City Funding Programs, General 3 years State Law (Neighborhood Loan Programs) 0490-86 State Funding Programs, General State Reimbursement + State Law 7 years Administrative Decision 0490-88 Federal Funding Programs, General 3 years State Law State Law 0490-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision Resolution No. 17-012 Page 17 File # Record Description Total Retention Justification HUMAN RESOURCES 0500 Personnel Administration 0500-05 Administration 2 years State Law 0500-10 1095-C (Employer -Provided Health Insurance Offer & Coverage) 5 years State Law Federal Law 0500-25 Employee Orientation 2 years State Law Administrative Decision 0500-35 New Position Requests 2 years State Law 0500-40 Potential Programs 2 years State Law 0500-50 Temporary Agencies Destroy When No Longer Required Not a City Record 0500-55 DOT Testing 5 years State and Federal Law 0500-85 Procedures, Personnel Permanent State Law Administrative Decision 0500-90 Reports, Studies, Regulations Policies Permanent State Law 0510 Classifications & Compensation 0510-05 Administration 2 years State Law 0510-20 Classification Specifications Until Superseded State Law 0510-30 Compensation Surveys 5 years State Law 0510-50 Reclassification Requests 2 years State Law 0510-90 Reports & Studies, Regulations & Policies (Classification & Compensation Studies) Permanent State Law Administrative Decision 0520 Salaries, Wages & Benefits 0520-05 Administration 2 years State Law 0520-10 Cost of Living/Consumer Index Until Superseded Not a City Record 0520-20 Compensation Plans 6 years State and Federal Law 0520-30 Deferred Compensation Plan 3 years State Law 0520-40 Employee Benefits 5 years State and Federal Law 0520-45 Employee Assistance Program 7 years State Law 0520-70 Retirement Plans 5 years State Law Administrative Decision 0520-90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0530 Employee Records 0530-05 Administration 2 years State Law 0530-10 Disciplinary Actions Term of Employment and/or Death + 3 years State and Federal Law Resolution No. 17-012 Page 18 File # Record Description Total Retention Justification 0530-15 1-9's Term of Employment State and Federal Law and/or Death + 3 years 0530-20 Leave Requests 2 years State Law Term of Employment Employee Personnel Files and/or Death + 3 years State and Federal Law 0530-30 Term of employment Firefighters and/or Death + 10 years State and Federal Law 0530-40 DMV Physicals 4 years State Law 0540 Labor Relations 0540-05 Administration 2 years State Law 0540-10 Negotiations 7 years State Law 0540-20 Memoranda of Understanding Reference 20 years State Law Administrative Decision 0540-30 Discipline Policy/Procedures Closed + 3 years State and Federal Law 0540-40 Discrimination Complaints Closed + 5 years State and Federal Law 0540-50 Grievances Closed + 3 years State and Federal Law State Law 0540-60 Employee Associations Permanent Administrative Decision 0540-70 Fair Labor Laws & Standards Destroy When Not a City Record No Longer Required State Law 0540-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0550 Recruitment & Selection 0550-05 Administration 2 years State Law 0550-20 Requests for Transfer 2 years State and Federal Law 0550-60 Position Recruitment Records 3 years State and Federal Law 0550-80 Complaints/Investigations/Appeals Closed + 5 years State and Federal Law State Law 0550-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0560 Training, Education & Employment Programs 0560-05 Administration 2 years State Law 0560-20 Educational Programs 5 years State Law 0560-30 AB 1234 Ethics Training Certificates 5 years State Law Volunteer Applications, Separation + 3 years 0560-40 Successful Candidates State Law Unsuccessful Candidates 2 years 0560-90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision Resolution No. 17-012 Page 19 File # Record Description Total Retention Justification PUBLIC FACILITIES & GROUNDS 0600 General Administration 0600-10 Building Security Services 2 years State Law 0600-30 Facility Use Permits Term + 2 years State Law 0610 Municipal Facilities 0610-05 Administration 2 years State Law State Law 0610-10 City Hall Permanent Administrative Decision State Law 0610-20 Community Services Facilities Permanent Administrative Decision State Law 0610-25 Trailer Facilities Permanent Administrative Decision State Law 0610-30 Fire Facilities Permanent Administrative Decision State Law 0610-40 Library Permanent Administrative Decision State Law 0610-45 Materials Handling Yard Permanent Administrative Decision State and Federal Law 0610-46 Household Hazardous Waste/ RSWA Permanent Administrative Decision