Res 06-007
RESOLUTION NO. 06-007
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF POWAY, CALIFORNIA
APPROVING A NEW RECORDS RETENTION SCHEDULE
FOR CITY RECORDS
WHEREAS, the volume of paperwork generated by City departments which
constitute vital records of policy, planning, growth, building regulation and emergency
services make it necessary to implement a sound program of records management,
disclosure and retention to more effectively use the available space, minimize potential
'liability, provide information in a timely manner, and coordinate departmental efforts;
and
WHEREAS, a record may be defined as information in any tangible medium used
in the operation or administration of City business, record media including hardcopy,
source document microfilms, computer-output, and various magnetic media such as
tape, CD Rom disk; and
WHEREAS, the objective of a records management program and retention
schedule is to control costs, increase space availability, streamline information and
consistent record keeping systems, and improve productivity by providing records and
information in a timely manner to individuals requiring them; and
WHEREAS, an effective program demonstrates to legal and regulatory
authorities that the City of Poway is making every reasonable attempt to retain and
dispose of its records in a responsible manner and in accordance with State law,
applicable guidelines and good business practice.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway
that a new Records Retention Schedule is hereby established, which provides for the
retention of records in accordance with legal, regulatory and operating requirements
and the prompt disposition of records upon expiration of their retention periods, and the
identification and protection of vital City records and the preservation of records having
archival or historical value to the City, as follows:
See Exhibit A
PASSED, ADOPTED AND APPROVED by the City Council of the City of Poway,
California, at a regular meeting this 7th day of February, 2006.
ATTEST:
?5."~'v~$-
Resolution No. 06-007
Page 2
STATE OF CALIFORNIA )
) ss.
COUNTY OF SAN DIEGO )
I, L. Diane Shea, City Clerk of the City of Poway, do hereby certify, under the
penalty of perjury, that the foregoing Resolution NO.06-007 was duly adopted by the
City Council at a meeting of said City Council held on the 7th day of February 2006, and
that it was so adopted by the following votes:
AYES: BOYACK, EMERY, HIGGINSON, CAFAGNA
NOES: NONE
ABSENT: REXFORD
DISQUALIFIED: NONE
~/;n~~
L. Diane Shea, City Clerk
City of Poway
CITY OF POWAY RECORDS RETENTION/DISPOSITION SCHEDULE
Adopted February 7, 2006
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.
m
><
:I:
lJJ
:::j
)>
"'0:;0
III CD
COrn
CD 0
we
-
o'
::J
Z
o
o
0>
,
o
o
---l
Retention/Disposition
File # Record Description OPR Office Inactive Total Imal!e Vital? Justification
All City Council Staff Reports CLK 2 P P Yes G.c. 34090(d)
shall be maintained permanently
by the City Clerk's Office .
DEPT D/R D/R No It is the policy of the City of
Poway that duplicates and copies
Copies or Duplicates of distributed to various departments
Documents for which a for informational purposes may be
department is NOT the Office of destroyed by the departments
Primary Responsibility whenever they are no longer
required for reference purposes
(G.c. 34090.7)
The following retention pertains to
original records except where
otherwise noted
ADMINISTRATION .
0100 General Administration
0100-10 Goals & Objectives, City-wide CM US P P Yes G.C. 34090(d); Until superceded;
permanent for researchlhistoric
value; Administrative Decision
0100-20 Administrative Policies (various AS US P P Yes G.C. 34090(d); Until superceded;
departmental policies; also posted permanent for researchlhistoric
on In(oSource) value; Administrative Decision
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
I
CITY OF POWAY RECORDS RETENTION/DISPOSITION SCHEDULE
RetentionlDisposition
Inactive Total Image
Office
OPR
G.C. 34090(d); Until superceded;
permanent for researchlhistoric
value; Administrative Decision
G.C. 34909(d); Administrative
Decision
G.C. 34090(d); until superseded;
permanent for research value,
administration decision
Justification
Vital?
Yes
Yes
P
P
US
DEPT
-
Record Description
General Administration
(continued)
Organization Charts (citywide or
departmental organization charts)
File #
0100
0100-30
No
Yes
2
P
o
P
2
USZyr
min
CM
DEPT
Staff Assignments (City Manager
memorandums; green sheets)
Reports & Studies, Regulations &
Policies (city related only)
0100-40
0100-90
DEPT
settled; 2 years
until
34090( d)
G.C.34090(d)
G.C 34090 (d);
after settled
G.C. 34090(d)
No
2
o
2
DEPT
"'0;;0
III CD
(Om
CDQ.
./>.C
",..
o
::J
Z
9
o
Ol
,
o
o
---J
G.C.34090(d)
G.C. 34090
G.C.34090(d)
G.C. 34090 et seq.
No
D/R
o
D/R
DEPT
Departmental Administration
Administration (general
correspondence, memos,)
Activity Reports (departmental)
Complaints & Inquiries, General
(citizen's complaints and/or
inquiry letters)
Compliments, General (memos
and/or letters complimenting
customers or city services)
Daily Work Logs/Reports
(includes work orders)
Goals & Objectives, Departmental
Records Requests/Subscriptions
(minutes/agenda/audio tapes
/speaker lists, etc.)
Staff Meetings (notices,
preliminary drafts, notes or
memoranda)
0110
01l0-O5
G.C
No
No
No
2
2
2/AS
o
o
2
2
2
US
DEPT
DEPT
0110-10
0110-20
0110-25
No
No
No
2
2
2
o
o
o
2
US
2
DEPT
DEPT
-
DEPT
0110-30
0110-35
0110-40
0110-45
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
2
CITY OF POWAY RECORDS RETENTION/DISPOSITION SCHEDULE
Retentionffiisposition
Inactive Total Image
Justification
34090( d)
G.C.
G.C.
Vital?
No
2
o
Office
2
OPR
DEPT
Record Description
Departmental Administration
(Continued)
Staffing/Organization
(departmental consolidation,
reorganization)
Status Reports (monthly)
File #
0110
0110-50
34090( d)
G.C. 34090 et seq.
G.C.34090(d)
No
No
No
2
DIR
US,
Min,
2
P
o
o
o
2
DIR
US,2
yr min
DEPT
DEPT
~
DEPT
WorklVacation Schedules
Procedures, Departmental (specific
to department)
0110-60
0110-70
0110-80
G.C. 34090(d); until superseded;
permanent for research value,
administration decision
Yes
P
US2yr
min
DEPT
Reports & Studies, Regulations &
Policies
0110-90
DEPT
G.C.34090.7
No
2
o
2
Reference
Correspondence, Chronological,
Memoranda, (General Files,
Memos)
Chronological (Transitory)
0115
0115-10
-U;:U
III CD
COUl
CD 0
(J1C
",..
o
::J
Z
()
o
(J)
,
o
o
--..J
G.C. 34090.7; copies; destroy when
no longer relevant
Not a city record
Not a city record
G.C. 34090(d)
No
No
No
No
DIR
DIR
DIR
DIR
o
o
o
o
DIR
DIR
DIR
DIR
DEPT
DEPT
DEPT
DEPT
Reference Libraries
Reference Publications
Suspense/Tickler Files
(preliminary drafts 1
0115-20
0115-30
0115-40
0115-50
G.C.34090(d)
No
2
o
2
DEPT
Boards, Committees &
Commissions
Administration (general
correspondence & memorandal
0120
0120-05
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
3
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
Vital?
Office
OPR
G.C. 34090(d); Administrative
Decision
No
3
o
3
DEPT
-
Record Description
Boards, Committees &
Commissions (Continued)
Boards, Committees,
Commissions (file alphabetically
by board, committee or
commission - contains
File #
0120
0120-10
general
unsuccessfulappointmen~
information, general
correspondence & information)
G.C. 34090(d); 34090.5; Retain for
research/historic value; image for
safety only; Administrative
Decision
Yes
Yes
P
P
CL
DEPT
Bylaws, agendas, successful
appointments, resignations,
handbooks; directories/rosters;
staff reports
G.C. 34090(e); permanent, image
for safety only; RETAIN HARD
COPY
Yes
Yes
P
P
3
DEPT
Minutes
-0;:0
ll:l CD
<Ocn
CDQ.
mc
-
o'
::J
Z
9
o
m
o
o
o
---J
into 0120-10:
and may change as laws are created or amended; these schedules should be reviewed on an established basis.