State Law 0610-50 Mobilehome Parks Permanent Administrative Decision State Law 0610-60 Public Works Facilities Permanent Administrative Decision State Law 0610-65 Sheriff's Substations Permanent Administrative Decision State Law 0610-70 Vehicle Maintenance Facilities Permanent Administrative Decision State Law 0610-75 Water Reclamation Facilities Permanent Administrative Decision State Law 0610-80 Water Treatment Plants Permanent Administrative Decision 0620 Creeks / Open Space / Parks 0620-05 Administration 2 years State Law State Law 0620-10 Bikeways & Equestrian Lanes Permanent Administrative Decision State Law 0620-15 Creeks Permanent Administrative Decision Resolution No. 17-012 Page 20 File # Record Description Total Retention Justification State Law 0620-20 Lake Poway Facilities Permanent Administrative Decision State Law 0620-30 Mini -Parks Permanent Administrative Decision State Law 0620-40 Parks Permanent Administrative Decision State Law 0620-50 Trails Permanent Administrative Decision State Law 0620-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0630 Recreation & Cultural Facilities 0630-05 Administration 2 years State Law State Law 0630-07 Community Park Facilities Permanent Administrative Decision Community Services Administration State Law 0630-10 Permanent Building Administrative Decision State Law 0630-20 Multi -Purpose Centers Permanent Administrative Decision State Law 0630-25 Midland Railroad Permanent Administrative Decision State Law 0630-30 Performing Arts Center Permanent Administrative Decision State Law 0630-40 Sports Fields/Complexes Permanent Administrative Decision State Law 0630-50 Tennis Courts Permanent Administrative Decision State Law 0630-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0640 City Properties, Other 0640-05 Administration 2 years State Law 0650 Landscaping & Beautification 0650-05 Administration 2 years State Law 0650-10 Landscape Projects 2 years State Law 0650-15 Chemical Treatment 2 years State and Federal Law 0650-20 Irrigation 2 years State Law State Law 0650-40 Litter/Clean-up Programs 3 years Administrative Decision State Law 0650-50 Tree Programs Permanent Administrative Decision 0650-55 Tree Surveys & Inventories 2 years State Law 0650-60 ITree Trimming & Removal 2 years State Law Resolution No. 17-012 Page 21 File # Record Description Total Retention Justification State Law 0650-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision LEGAL & LEGISLATIVE 0700 Legal and Legislative Agreements and Contracts 0700-05 Administration 2 years State Law Agreements/Contracts State Law Permanent (Infrastructure/Land/Mutual Aid/JPA/MOU) Administrative Decision 0700-10 Agreements/Contracts — other Term plus 10 years State Law Insurance Certificates 11 years State Law State Law 0700-25 San Diego County Permanent Administrative Decision State Law 0700-30 Special Districts Permanent Administrative Decision State Law 0700-35 State of California Permanent Administrative Decision State Law 0700-40 U.S. Government Permanent Administrative Decision State Law 0700-50 Memorandums of Understanding Permanent Administrative Decision State Law 0700-60 Franchise Agreements Permanent Administrative Decision State Law 0700-70 Lease Agreements Term + 4 years Administrative Decision State Law 0700-80 Lease/Purchase Contracts Term + 4 years Administrative Decision 0710 City Council 0710-05 Administration 2 years State Law Permanent State Law 0710-10 Agenda Packets (Only Scanned Image) Administrative Decision Reorganization — Secretary of State 0710-15 Permanent State Law (Statement of Facts) Meeting Notices/Affidavits of Permanent 0710-20 State Law Posting/Teleconferencing (Only Scanned Image) 0710-30 Minutes Permanent State Law 0710-35 Public Oral Communication Permanent State Law 0710-36 Speakers List 3 years State Law State Law 0710-40 Commendations/Proclamations 5 years Administrative Decision 0710-45 Petitions 1 year State Law State Law 0710-50 Appointments/Resignations Permanent Administrative Decision Resolution No. 17-012 Page 22 File # Record Description Total Retention Justification 0710-51 Disclosure Waivers 3 years State Law City Council, Outside Committee 0710-60 2 years State Law Representatives State Law 0710-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0712 Poway Housing Authority 0712-05 Administration 2 years State Law 0712-90 Reports & Studies, Regulations & Policies Permanent 0714 Oversight Board to the Successor Agency of the Poway Redevelopment Agency 0714-05 Administration 2 years Permanent 0714-10 Agenda Packets (Only Scanned Image) State Law 0714-20 Meeting Notices/Affidavits of Posting Permanent (Only Scanned Imaqe) Permanent 0714-30 Minutes (Only Scanned Image) 0714-90 Reports & Studies, Regulations & Policies Permanent 0715 Former Poway Redevelopment Agency 0715-05 Administration 2 years State Law Permanent 0715-10 Agenda Packets State Law (Only Scanned Image) 0715-20 Meeting Notices/Affidavits of Posting 2 years State Law 0715-30 Minutes Permanent State Law 0715-80 Disclosure Waivers 3 years State Law State Law 0715-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0718 Public Financing Authority 0718-05 Administration 2 years State Law Permanent 0718-10 Agenda Packets State Law (Only Scanned Image) 0718-20 Meeting Notices/Affidavits of Posting 2 years State Law 0718-30 Minutes Permanent State Law State Law 0718-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision Resolution No. 17-012 Page 23 File # Record Description Total Retention Justification 0720 Conflicts of Interest 0720-05 Administration 2 years State Law Economic Interest Filings (Form 700) Permanent Mayor, Council, City Manager, City (After 2 years, State Law 0720-10 Treasurer, City Attorney — Originals Filed only scanned image.) with State Designated Employees; Designated 7 years State Law Board/Commission Members 0720-11 FPPC Form 801 (Gift to Agency Report) 7 years State Law 0720-12 FPPC Form 802 (Tickets Provided by 7 years State Law Agency Report 0720-13 FPPC Form 803 (Behested Payment Permanent State Law Report) 0720-14 FPPC Form 804 (Agency Report of New Permanent State Law Positions) 0720-16 FPPC Form 805 (Agency Report of 7 years State Law Consultants) 0720-17 FPPC Form 806 (Agency Report of Public 7 years State Law Official Appointments) 0720-20 Filing Instructions & Forms Until Superseded Not a City Record 0720-30 Conflict of Interest Code, City Permanent State Law Administrative Decision 0720-40 Conflict of Interest Maps—Council Term +1 year State Law Administrative Decision 0720-90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0725 Elections 0725-05 Administration General Working Files 2 years State Law 0725-10 Election Reference Material Destroy When Not a City Record No Longer Required 0725-20 Election Petitions (Initiative, Recall, 8 months State Law Referendum) Candidate Handbook (Instructions to candidates) State Law 0725-25 Election + 4 years Administrative Decision Candidate Briefing (Workshop presentation materials) 0725-30 Signature Requirement for Petitions; 2 years State Law Recall etc. 0725-40 Election Case Files Permanent State Law Administrative Decision Resolution No. 17-012 Page 24 File # Record Description Total Retention Justification Nomination Papers (Successful Term + 4 years Per Secretary of State Candidates 0725-40 Nomination Papers (Unsuccessful Election + 2 years Per Secretary of State Candidates Certificates Of Election Permanent Per Secretary of State 0725-41 Campaign Disclosure Log 5 years State Law 0725-45 Candidate / Committee Organization / 4 years State Law Termination Statements Campaign Statements -Successful Permanent 0725-50 Candidates (After 2 years, State and Federal Law only scanned image.) Unsuccessful Candidates 5 Vears State and Federal Law 0725-51 Secretary of State - Correspondence 2 years State Law Campaign Statements — Ballot Measures; 0725-55 General Purpose (PAC) Committees — All 7 years State and Federal Law Filings 0725-60 Voter Registration/Outreach/Help America 2 years State Law Vote Act 0725-65 Oaths of Office Permanent State Law Administrative Decision 0725-90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0730 Legal Operations 0730-05 Administration 2 years State Law 0730-10 Affidavits of Posting 2 years State Law 0730-20 Affidavits of Publication 2 years State Law 0730-30 Petitions 1 year State Law 0730-40 Legal Opinions Permanent State Law Administrative Decision 0730-50 Notary Bonds/Certificates Term + 6 years State Law Administrative Decision 0730-60 Oaths of Office / Disaster Service Workers Term of employment State Law Oaths and/or Death + 3 years 0730-70 Subpoena Duces Tecum 2 years State Law 0730-71 Summons 2 years State Law 0730-90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0735 Litigation 0735-05 Administration 2 years State Law 0735-10 Litigation Closed + 5 years State Law 0735-20 Litigation - Civil Case Closed + 5 years State Law 0735-30 Litigation - Criminal Case Closed + 5 years State Law Resolution No. 17-012 Page 25 File # Record Description Total Retention Justification 0740 Legislation 0740-05 Administration 2 years State Law 0740-10 Poway Municipal Code Permanent State Law 0740-20 Ordinances Permanent State Law 0740-45 Legislative Advocacy 2 years State Law 0740-50 Legislative