4
All committees merged
Merge wi 0120-10
Merge w/O 120-10
Merge wi 0120-10
Merge wi 0120-10
Merge w/ 0120-10
Merge w/ 0120-10
Merge wi 0120-10
Merge w/ 0120-10
WARNING: Retention requirements are temporal
0120-20
0120-30
0120-40
0120-50
0120-60
0120-70
0120-80
0120-90
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
"U;;o
!l)C1l
<Den
<DO
--.JC
-
o'
::J
z
<:>
o
Ol
,
o
o
--.J
Retention/Disposition
Inactive Total Image I Vital? Justification
-
- - - -
0 2 No G.C. 34090(d)
-
0 2 No G.C. 34090(d) city records only; If
not a city record, destroy when no
longer needed
- - -
- - -
- - -
- - -
- - -
- - -
- -
- - -
- - -
- - -
- - -
- - -
0 2 No G.C.34090(d)
Office
2
2
OPR
DEPT
DEPT
Record Description
Local & Civic Organizations
Administration (contains general
information for organizations not
listed)
Local & Civic Organizations (filed
alphabetically) (contains
correspondence, agendas, reports,
membership renewals, bulletins,
questionnaires, surveys, etc. for
organizations such as Chamber of
Commerce, Friends of the Library,
Green Valley Civic Assoc.,
Historical Society, Friends of
Kumeyaay, Poway Today, Rotary
Club, etc.)
Merge w/ 0130-10
Merge w/ 0130-10
Merge wi 0130-10
Merge wi 0130-10
Merge w/ 0130-10
Merge wi 0130-10
Merge w/ 0130-10
Merge wi 0130-10
Merge w/ 0130-10
2
DEPT
Organizations-at-Large
Administration (contains general
information for organizations not
listed)
File #
-
0130
0130-05
0130-10
0130-20
0130-25
0130-30
0130-35
0130-40
0130-45
0130-50
0130-60
0130-70
0140
0140-05
are created or amended; these schedules should be reviewed on an established basis.
5
are temporal and may change as laws
Retention requirements
WARNING:
CITY OF POW A Y RECORDS RETENTION/DISPOSITlON SCHEDULE
Justification
Vital?
Retention/Disposition
Inactive Total Image
Office
OPR
Record Description
Organizations at Large
File #
0140
"1);;0
[l) CD
o en
CD 0
me
""
o
::J
Z
9
o
en
,
o
o
--J
G.c. 34090(d) city records only; If
not a city record destroy when no
longer needed
G.C. 34090(d) city records only; If
not a city record destroy when no
longer needed
these schedules should be reviewed on an established basis.
No
No
2
amended;
2
o
WARNING: Retention requirements are temporal and may change as laws are created or
6
o
2
2
DEPT
140-10:
DEPT
( continuted)
Organizations-at-Large (filed
alphabetically - contains
correspondence, agendas, reports,
membership renewals, bulletins,
questionnaires, surveys, etc. for
organizations such as California
Association of Local Economic
Development (CALED), California
JPlA, National League of Cities,
Metro Transit Board, League of
California Cities, (etc.)
Individual organizations merged into
Merge wi 0140-10
Merge wi 0140-10
Merge wi 0140-10
Merge w/ 0140-10
Merge w/ 0140-10
Merge wi 0150-20
Merge wi 0140-10
Merge wi 0140-10
Professional Associations (filed
alphabetically (i.e California
Contract Cities Assoc, California
Elected Women's Assoc. for
Education, IIMC, CCAC, lCMA)
0140-10
0140-15
0140-20
0140-30
0140-40
0140-50
0140-60
0140-70
0140-80
0140-85
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Reten tion/Dis position
Inactive Total Image
Justification
Vital?
Office
OPR
G.C. 34090( d) city records only; if
not a city record destroy when no
longer needed
G.C. 34090(d) city records only, if
not a city record, destroy when no
longer needed
G.c. 34090( d) city records only; if
not a city record destroy when no
longer needed
G.C. 34090( d) city records only; if
not a city record destroy when no
longer needed
G.C. 34090( d) city records only; if
not a city record destroy when no
longer needed
G.C. 34090(d) city records only; if
not a city record destroy when no
longer needed
34090( d)
G.C
No
No
2
2
o
o
2
2
DEPT
DEPT
Record Description
Governmental/Regulatory
Agencies
Administration (contains general
information)
Cities/Towns, Other
File #
0150
0150-05
0150-10
No
2
o
2
DEPT
Regional Agencies (SANDAG,
LAFCO, training centers, etc.).
0150-20
No
No
2
2
o
o
2
2
DEPT
DEPT
County Offices (i.e. County
Assessor, ROV, Board of
Supervisors. Etc.)
Special Districts (water districts,
school districts, hospital districts,
0150-30
0150-40
No
No
2
2
o
o
2
2
DEPT
DEPT
etc)
State Agencies (Calif Dept ofFish
& Game. California Integrated
Waste Management Bd., etc.)
Federal Agencies (F.E.M.A.,
A.T.F., Homeland Security, etc.)
0150-50
0150-60
"'0;0
WCD
<0",
COO
<.os.
o
::J
Z
o
o
Q)
,
o
o
--.J
G.C.34090(d
G.C. 34090(d); While current;
permanent for historic value;
Administrative Decision
No
Yes
3
P
o
p
2
CL
DEPT
CC
Public Relations & Information
Administration (contains general
information routine in nature)
Awards & Donations (community
contributions, 4th of July, Mayor
for the day)
Deleted
0160
0160-05
0160-10
0160-15
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
7
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
Vital?
Office
OPR
G.C.34090(d)
No
2
o
2
DEPT
GC 911.2, GC
While current
CCP 343, 349 et seq;
34090
G.C
34090( d)
34090( d)
G.C
No
No
Yes
4
2
2
4
o
o
CU
2
2
CC
DEPT
DEPT
Record Description
Public Relations & Information
(continued)
Press Releases & Advertising
(does not include legal
advertising)
Legal Advertising (includes public
notices and legal publications)
Public Ceremonies (general
correspondence, planning
documents such as State of City,
dedication ceremonies)
Public Questionnaires & Surveys
(includes .in!J!!iriesl
-
File #
0160
0160-70
0160-71
0160-75
0160-80
-
DEPT
G.C.34090(d
No
2
o
2
-0:;0
ill CD
o (f>
CD 0
~5.
~_.
o
::J
Z
o
o
())
,
o
o
--J
Until superceded
G.C. 34090( d); Permanent for
research/evidential value;
Administrative Decision
May destroy when no longer re-
levant this file contains information
from outside agencies /companies
No
Yes
No
US
D/R
P
o
P
o
US
CL
D/R
DEPT
CC
CC
Records Mana2ement
Administration (contains general
information, routine in nature)
Blank Forms (a place to keep
copies or the master offorms)
Destruction Lists/Authorizations
(includes Certificates of
Destruction)
Imaging Reference (contains
reference information
0170
0170-05
0170-10
0170-20
0170-30
Deleted
Records Inventories
Deleted
Records
0170-40
0170.50
0170-60
0170-65
superseded
G.C. 34090(d); Until superseded;
Administrative Decision
Until
No
Yes
US
P
o
P
US
US
DEPT
DEPT
(i.e.
Lists
Transfer
located logs)
are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
9
WARNING: Retention requirements
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
G.C. 34090(d); Until superseded;
original filed with adopting
Resolution permanently
Destroy when no longer relevant;
not a city record
superseded
34090( d); Until
G.C
No
US,
Min.
o
US
CC
G.c. 34090(d); until superseded;
permanent for research value,
administration decision
Yes
2
P
P
USZyr
min
DEPT
Record Description
Records Management
(continued)
Retention Schedules (general
information & code citations for
retention of records)
Publications & Reference
(publications, catalogs, brochures
from other agencieslcompanies)
Procedures (includes policies.
guidelines, filing system guide,
records management)
Reports & Studies, Regulations &
Policies
Vital?