Bulletins Destroy When State Law No Longer Required 0740-55 Legislation Pending, State & Federal 2 years State Law 0740-60 Legislation Enacted (State & Federal) Destroy When Not a City Record 0740-65 Brown Act No Longer Required 0740-70 Americans with Disabilities Act Until Superseded State Law 0740-75 Maddy Act — City Procedures (2 year minimum) Administrative Decision State Law 0740-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0750 Code Compliance 0750-05 Administration 2 years State Law 0750-10 Complaints/Investigations Closed + 5 years State Law Administrative Decision 0750-20 Code Compliance Case Files Closed + 5 years State Law Administrative Decision 0750-40 Vehicle Abatement Case Files Closed + 2 years State Law Administrative Decision State Law 0750-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0760 Assessment & Community Facilities District Formation 0760-05 Administration 2 years State Law 0760-10 Community Facilities Districts Case Files Permanent State Law Administrative Decision Landscape Maintenance Districts Case State Law 0760-20 Files Permanent Administrative Decision 0760-30 Lighting Districts Case Files Permanent State Law Administrative Decision 0760-40 Sewer Assessment Districts Case Files Permanent State Law Administrative Decision 0760-50 Water Assessment Districts Case Files Permanent State Law Administrative Decision Resolution No. 17-012 Page 26 File # Record Description Total Retention Justification 0770 Special Permits & Licenses 0770-05 Administration 2 years State Law 0770-60 Facility Use Permits 2 years State Law 0770-70 Health Related Permits Closed + 3 years State Law State Law 0770-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0780 Real Property 0780-05 Administration 2 years State Law 0780-08 Property Acquisition Permanent State Law State Law 0780-20 Property Disposal Permanent Administrative Decision State Law 0780-30 Condemnation Proceedings Permanent Administrative Decision 0780-40 Recorded Documents Permanent State Law 0780-50 Irrevocable Offers of Dedication Permanent State Law Vacations/Abandonments/ 0780-60 Permanent State Law Relinquishments State Law 0780-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision CONSTRUCTION & ENGINEERING 0800 Building 0800-05 Administration 2 years State Law State Law 0800-10 Aerial Photography Permanent Administrative Decision State Law 0800-30 Building Permit Reports - Annual Permanent Administrative Decision State Law 0800-40 Building Statistics - Annual Permanent Administrative Decision Uniform Code Books/California Building 0800-50 Until Superseded State Law Codes 0810 Plans, Permits & Inspections 0810-05 jAdministration 2 years State Law Resolution No. 17-012 Page 27 File # Record Description Total Retention Justification Building Plans Commercial/Historical Permanent State Law (Life of the Building) Residential — 2 story or less, garages and 0810-10 other structures, farm or ranch buildings, State Law Permanent one-story building where span between Administrative Decision bearing walls does not exceed 25 feet. Plan Check — Expired Permanent State Law Plans — CIP Permanent State Law 0810-25 Blasting Permits Term + 2 years State Law 0810-40 Demolition Permits Term + 2 years State Law 0810-60 Right -of -Way Permits Term + 2 years State Law 0810-62 Encroachment Permits Permanent State Law State Law 0810-65 Excavation Permits & Inspections Term + 2 years Administrative Decision 0810-67 Floodplain Development Permits Permanent State Law State Law 0810-70 Grading Permits & Inspections Permanent Administrative Decision 0810-75 Moving Permits Term + 2 years State Law 0810-80 Well Permits Term + 30 years State Law Water Permits Term + 30 years State Law 0810-82 (Recycled, Potable, Waste Water) Stormwater/discharge monitoring 3 years Federal Law State Law 0810-85 Plan Checks Permanent Administrative Decision State Law 0810-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0820 Streets, Sidewalks, Curbs & Gutters 0820-05 Administration 2 years State Law State Law 0820-10 Individual Street Files Permanent Administrative Decision 0820-15 Inventories/surveys 2 years State Law 0820-20 Maintenance, General 2 years State Law 0820-25 Maintenance Programs 2 years State Law State Law 0820-30 Medians Permanent Administrative Decision 0820-60 Street Mileage Inventories 2 years State Law State Law 0820-70 Street Names Permanent Administrative Decision State Law 0820-85 Master Plans, City Permanent Administrative Decision Resolution No. 17-012 Page 28 File # Record Description Total Retention Justification State Law 0820-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0830 