Yes
No
US
DIR
o
o
Office
US
DIR
OPR
AGN
CC
File #
0170
0170-70
0170-80
0170-85
0170-90
G. C. 34090(d)
No
2
o
2
DEPT
Destroy when no longer relevant
Destroy when no longer relevant
Destroy when no longer relevant
No
No
No
DIR
DIR
D/R
o
o
o
DIR
DIR
DIR
DEPT
AS
DEPT
-0::0
OJ CD
o en
CD 0
~c
~:::!".
o
:::>
Z
o
o
(J)
,
o
o
-...J
Until superseded; Preliminary docs
Until superseded; Preliminary docs
G.C. 34090 Considered a copy.
Destroy when no longer required.
Yes
No
No
US
US
o
o
US
US
7 days
DEPT
DEPT
AS
Staff Services
Administration (includes general
correspondence & memorandums)
Deleted
Computer Hardware Reference
Computer Software Applications
Computer Information & Reference
(catalogs, brochures. reference
information from other agencies)
Deleted
Mail Directories/Address Lists
Mail Distribution Lists
Network Backup Tapes-Daily
0180
0180-05
0180-10
0180-20
0180-30
o 180-40
0180-50
0180-60
0180-70
0180-80
are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
10
WARNING: Retention requirements
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
Store offsite in commercial storage
for disaster recovery. Considered a
copy. Destroy when no longer
required.
G.C. 34090(d); until superseded;
permanent for research value,
administration decision
Vital?
Yes
Yes
P
P
Office
US2yr
min
14
days
OPR
DEPT
AS
Record Description
Staff Services (continued)
Network Backup Tapes-Weekly
Reports & Studies, Regulations &
Policies
File #
0180
0180-85
0180-90
G.C.34090(d)
G. C. 34090(d); CCP 99 337 et seq.
Until settled; 7 years after settled;
Administrative Decision
Yes
until
settled
No
No
2
7/AS
o
7
2
US
DEPT
AS
Risk Manal':ement
Administration (general
correspondence, memoranda)
Claims Against the City (claims
filed against the city for damages
to person or property
0190
0190-05
0190-10
G.C. 34090( d); until settled;
5 years after settled
Yes
until
settled
Yes
No
7
S/AS
7
3
US
2
AS
"U;:o
W CD
(Q(f>
CD 0
~c
(.U :::=-.
o
::J
Z
o
o
())
,
o
o
--..J
G.C. 34090(d); Statewide
Guidelines 2 years after completion
No
CL+2
o
CL+2
AS
G.C. 34090(d); Until terminated;
permanent; Administrative Decision
Yes
P
P
T
AS
rs
Claims, Paid
Claims on Behalf of the City
(Claims collection from a third
party insurance company for city
property damage)
Moved to 0700-10 (Contract
Administration)
Accident/Injury/Incident Reports
(other than industrial related
injury reports; includes data base
recordsl
0190-15
0190-20
0190-25
0190-30
0190-35
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed ou au established basis.
11
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Justification
G.C. 34090 (d)
Vital?
Yes
while
current
Retention/Disposition
Inactive Total Image
No
P
P
Office
3
OPR
AS
Record Description
Risk Management (continued)
City Insurance Policies (i.e. city
liability insurance, property
insurance, disability insurance,
File #
0190
0190-40
etc)
Certificates ofInsurance, other
(from a third party for various
projects naming city as additional
insured)
Liability Waivers (hold harmless
agreements)
Property Insurance (merge wi
0190-40)
Disability Insurance (merge wi
0190-40)
Workers' Compensation, General
(general information not specific
to an individual or case file)
Workers' Compensation Case
Files (includes claims, accident
reports, medical bills, medical
reports, legal documents rehab-,
ilitation documents, disability
payments, letters, note, etc.)
Deleted
Safety Investigations (includes 1"
aid industrial related injlJries)
G.C. 34090(d), CCP ~~337,
337.1(a), 337.15, 343; Statute of
Limitations is 4 years; 10 years for
Errors & Omissions
G.C. 34090(d; CCP 337, 343
G.C. 34090(d)
Yes
while
current
No
11
4
9
o
2
4
AS
AS
AS
0190-42
0190-50
0190-55
0190-60
0190-45
8 CCR 3204(d)(I) et seq., 8 CCR
10102, 10755, 10758, 15400.2; G.c.
12946, G.C. 34090(d); after settled;
30 years after settled to cover period
for toxic substance exposures;
Administrative Decision
No
Yes
2
US+30
o
30
2
US
AS
0190-65
-u;u
[l) CD
lOu>
CD 0
~c
..b.~
o
::J
Z
9
o
(j)
,
o
o
-...j
Administrative
and may change as laws are created or amended; these schedules should be reviewed on an established basis.
12
G.C. 34090(d)
Decision
No
5
3
2
AS
are temporal
0190-70
0190-75
WARNING: Retention requirements
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
G.c. 34090(d)
G.C.34090(d)
No
2
o
2
AS
-0;;0
W CD
<0",
CD 0
~c
U1 =.
o
::J
Z
o
o
())
,
o
o
-..t
G.C. 34090(d); until superseded;
permanent for research value,
administration decision
and may change as laws are created or amended; these schedules should be reviewed on an established basis.
13
Vital?
No
2
o
Office
2
Yes
P
P
US 2 yr
min
DEPT
&
Record Description
Risk Mana2ement (continued)
Safety Programs (general
information concerning safety
programs)
Safety Committee (minutes,
agendas, reports of city
committee)
Reports & Studies, Regulations
Policies) (city related only,
includes procedures manuals)
OPR
AS
File #
0190
0190-80
0190-85
Retention requirements are temporal
0190-90
WARNING:
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retentionillisposition
Inactive Total Image
Justification
Vital?
Office
OPR
DEPT
G.c. 34090(d);
G.C. 34090(a) & 34090.5
While current; permanent
G.C. 34090(a) & 34090.5,
H&S 19850; While current;
permanent
Yes
Yes
P
P
CL
CCfDS
G.C. 34090(a) & 34090.5,
H&S 19850; While current;
permanent
G.C. 34090(a) & 34090.5
While current, permanent
G.C. 34090(a) & 34090.5
While current; permanent
G.C. 34090(a) & 34090.5;
While current; permanent
"0;::0
~ CD
D en
CD 0
~c
m=
o
::J
Z
o
o
Ol
,
o
o
--J
G.C.34090(d)
While current; permanent
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
14
Yes
No
Yes
Yes
Yes
Yes
Yes
P
P
CL
DS
Record Description
COMMUNITY PLANNING &
DEVELOPMENT
Development/Subdivisions
Administration (general correspondence &
memos)
Activity Logs Merged w/O 100-1 0
Boundary Adjustments (boundary & lot line
adjustments - also includes Mergers without
Parcel Maps)
Major Development Reviews I Approvals
(case & inspectionfilesfor major
developments, EIR's, Neg. Dec/., approvals &
revocations)
Minor Development Reviews / Approvals
(case & inspection files for minor
developments, approvals & revocations)
Pre-Development Conference!
Preliminary Applications
Boundary Adjustments Merged w/ 0200-
15
Tentative Parcel Maps (Also includes final
approvals & permit revocations)
Tentative Tract Maps (includes final maps,
EIR's, negative declarations & permit
revocations documentation - Files only -
Maps are located in Map Room)
Procedures (specific departmental
procedures)
File #
0200
0200-05
2
P
o
P
2
CL
CCfDS
0200-10
0200-15
0200-20
Yes
Yes
Yes
Yes
Yes
P
P
P
P
P
P
P
P
CL
CL
CL
CL
CCfDS
CCfDS
CCfDS
CCfDS
0200-25
0200-30
0200-60
0200-40
0200-50
0200-85
CITY OF POWAY RECORDS RETENTION/DISPOSITION SCHEDULE
Justification
Vital?
Retention/Disposition
Inactive Total Image
Office
OPR
Record Description
Development/Subdivisions
(continued)
& Studies, Regulations
File #
0200
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
Yes
P
P
US2yr
min
DEPT
&
Reports
Policies
0200-90
G.C.34090(d);
Administrative Decision
G.C. 34090(d); while current;
Administrative Decision
Yes
while
No
Yes
2
P
o
P
2
CL
DS
DS/CC
Land Use Controls
Administration (general
correspondence, memos)
Appeals (may include code
compliance, MDRA's etc.)
0210
0210-05
0210-10
G.C. 34090(d); while current;
permanent as too difficult to
know when occupation ends;
Administrative Decision
G.C. 34090(d), 34090.5,while
current; Administrative
Decision
current
Yes
while
current
Yes
while
current
Yes
Yes
P
P
P
P
CL
CL
DS
DS
Home Occupation Permits
Use Permits
Major Conditional
0210-20
0210-30
Yes
while
Yes
P
P
CL
DS
Merged w/ 0210-30
Minor Conditional Use Permits
0210-40
0210-50
-0:::0
OJ CD
co '"
m 0
~c
-......J=
o
:J
Z
o
o
(J)
,
o
o
-...J
G.C. 34090(d), 34090.5, H&S
19850; while current;
Administrative Decision
G.C. 34090(d); while current;
Administrative Decision
G.C. 34090(d); Until
expiration; 3 years after
expiration Administrative
Decision G.c. 34090
current
Yes
while
current
Yes
while
current
Yes
P
P
CL
DS
Outdoor Display Permit
0210-52
3/AE
3
T
DS
Temporary Use Permits (i.e.
circuses, rodeos, parades, sales
offices in trailers, trailers for offices,
banks or classroom, Christmas tree
lots, etc)
0210-60
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
15
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
RetentionIDisposition
Inactive Total Image
G.C. 34090(a), 34090
19850; while current;
Administrative Decision
G.c. 34090 (a); while current
G.c. 34090(a), 34090.5, H&S
19850; while current;
Administrative Decision
G.c. 34090(a), 34090.5, H&S
19850; while current;
Administrative Decision
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
Justification
Vital?
Office
OPR
Record Description
Land Use Controls (continued)
Variance Case Files
File #
0210
0210-70
H&S
5,
Yes
Yes
Yes
Yes
Yes
Yes
P
P
P
P
P
P
CL
CL
CL
DS
DS
DS
APN Case Files
Zoning Changes (land use zone
change case files)
0210-75
0210-80
Yes
P
P
CL
DS
Zoning Interpretations (requests for
information, City Attorney responses,
etc.)
0210-85
Yes
P
P
US 2 yr
min
DEPT
Reports & Studies, Regulations &
Policies (city related only, land
use inventories)
0210-90
-0;;0
III CD
(Q u>
CD 0
~c
00=
o
:J
Z
9
o
Q)
,
o
o
--..t
G.C. 34090(d); While current;
permanent for historical
value; Administrative
Decision
Not City records
G.c. 34090(d)
No
Yes
2
P
o
P
2
CL
DS
DS
Data
City & Regional Planning
Administration (general
correspondence & memos)
Demographic & Statistical
(includes reference material)
Merged w/ 0210-90
0210-95
0220
0220-05
0220-10
No
D/R
o
D/R
DS
G.C. 34090(a), 34090.5;
While current; permanent for
historical value;
Administrative Decision
Yes
while
current
Yes
P
P
CL
DS
Economic Development Reference
(reference material only)
Economic Development Projects
(project case files)
0220-20
0220-25
laws are created or amended; these schedules should be reviewed on an established basis.
16
and may change as
WARNING: Retention requirements are temporal
CITY OF POW A Y RECORDS RETENTIONIDISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
GC 34090( d); While current;
permanent for historical value;
Administrative Decision
G.C. 34090(a), 34090.5; While
current; permanent for historical
value; Administrative Decision
Yes
Yes
P
P
CL
DS/CC
Record Description
City & Regional Planning
( continned)
General Plan & Elements (i.e.
contains elements such as Noise,
Land Use, Housing, Transportation,
etc)
Delete as not city record
General Plan' Amendments (GPA
project files)
File #
0220
Vital?
Yes
Yes
P
P
Office
CL
OPR
DS/CC
0220-30
0220-35
0220-40
G.C. 34090(d)
G.C. 34090(a), 34090.5; While
current; permanent for historical
value; Administrative Decision
Yes
while
current
No
Yes
2
P
o
P
2
CL
DS
DS/CC
Growth Management (Prop. FF
related issues; growth restrictions)
Specific Plans (case files and related
documentation)
0220-50
0220-60
G.C. 34090(a), 34090.5;
While current; permanent for
historical value; Administrative
Decision
Yes
while
current
Yes
P
P
P
DS/CC
(city related only)
Master Plan
0220-65
"U;:c
ll:l CD
COrn
CD 0
~c
<.0=
o
::J
Z
o
o
(J)
,
o
o
""-l
Until superceded or no longer
usefUl for reference
G.C. 34090(d); until superseded;
permanent for research value,
administration decision
No
Yes
US
P
o
P
US
US2yr
min
AGN
DEPT
Regional Planning (other-agency)
Reports & Studies, Regulations &
Policies (city related only)
0220-70
0220-90
Merged
Regulations & Policies -
w/0220-90
0220-95
these schedules should be reviewed on an established basis.
amended;
Retention requirements are temporal and may change as laws are created or
17
WARNING:
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total hnage
Justification
Vital?
Office
OPR
Considered as
May image but
34090( d)
G.C
Yes
No
No
2
P
o
P
2
3
DEPT
CC
Record Description
City Organization & Formation
Administration (general
correspondence & memos)
Incorporation Records (copy of
original City of Poway incorporation
records)
File #
0230
0230-05
0230-10
Yes
Yes
P
P
CL
CClDS
G.C. 34090(a) & 34090.5
While current, permanent
G.C. 34090(a) & 34090.5
While current, permanent;
Administrative Decision
Yes
Yes
P
P
CL
CC/DS
Yes
Yes
P
P
CL
CC
Annexation Case Files (annexation
applications expanding the Poway
city limits)
Detachments (real property
detachedfrom Poway city limits)
Spheres of Influence (ultimate
geographical boundary of areas to be
served by Poway municipal services)
0230-20
0230-30
0230-40
G.c. 34090(d); until superseded;
permanent for research value,
administration decision
Yes
P
P
US 2 yr
min
DEPT
Deleted
LAFCO - Merged wi -0150-20
Reports & Studies, Regulations &
Policies (city related only)
0230-50
0230-60
0230-90
"U:;tJ
III CD
(Q u>
CD 0
rvc
0=.
o
::J
Z
o
o
(j)
o
o
o
-oJ
Merged
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
18
G.C. 34090(a);
City's original.
keep hard copy.
G.c. 34090(a) & 34090.5
While current, permanent
Regulations & Policies -
w/0230-90
0230-95
CITY OF POWAY RECORDS RETENTIONIDISPOSITION SCHEDULE
Rerention/Disposition
Inactive Total Image
Justification
Vital?
Office
OPR
While
G.C. 34090(d);
G.C. 34090(a), 34090.5;
current; permanent;
Administrative Decision
Yes
while
current
No
Yes
2
P
o
P
2
CL
RD
RD
Redevelopment Programs &
Projects
Administration (general
correspondence & memos) _
Redevelopment Project Case Files
(includes appraisals)
Record Description
File #
0240
0240-05
0240-10
While current; permanent for
researchlhistoric value
Yes
while
No
P
P
CL
RD
G.C. 34090(d); While current;
permanent for research! historic
value; Administrative Decision
current
Yes for
life of
proj ecl
area
Yes
P
P
CL
RD
G.C. 34090(d); until superseded;
permanent for research value,
administration decision
Yes
P
P
US2yr
nun
DEPT
Relocation Assistance (includes
appraisal & demolition reference &
information)
Redevelopment Plans (area
designated where redevelopment
money can be spent; includes
Housing Implementation Plan)
Reports & Studies, Regulations &
Policies (city related only)
0240-20
0240-30
0240-90
Administrative
G.c. 34090(d)
Decision
No
2
o
2
RD
Block
Community Development
Grant
Administration (includes general
correspondence & memos)
0250
0250-05
-0;:0
III CD
co CJ>
CD 0
I\.)C
....lr.=
o
::J
Z
<:)
o
())
,
o
o
---J
reviewed on an established basis.
laws are created or amended; these schedules should be
19
WARNING: Retention requirements are temporal and may change as
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
G.C. 34090; 24 CFR 570.502,
24 CFR 85.42*
(*OMB Cir. A-I02, A-IIO,
A-128); Administrative
decision - 5 yrs after final
grantee performance report
Ck w/specific grant
requirements for additional
retention; Administrative
Decision
Justification
Vital?