Bridges 0830-05 Administration 2 years State Law State Law 0830-10 Bridge Case Files Permanent Administrative Decision State Law 0830-20 Calculations Permanent Administrative Decision State Law 0830-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0840 Highways & Freeways 0840-05 Administration 2 years State Law State Law 0840-10 Case files Permanent Administrative Decision 0840-80 Caltrans Development Review 2 years State Law State Law 0840-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0850 Traffic Engineering 0850-05 Administration 2 years State Law Until Superseded + 2 State Law 0850-20 Circulation years Administrative Decision 0850-25 Pavement Markings/Striping Term + 10 years State Law State Law 0850-30 Pedestrian Safety Permanent Administrative Decision 0850-40 Signal & Lighting Maintenance 5 years State Law State Law 0850-50 Signalized Intersections Permanent Administrative Decision 0850-60 Signing & Hardware 2 years State Law 0850-65 Speed Zone Surveys 7 years State Law Until Superseded + 2 0850-70 Street Lighting, General State Law years Until Superseded + 5 State Law 0850-75 Traffic Surveys years Administrative Decision Until Superseded + 2 0850-85 Vehicular Volume Counts State Law years Until Superseded + 2 0850-86 Maintenance State Law years State Law 0850-87 Master Plans Permanent Administrative Decision State Law 0850-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision Resolution No. 17-012 Page 29 File # Record Description Total Retention Justification 0860 Parking Control 0860-05 Administration 2 years State Law State Law 0860-10 Curb Zones Permanent Administrative Decision State Law 0860-20 Parking Facilities/Lots, City Permanent Administrative Decision State Law 0860-25 Parking Facilities/Lots, Private Permanent Administrative Decision State Law 0680-60 Statistical Data Permanent Administrative Decision State Law 0860-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0870 Storm Drainage & Flood Control 0870-05 Administration 2 years State Law State Law 0870-10 Improvement Projects Permanent Administrative Decision 0870-15 Inspections/Investigations Closed + 7 years State Law Service Requests, Inquiries, and Until Superseded + 2 State Law 0870-20 Outcomes years Administrative Decision 0870-40 Federal Flood Insurance Program Until Superseded State Law 0870-50 NPDES/JURMP 3 years State and Federal Law State and Federal Law 0870-55 NPDES Permits Permanent Administrative Decision 0870-60 SSOs (Sanitary Sewer Overflows) 5 years Federal Law State Law 0870-80 Master Plans Permanent Administrative Decision State Law 0870-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0880 Capital Improvements Projects 0880-05 Administration Term + 10 years State Law 0880-10 CIP Closed + 10 years State Law PUBLIC UTILITIES 0900 Communications 0900-05 Administration 2 years State Law 0900-10 Cable Companies 2 years State Law 0900-20 Fiber Optics 2 years State Law 0900-30 Paging Devices 2 years State Law 0900-40 JRadio Devices 2 years State Law 0900-45 JRadio Logs 1 2 years State Law Resolution No. 17-012 Page 30 File # Record Description Total Retention Justification 0900-50 Satellite Antennas 2 years State Law 0900-60 Telephone Systems 2 years State Law 0900-70 Pay Telephones 2 years State Law 0900-75 Wireless Communications 2 years State Law 0900-90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0910 Underground Utilities 0910-05 Administration 2 years State Law State Law 0910-10 Underground Waivers Permanent Administrative Decision 0910-20 Underground Utility Districts Permanent State Law 0910-30 Underground Plans Permanent State Law Underground Service Alert Program from 0910-40 3 years State Law utility companies State Law 0910-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0920 Gas & Electricity 0920-05 Administration 2 years State Law 0920-10 Rate Information Until Superseded Not a City Record 0920-20 Usage Information Until Superseded Not a City Record 0920-60 Hydroelectric Power Until Superseded Not a City Record 0920-70 Gas & Electric Companies Until Superseded Not a City Record 0920-80 Public Utilities Commission Until Superseded Not a City Record 0920-85 Natural Gas Pipeline Until Superseded Not a City Record 0920-90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0930 Water Management 0930-05 Administration 2 years State Law 0930-10 Conservation Programs Until Superseded + 2 State Law years 0930-15 Cross Connection Control/ Backflow Closed + 5 years State Law Inspections/Tests State Law 0930-22 Water Improvement Projects Permanent Administrative Decision 0930-25 Rate Information Until Superseded + 2 State Law years 