Yes
while
active
CL+5
5
Office
CL
OPR
RD
Record Description
Community Development Block
Grant (continued)
CDBG Program Case Files
(Project files for various program
years beginning with 2000-01;
contains applications, reports,
contracts, supporting documents)
File #
0250
0250-10
Yes
10
8
2
Financial Reports
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
Yes
P
P
USZyr
min
DEPT
&
Merged wi 0250-10
Merged w/ 0250-10
Merged w/ 0250-10
Merged w/ 0250-10
Merged w/ 0250-10
Merged w/ 0250-10
Merged w/ 0250-10
Reports & Studies, Regulations
Policies (city related only)
0250-11
0250-12
0250-13
0250-14
0250-20
0250-80
0250-85
0250-90
-C;:C
Ql CD
<Ow
ill 0
NC
1\.)=
o
:J
Z
o
o
(J)
,
o
o
--J
Merged w/
Regulations & Policy
0250-90
0250-95
G.C. 34090(d);
No
2
o
2
RD
Housin~ Pro~rams
Administration (general
correspondence. memorandums,
ref!rence material)
0260
0260-05
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
20
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Justification
Vital?
osition
Image
RetentionIDis
Inactive
Tota
I
Office
OPR
Record Description
File #
24 CFR 570.502 (b) (3),24
CFR 85.42; While current;
permanent; administrative
decision
24 CFR 570.502 (b) (3), 24
CFR 85.42; While current;
permanent; Administrative
Decision
G.C. 34090(d); until
superseded; permanent for
research value,
administration decision
Yes, until
completed
Yes
P
P
CL
RD
Housin!,: Pro!':rams (continued)
Affordable Housing Case Files
(includes complaints & investigations,
financial records
0260
0260-10
Yes while
~urrent
-
Yes
P
P
CL
RD
Mobile Home Park Case Files (city
owned mobile home parks)
0260-20
Yes
P
P
US 2 yr
min
DEPT
&
Reports & Studies, Regulations
Policies (city related only)
0260-90
Merged
Reports & Regulations
w/0260-90
0260-95
G.C. 34090(d)
No
2
o
2
DS
34090(d); While current,
Administrative
"0::0
III CD
co '"
<D 0
I\JC
VJ :=.
'0
::J
Z
o
o
(J)
o
o
o
......
G.C
permanent;
Decision
G.C. 34090(d); While current
permanent for historic value;
Administrative Decision
G.C. 34090(d); until
superseded; pennanent for
research value,
administration decision
Historic Site Preservation
Adrninistration (general
correspondence, memorandums,
reference materialL
Case Files
0270
0270-05
Yes
P
P
CL
DS
0270-10
Yes
P
P
CL
DS
Historic Site Inventories
0270-80
Yes
P
P
US2yr
min
DEPT
Reports & Studies, Regulations &
Policies (city related only, includes
Master Plan)
0270-90
are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
21
WARNING: Retention requirements
CITY OF POWAY RECORDS RETENTION/DISPOSITION SCHEDULE
RetentionIDisposition
Inactive Total mage
Justification
Vital?
Office
OPR
Record Description
Historic Site Preservation
(continued)
Regulations & Policy - Merged w/
270-90
File #
0270
0270-95
G.C.34090(d);
Administrative Decision
-
No
2
o
2
DS
G.c. 34090(d); permanent
for researchlhistoric value;
Administrative Decision
G.C. 34090(d); until
expiration; 2 yrs after
expiration
G.C. 34090(d);
Administrative Decision
G.C. 34090(d); until
superseded; permanent for
research value,
administration decision
Yes
No
P
T+2
P
T+2
CL
T
DS
DS
Si~n Control
Administration (general
correspondence. memorandums,
reference material)
Billboards - Delete
Comprehensive Sign Program
Permits (includes major sign
permits)
Sign Permits, Temporary (includes
temporary sign & banner permits)
0280
0280-05
0280-10
0280-20
0280-30
Yes
P
P
P
P
CL
US2yr
min
DS
DEPT
&
City Identification Signs
Reports & Studies, Regulations
Policies (city related only)
0280-40
0280-90
Merged w/
Regulations & Policy
0280-90
0280-95
-0;;0
Dl CD
co (fl
CD 2-
I\)C
~~
o
::J
Z
9
o
(J)
,
o
o
--J
G.c. 34090(d)
No
2
o
2
DS
Transportation
Administration (general
correspondence, memorandums.
reference material)
Airports/Air Transportation
Merged w/ 0290-60
0290
0290-05
0290-10
reviewed on an established basis.
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be
22
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
- -
Retention/Disposition
Inactive Total
Justification
G.C.34090{d
-O:;U
ill CD
(0 en
CD Q.
I\JC
01 =.
o
::J
:z
<::)
o
(j)
,
o
o
---.0
G.C.34090(d)
G.C. 34090
G.C. 34090(d); until
superseded; permanent for
research value,
administration decision
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
23
Vital?
Image
No
No
No
Yes
2
o
o
2
2
P
Office
2
2
o
p
2
US 2 yr
min
DS
DEPT
Record Description
Transportation (continued)
Bus Systems - Merged wi 0290-60
Railroads - Merged w/ 0290-60
Ride Sharing Program
Taxicabs - Merged w/ 0700-10
Transit Services (aka MTS; buses,
correspondence. memos. monthly
rider-ship reports)
Transportation Planning, General
Reports & Studies, Regulations &
Policies (city related only;
includes copies of Laidlaw &
Cloud 9 Shuttle Service
agreements & related documents -
original agreements files with City
Clerk 0700-10)
Regulations & Policies - Merged
w/0290-90
OPR
CS
CS
File #
0290
0290-20
0290-30
0290-40
0290-50
0290-60
0290-70
0290-90
0290-95
CITY OF POW A Y RECORDS RETENTION/DISPOSITlON SCHEDULE
.':';0
Retention/Disposition
File # Record Description OPR Office Inactive Total Image Vital Justification
PUBLIC SAFETY, HEALTH &
SOCIAL SERVICES
0300 Animal Control
0300-05 Administration (MerJ[ed wi 0700-10) Services contracted out
0300-10 Deleted
0300-20 Deleted
0300-30 Deleted
0300-95 Deleted
0310 Consumer Issues .
0310-05 Administration (general DEPT 2 0 2 No G.C.34090(d);
correspondence & memorandum)
0310-10 Deleted
0310-20 Deleted
0320 Emerl!ency Preparedness
0320-05 Administration (general DEPT 2 0 2 No G.C.34090(d);
correspondence memorandum)
0320-10 Disaster Planning (general DEPT 2 0 2 No G.C.34090(d);
workingfiles)
0320-20 Communications (general, DEPT 2 0 2 No G. C. 34090(d); 2
includes reverse 911, warning
systems)
0320-25 Community Resources (brochures, DEPT D/R - D/R No Not a City record
directories, and information from '\';t
outside agencies) ,~CD
0320-30 Disaster Case Files (city related DEPT CL P P Yes G.C. 34090; Administrative DecisioWQ.
incident, e.g. Cedar Fire) ~
0
::J
~
Z
Q
o
(J)
,
o
o
--J
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
24
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
-
Retention/Disposition
Inactive Total Image
Office
OPR
Justification
G.C.
G.C. 34090(d);
G.C.34090(d);
G.C. 34090 (d)
G.C.34090(d);
No
2
o
2
DEPT
G.C. 34090(d); Administra- tive
Decision; If City is involved,
microfilm & retain permanently
G.C.34090(d);
G.C. 34090(d); while current,
minimum of 2 years;
Yes
Yes
P
P
us
SS
Record Description
Emer2ency Preparedness
Emergency Call Lists (includes
Emergency Personnel Roster,
Department Directory)
Emergency Operations Center
(includes general correspondence,
planning documents)
Emergency Shelters (Admin. files)
Financial Assistance (for disaster
incidents, OES Mutual Aid
reimbursement)
Mutual Assistance (reference
information only- Contract with
City Clerk)
Operational Plans (includes EOC
Plan, Emergency Plan, HazMat)
File #
0320
0320-35
Preliminary Documents;
34090( d)
Vital
Yes
No
US
o
US
DEPT
No
No
2
2
Payment
+2
o
o
2
2
Payment
+2
SS
-
CS
PW
0320-40
0320-45
0320-50
0320-55
0320-60
No
No
2
2
o
2
US
US
SS
SS
~;:o
com
roo
~~
o
:::J
Z
9
o
(j)
,
o
o
--J
Public Education Programs
Training Programs (General
training, State required such as
SEMS)
Federal Emergency Management
Agency (FEMA) (Merged w/
0150-60)
CAState Office of Emergency
Services (Merged w/0150-50)
San Diego County Office of
Emergency Services (Merged
w/0150-30)
0320-65
0320-70
0320-75
0320-80
0320-85
amended; these schedules should be reviewed on an established basis
WARNING: Retention requirements are temporal and may change as laws are created or
25
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Justification
Vital?
osition
Image
Retention/Dis
--
Inactive Total
Office
OPR
Record Description
Emergency Preparedness
(continued)
File #
0320
G.C. 34090(d); until superseded;
permanent for research value,
administration decision
Yes
P
P
US 2 yr
min
DEPT
&
Deleted
Reports & Studies, Regulations
Policies
0320-88
0320-90
& Policies -Merged
Regulations
wi 0320-90
0320-95
34090( d);
G.C
No
2
o
2
DEPT
34090( d);
G.C. 34090(d); Adrninistrative
Decision
G.C.34090(d)
G.c. 34090(d)
G.C.34090(d)
G.G.34090(d)
No
No
No
No
G.C. 34090(d); permanent for
research/historic value;
Administrative Decision
G.C.34090(d)
Yes
P
P
2
DEPT
l
"U
III
co
(p-
1'0
00
..
)
)
~
o
o
{J)
,
o
o
--.J
34090(d);
G.C
No
No
G.C
No
No
2
2
2
2
2
2
2
P
o
o
o
o
o
o
o
P
2
2
2
2
2
2
2
2
DS
DEPT
-
DEPT
-
DEPT
DEPT
DEPT
DEPT
DS
Environmental Issues &
Conservation
Administration (general
correspondence & reference)
Air Quality Management (general
information, brochures, reference)
Archaeological Surveys (general
information, reference material)
Community Gardens (general
information, correspondence)
Energy Conservation Programs
Environmental Health Issues
Hazardous Materials Safety Data
Sheets (MSDS)
Hazardous Materials Permits
(includes Hazardous Waste
Program)
Noise Pollution (general
information, correspondence)
Resource Conservation Areas
(general information, City
brochures, publicationsl
0330
0330-05
0330-10
0330-20
0330-30
0330-35
0330-40
0330-45
0330-50
0330-55
0330-60
reviewed on an established basis.
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be
26
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
osition
Image
-
RetentionJDis
--
Inactive Total
OPR
G.C. 34090( d) Ifthere are any liens,
the lien must be kept permanently
(a)
G.C.34090(d)
Justification
Vital?
No
3
3
Office
CL
DS
Record Description
Environmental Issnes &
Conservation (continued)
Weed Abatement (case files)
File #
0330
0330-70
No
3
o
3
CS
G.c. 34090(d); until superseded;
permanent for research value,
administration decision
Yes
P
P
US2yr
min
DEPT
&
Wildlife Conservation (general
information, City brochures,
publications)
Reports & Studies,
Policies
0330-80
Regulations
0330-90
DEPT
G.C.34090(d)
No
2
o
2
SS
G.C.34090(d)
Destroy when no longer relevant; not
a City record
Destroy when no longer relevant; not
a City record
G.C. 34090(d); until superseded;
permanent for research value,
administration decision
No
Yes
No
No
2
D/R
P
D/R
o
P
o
o
2
D/R
US2yr
min
D/R
SS
AGN
DEPT
AGN
Health Protection & Services
Administration (general
correspondence, memorandum)
Hospitals, Trauma Care Centers &
Clinics (general information)
Mental Health Services (general
information)
Vector Control (general
information)
Reports & Studies, Regulations &
Policies
Merged w/ 0330-90
0330-95
0340
0340-05
0340-10
0340-20
0340-30
0340-90
-u-;o
Q) CD
COw
CD 0
I'0C
<.0 :=.
o
::J
Z
o
o
(J)
,
o
o
--J
amended; these schedules should be reviewed on an established basis.
WARNING: Retention requirements are temporal and may change as laws are created or
27
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Justification
Vital?
Retention/Disposition
Inactive Total Image
Office
OPR
34090( d)
G.C
No
2
o
2
DEPT
Record Description
Human/Social Services &
Pro2rams (continued)
Administration (general
correspondence & memoranda)
Deleted
Deleted
Merged w/0700-1O Contracts
Deleted
Deleted
Deleted
Deleted
Deleted
File #
0350
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
Yes
P
P
US 2 yr
min
DEPT
Regulations &
Deleted
Reports & Studies,
Policies
0350-05
0350-10
0350-20
0350-22
0350-30
0350-40
0350-50
0350-60
0350-70
0350-80
0350-90
34090( d)
G.C
No
2
o
2
SS
Fire Protection & Services
Administration (general
correspondence, memoranda,
reference information)
Ambulance & Paramedic Services
Merged
Regulations & Policies -
w/0350-90
0350-95
0360
0360-05
-0;0
Dl <D
lO en
CD 0
we
0=
o
~
Z
o
o
(J)
,
o
o
--.J
G.C.34090(d);
Administrative Decision
G.C. 34090( d); Dept policy is
to scan after 10 yrs; hard copy
Yes
Yes
P
P
P
5
3
5
SS
AS
Ambulance Service Authorization
Forms (HIPPA)
0360-10
0360-15
destroyed.
G. C. 34090; life of
equipment + 3 years
Yes
Equip
Life+ 3
3
Equip
Life +3
SS
Apparatus & Equipment (service,
maintenance, inventory, testing)
0360-17
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
28
CITY OF POWAY RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
Vital?
Office
OPR
G.C.34090
G.C. 34090(d); while
current, 2 years minirnurn;
G.C. 34090; Administrative
Decision
G.C. 34090 while current;
permanent for
researchlhistoric value;
Administrative Decision
G.c. 34090 while current;
permanent for
researchlhistoric value;
Administrative Decision
GC 34090 non-record;
reference-keep while current
GC 34090; Administrative
Decision; rated every 10
Yes
Yes
Yes
Yes
No
Yes
Yes
No
P
2
p
p
p
p
o
p
P
o
3
CL
CL
CL
P
SS
SS
ss
ss
ss
-
Record Description
Fire Protection & Services
(continued)
Daily Activity Reports & Logs
Fire Safety Programs (includes
public education programs)
Fit Testing (breathing apparatus
clearance)
Geographical Files-Commercial
Industrial (inspector's report,
sprinkler plans, underground
plans, hazardous permits. fire
, alarm plans, occupancy permits,
fire alarm plans, underground
storage tanks)
Geographical Files - Residential
(sprinkler plan, inspection sheets)
-
File #
0360
0360-19
0360-20
0360-22
0360-25
0360-30
No
o
o
CL
SS
Knox Box Location List
0360-40
-o::c
[l) CD
COm
CD 0
we
~=.
o
:J
Z
o
o
(J)
,
o
o
-..J
Administrative
Administrative
years
G.C.34090;
Decision
G.C. 34090,
Decision
No
P
P
CL
SS
ISO Insurance Ratings
0360-45
No
No
P
P
P
o
3
P
SS
SS
G.C. 34090(d)
No
2
2
CL
SS
Rapid Intervention Crew (RIC)
(Potential Rescue without me -
OSHA)
Reserve Firefighters (includes
equipment assignmentl
Personnel-Training File
0360-47
0360-49
0360-50
Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
29
WARNING:
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
- -----
Inactive Total Ima2e
Justification
G.C.34090(d)
G. C. 34090(d)
Administrative Decision
Yes
while
current
No
P
o
P
SS
Fire Protection & Services
Reports, Fire Incidents (includes
engine companylparamedic
incident reports, fires)
Reports, Investigations (includes
Arson, Homicide, serious felonies)
Vital?