0930-30 Usage Information 2 years State Law State Law 0930-35 Reservoirs & Dams Permanent Administrative Decision State Law 0930-40 Water Mains/Improvement Plans Permanent Administrative Decision Resolution No. 17-012 Page 31 File # Record Description Total Retention Justification 0930-45 Water Service Applications 2 years State Law 0930-50 Water Service, Temporary Term + 2 years State Law 0930-55 Water Companies/Districts 2 years State Law 0930-60 Water Recycling 2 years State Law 0930-70 Water Quality 12 years State and Federal Law 0930-75 Wells Life of well + 2 years State Law State Law 0930-80 Master Plans, City Permanent Administrative Decision State Law 0930-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0940 Wastewater Management 0940-05 Administration 2 years State Law State Law 0940-10 Improvements Projects Permanent Administrative Decision 0940-15 Complaints & Investigations Closed + 3 years State and Federal Law 0940-20 Septic Systems Until Superseded Not a City Record State Law 0940-30 Sewer Availability & Capacity Permanent Administrative Decision State Law 0940-40 Sewer Connections Permanent Administrative Decision State Law 0940-50 Sewer Maintenance Permanent Administrative Decision State Law 0940-80 Master Plans Permanent Administrative Decision 0940-85 Wastewater Planning Issues Closed + 2 years State Law State Law 0940-90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0950 Pomerado County Water District Records State Law 0950-90 Pomerado Co. Water District Records Permanent Administrative Decision COMMUNITY SERVICES 1000 Cultural Arts 1000-05 Administration 2 years State Law State Law 1000-10 Public Art Programs Permanent Administrative Decision State Law 1000-20 Ticket Sales Stubs 3 years Administrative Decision State Law 1000-70 Monuments & Statues Permanent Administrative Decision Resolution No. 17-012 Page 32 File # Record Description Total Retention Justification 1000-90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 1010 Education 1010-05 Administration 2 years State Law 1010-10 Colleges & Universities Destroy When Not a City Record No Longer Required 1010-20 Craft, Trade & Professional Schools Destroy When Not a City Record No Longer Required 1010-30 Public & Private Schools Destroy When Not a City Record No Longer Required 1010-40 School Districts Destroy When Not a City Record No Longer Required 1010-50 Educational Programs Destroy When Not a City Record No Longer Required 1020 Recreation Programs 1020-05 Administration 2 years State Law 1020-10 After -School Programs Until Superseded + 5 State Law years Administrative Decision 1020-30 Recreation Classes Term + 2 years State Law 1020-35 Recreation Class - Liability Waivers Term + 2 years State Law 1020-40 Facility Use Permits 5 years State Law Administrative Decision 1020-70 Special Events Programs Until Superseded + 2 State Law years 1020-90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision EQUIPMENT SERVICE & MAINTENANCE 1100 Communications 1100-05 Administration 2 years State Law 1100-10 Repair Orders/Service Requests 2 years State Law 1100-20 Maintenance/Repair Records Closed + 2 years State Law (minimum) 1100-25 Capital Replacement Program Closed + 2 years State Law (minimum) 1100-30 Equipment Manuals/Warranties Closed + 2 years State Law (minimum) 1100-90 Reports, Studies, Regulations & Policies Permanent State Law Administrative Decision Resolution No. 17-012 Page 33 File # Record Description Total Retention Justification 1110 Office & Computer Equipment 1110-05 Administration 2 years State Law 1110-10 Repair Orders/Service Requests 2 years State Law 1110-20 Maintenance/Repair Records Closed State Law 1110-30 Equipment Manuals/Warranties Closed State Law 1110-90 Reports, Studies, Regulations & Policies Permanent State Law Administrative Decision 1120 Fleet Maintenance/Rolling Stock 1120-05 Administration 2 years State Law State Law 1120-10 Work Orders/Service Requests Closed + 2 years Administrative Decision Vehicle Pre -Trip Inspections / Daily 1120-20 2 years State Law Vehicle Inspections State Law 1120-90 Reports, Studies, Regulations & Policies Permanent Administrative Decision 1130 Mechanical Equipment 1130-05 Administration 2 years State Law Repair Orders/Service Requests/ 1130-10 Maintenance/Repair Records/ Equipment Closed + 2 years State Law Manuals/Warranties Generator Operations Logs & Inspections - 1130-20 Fixed / Stationary Generators 3 years State Law Generator Operations Logs & Inspections - 1130-30 Portable / Emergency Generators 5 years State Law 1130-90 Reports, Studies, Regulations & Policies Permanent State Law Administrative Decision