Yes
P
P
Office
2
OPR
ss
-
Record Description
File #
0360
0360-60
0360-65
G.C.34090(d);
Administrative Decision
No
2
o
2
ss
G.C. 34090(d); until
superseded; permanent for
research value,
administration decision
Yes
P
P
US 2 yr
min
DEPT
Reports, Fire Prevention Activity
(includes single event fire permits,
prevention activity reports)
Reports, Inspection (Merged with
Geographical Files 0360-25 and
0360-30)
Reports & Studies, Regulations &
Policies (city related only,
includingfees, statistical reports)
0360-70
0360-80
0360-90
Merged
Regulations & Policies -
wI 0360-90
0360-95
,G.C.34090(d)
Police protection provided
by S.D.County Sheriff
-
No
2
o
2
SS
"1J;:C
ll) CD
lOen
CD 0
we
(\.J ~.
o
::l
Z
9
o
(j)
,
o
o
---J
G.C. 34090(d): services
provided by contract,
records remain property of
City
No
T+2
o
CL
DS
Sheriff Protection. & Services
Administration (general
correspondence, memoranda,
reference)
Contracts Administration - Merged
w/0700-10
Alarm Systems (permits, false
alarms. accounting, general
correspondence)
0370
0370-05
0370-10
0370-20
Deleted
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
30
0370-30
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
G.C. 34090(d) for research
only. Non-City record
G.C. 34090(d); until
superseded; permanent for
research value,
administration decision
Vital?
Yes
3
P
P
Office
US 2 yr
min
3
OPR
DEPT
SS
Record Description
Police Protection & Services
(continued)
Reports, Monthly/Quarterly from
S.D. County Sheriff
Reports & Studies, Regulations &
Policies (city related only,
including statistics/surveys, fees,
statistical reports)
Contracts Administration - Merged
w/0370-90
File #
0370
0370-40
0370-95
0370-90
G.C.34090(d);
Administrative Decision
G. C. 34090(d); Exemptions
renewed annually.
G.C. 34090(d); while
current; Administrative
Decision
G.C. 34090(d);
No
No
No
3
T+2
2
o
o
o
3
CL
CL
PW
PW
PW
Integrated/Solid Waste
Mana2ement
Administration (general
correspondence, memoranda)
Refuse/Trash Collection &
Exemptions
Recycling Programs (city related
info only)
0380
0380-05
0380-10
0380-20
34090( d)
34090( d)
G.C
G.C
N
No
No
2
CL+2
2
o
o
o
2
CL
2
PW
PW
PW
Solid Waste Facilities/Landfills
Special Waste
integrated was.
programs)
Public Education & Information
Programs
~e management
(e.g.
0380-30
0380-40
-C:::C
III CD
COrn
CD 0
(,}c
w~.
o
::J
Z
o
o
(J)
,
o
o
--J
G.C. 34090(d); while
current; permanent for
research/historic value;
Administrative Decision
Yes
P
P
CL
PW
Master Plans (city related only)
0380-50
0380-85
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
31
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
RetentionfDisposition
Inactive Total Image
Justification
Vital?
Office
OPR
G.C. 34090(d); until
superseded; permanent for
research value,
administration decision
Yes
P
P
US2yr
min
DEPT
-
Record Description
Integrated/Solid Waste
Mana2ement (continued)
Reports & Studies, Regulations &
Policies (city related only - e.g.
annual report, master plan)
File #
0380
0380-90
-0;:0
III <D
<0 en
<D 0
we
.b. :::!".
o
::J
Z
o
o
(J)
,
o
o
--J
Merged
Regulations & Policies
w/ 0380-90
0380-95
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
32
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Jnstification
GC 34090(d);
Administrative Decision
GC 34090(d);
Administrative Decision for
historical! research value
Vital?
No
Yes
3
P
o
P
Office
3
3
OPR
DEPT
AS
Record Description
FINANCE & FISCAL
Acconnting
Administration (general
correspondence & memoranda)
Chart of Accounts (reports of all
city account numbers)
File #
0400
0400-05
0400-10
GC 34090( d);
Administrative Decision
No
7
4
3
AS
GC 34090(d);
Administrative Decision
GC 34090(d);
Administrative Decision
Yes
Yes
GC 34090(d);
Administrative Decision
No
7
4
3
AS
1J;o
III CD
(000
ct> 0
(.OC
01 :::::!".
o
::J
:z
<::>
o
0)
,
o
o
---J
GC 34090(d);
Administrative Decision
No
7
4
3
AS
Budget Adjust- Merged wi 0400-45
Check Registers (Accounts Payable
summary, warrant registers)
Deleted
Fixed Assets (Annual reports of
the City's fzxed assets, inventories)
General Ledgers (reports/balance
sheets that show revenue,
expenditures, assets & liabilities)
Journal Entries (monthly journal
and back up files)
Deleted
0400-20
0400-25
P
P
P
P
US
3
AS
AS
0400-30
0400-35
0400-40
0400-45
Petty Cash - Merged w/ 0475-20
Procedures - Merged w/ 0400-95
Reports, General (includes annual
accounting & street reports,
budget status reports, State
Controller's reports & treasurer's
reports.)
Reports - Merged w/ 0400-84
Reports - Merged w/ 0400-84
Reports - Merged w/ 0400-84
0400-50
0400-55
0400-80
0400-84
0400-85
0400-86
0400-88
reviewed on an established basis.
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be
33
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Imal!e
Justification
G.C. 34090(d); until
superseded; permanent for
research value,
administration decision
Vital?
Yes
P
P
Office
yr
2
US
min
OPR
DEPT
Record Description
Accountin2 (continued)
Reports & Studies, Regulations &
Policies
File #
0400
0400-90
G. C. 34090(d)
No
3
o
3
DEPT
Merged w/ 0400-90
Audits
Administration (general
correspondenc~ reports,
memoranda)
Audits, Comprehensive
0400-95
0410
0410-05
GC 34090(d);
Administrative Decision
GC 34090(d);
Administrative Decision
GC 34090( d);
Administrative Decision
Yes
P
P
3
AS
Annual
0410-10
Yes
No
P
3
P
o
3
3
AS
AS
G.C. 34090(d); until
superseded; permanent for
research value,
administration decision
Yes
P
P
US2yr
min
DEPT
Audit Preparation Records
(includes financial statement
preparation files & schedules)
Reports & Studies, Regulations &
Policies (city related only)
Grants
Audits,
0410-20
0410-80
0410-90
-c;:a
OJ CD
co en
CD 0
we
(J) ::!".
o
::J
Z
o
o
0>
,
o
o
--oJ
GC 34090(d);
Administrative Decision
GC 34090( d); 3 years after
terminated; Administrative
Decision
No
No
3
T+3
o
o
3
T+3
DEPT
AS
Banking
Administration (general
correspondence, memoranda)
Banking Correspondence (includes
banking agreements)
0420
0420-05
0420-15
and may change as laws are created or amended; these schedules should be reviewed on an established basis.
34
WARNING: Retention requirements are temporal
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
RetentionIDisposition
Inactive Total Imaee
GC 34090( d); 7 years after
audit; Administrative
Decision
GC 34090(d); 7 years after
audit; Administrative
Decision
Justification
Vital?
Yes
No
7
4
Office
3
OPR
AS
Record Description
Bankin!: (continued)
Bank Statements & Reconciliation
(listing of all cleared checks &
balances)
File #
0420
0420-20
Yes
No
7
4
3
AS
GC 34090( d); 4 years after
audit; Administrative
Decision
Yes
No
7
4
3
AS
Checks, Returned (returned checks
notification from bank on returned
NSF checks)
Checks, Voided/Can
include check stubs)
0420-25
.;e1led (may
0420-30
Credit Card -Merged wi 0490-60
Deposit Slips -Merged w/ 0490-60
Debit/Credit Memos- Merged w/
0490-60
0420-35
0420-40
0420-45
GC 34090(d); until
superseded; Administrative
Decision
No
3
3
CL
AS
Signature Cardsl Authorizations
0420-50
GC 34090( d); 7 years after
audit; Administrative
Decision
Yes
No
7
4
3
AS
Stop Payments (city checks re
payroll & accounts payable)
0420-55
Deleted
Deleted
Deleted
Reports, Monthly Reconciliation
0420-60
0420-65
0420-80
0420-82
-0;:0
Q) CD
co (f>
CD 0
we
-...1=.
o
::J
Z
o
o
())
,
o
o
-.../
GC 34090( d); 4 years after
audit; Admin. Decision
G.c. 34090(d); until
superseded; permanent for
research value,
administration decision
No
Yes
7
P
4
P
3
US2yr
min
AS
DEPT
&
Reports & Studies, Regulations
Policies (city related only)
0420-90
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
35
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retentio~Dosition
Inactive Total Image
Justification
GC 34090(d);
Administrative Decision
G. C. 34090(d)
No
3
o
3
AS
Record Description
Budgeting
Administration (general
correspondence, budget manual &
calendar)
Budget Requests, Internal
(includes departmental requests)
Vital?
No
3
o
Office
3
OPR
DEPT
File #
0430
0430-05
0430-10
G. C. 34090( d); 4 years after
audit; Administrative
Decision
GC 34090(d),
Administrative Decision
Yes
current
FY
Yes
No
Yes
7
P
4
P
3
3
AS
CCI AS
Deleted
Revenue Estimates (includes
budget reports, calculations,
county projections)
Operating Budgets (includes
annual & mid-year adjustments)
0430-20
0430-30
0430-40
GC 34090(d);
Administrative Decision
Yes
p
P
3
CC/AS
GC 34090(d);
Administrative Decision
G. C. 34090(d);
Administrative Decision
G.c. 34090(d); until
superseded; permanent for
research value,
administration decision
current
FY
No
Yes
No
3
p
3
o
P
o
3
US2yr
min
3
ASI
DEPT
-
AS
DEPT
-
DEPT
Capital hnprovement Budget
(includes annual & mid-year
adjustments)
Departmental Budget (includes
budget summaries & reports)
Budget Preparation Files (includes
backup information)
Reports & Studies, Regulations &
Policies (city related only)
0430-50
0430-60
0430-70
0430-90
-0;0
[l) CD
co(/)
CD 0
we
co~
o
::J
Z
o
o
CJ)
o
o
o
--.J
GC 34090( d);
Administrative Decision
No
3
o
3
DEPT
Bond Issues/Debt Service
Administration (general
information, reference materials re
bond issues & securities)
0440
0440-05
amended; these schedules should be reviewed on an established basis
WARNING: Retention requirements are temporal and may change as laws are created or
36
CITY OF POWAY RECORDS RETENTION/DISPOSITION SCHEDULE
-
Justification
Retention/Disposition
Inactive Total Imal!e
-
OPR
Vital?
Office
GC 34090(d); while current;
GC 53921 states may
Yes
while
current
Yes
Matur
-ity+
10yrs
10 yrs
CL
AS
destroy after paid or
Cancellation Redemption or
Maturity + 10 years; CCP
337.5(2) allows destruction
after 10 years. GC ~43900
Administrative
et seq.;
Decision
Record Description
Bond IssuesIDebt Service
(continned)
Bond Issue Records (re various
projects such as 1915 Improvement
Act. Certificates of Participation, Tax
Allocation Bonds, bonds, proposals,
bond authorizations & related public
hearing items, prospectus, notices,
etc.) Filed alphabetically
File #
0440
0440-10
G.C. 34090(d); until
superseded; permanent for
research value,
administration decision
Yes
P
P
USZyr
min
DEPT
Bond Issues - Merged wi 0440-10
Bond Registers-Merged wi 0440-10
Bond Sales-Merged w/ 0440-10
Bonds/Coupons-Merged wi 0440-10
Reports & Studies, Regulations &
Policies (city related only)
0440-20
0440-30
044040
0440-50
0440-90
GC 34090(d);
Administrative Decision
No
No
3
7
o
4
3
3
DEPT
AS
Investments
Administration (general
correspondence, reference
information)
Certificates of Deposit
0450
0450-05
GC 34090( d); 7 years after
audit, Administrative
Decision
Yes
0450-10
-0;:0
[l) <D
<Den
<D 0
we
<D :=.
o
:J
Z
o
o
(J)
,
o
o
-..J
GC 34090(d);
Administrative Decision
No
3
o
3
AS
Information, General
Investment
0450-20
amended; these schedules should be reviewed on an established basis
WARNING: Retention requirements are temporal and may change as laws are created or
37
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
RetentionlDisposition
Inactive Total Imal!e
Justification
GC 34090(d); while current
permanent; Administrative
Decision
GC 34090( d)
GC 34090(d); 7 years after
audit; Administrative
Decision
G.C. 34090(d); until
superseded; permanent for
research value,
administration decision
Yes
P
P
US2yr
min
DEPT
&
Record Description
Investments (continued)
Investment Portfolio (City Funds)
(statements & investments
safekeeping)
Local Agency Investment Fund
(LAIF) (general correspondence
& pooled money investment
statements)
Reports, Investment (statements
related documents, monthly
reports, quarterly Treasurer
reports)
Reports & Studies, Regulations
Policies (city related only)
File #
0450
0450-30
Vital?
Yes
Yes
Yes
No
No
P
3
7
P
o
4
Office
CL
3
3
OPR
AS
AS
AS
&
0450-40
0450-80
0450-90
-0:;0
OJ CD
CO<n
CD 0
.j>.C
0=
o
::J
Z
9
o
(J)
,
o
o
-..J
GC 34090(d);
Administrative Decision
and may change as laws are created or amended; these schedules should be reviewed on an established basis.
38
GC 34090(d);
Administrative Decision
No
No
3
7
o
4
3
3
DEPT
AS
Payroll
Administration (general
correspondence & memoranda)
Deleted
Personnel Action Forms -Merged
w/0530-30
W-2 Forms (includes register
worksheets, preliminary backup,
working documents, tax records,
list ofW-2 emplo;yee information)
are temporal
Retention requirements
WARNING:
0460
0460-05
0460-10
0460-20
0460-30
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Imal!:e
Justification
Vital?
Office
OPR
GC 34090;
Decision
G. C. 34090(d); keep only
cumulative year end report
for non-current year;
Administrative Decis
Administrative
Yes
No
Yes
7
P
4
P
3
3
AS
AS
IOn
GC 34090( d);
Administrative Decision
GC 34090(d); while current;
permanent; Administrative
Decision
GC 34090(d);
Administrative Decision
Record Description
Payroll (continued)
Time Cards (includes employee
time sheets)
Payroll Registers (includes
Registers)
Deleted
Quarterly Payroll Tax Reports
(includes employee Federal &
state tax reports)
Deferred Compensation
Accounting (Quarterly reports &
ICMA annual reports, actual
individual records of plan)
Travel Expense Reports Merged
wi 0475-20
Vacation & Sick Leave Accounting
(reports of employee leave balances)
Pension & Retirement Funds
Reports
File #
0460
0460-40
W-2
0460-50
No
7
4
3
AS
0460-55
0460-60
Yes
No
P
7
P
4
CL
3
AS
AS
0460-65
0460-70
0460-75
0470
0470-05
-C:::C
III CD
COfF>
(]) 0
.10>5-
~_.
o
::J
Z
o
o
(J)
,
o
o
--.J
34090( d)
These are not city records
GC
No
No
2
D/R
o
o
2
D/R
DEPT
AS
Administration (general
correspondence & memoranda)
Deferred Compensation Reports
(401(k) & 457 plan quarterly
reports & ICMA annual reports,
actual individual records ofplansl
0470-10
Deleted
Deleted
0470-20
0470-30
amended; these schedules should be reviewed on an established basis
WARNING: Retention requirements are temporal and may change as laws are created or
39
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Justification
Vital?
-
Retention/Disposition
Inactive Total Ima2e
Office
OPR
GC 34090( d);
Administrative Decision
GC 34090( d);
Administrative Decision
No
P
P
CL
AS
No
P
P
CL
AS
Record Description
Pension & Retirement Funds
Reports. (continued)
PERS (Public Employees
Retirement Accounts) Reports
PARS (Retirement Enhancement
Plan)
Deleted
File #
0470
0470-40
0470-45
G.C. 34090(d); until
superseded; permanent for
research value,
administration decision
Yes
P
P
US2yr
min
DEPT
&
Reports & Studies, Regulations
Policies (city related only)
0470-50
0470-90
GC 34090(d)
Administrative Decision
No
3
o
3
DEPT
Accounts Payable
Administration (general
correspondence & memoranda)
0475
0475-05
GC 34090( d); 7 years after
audit; Administrative
Decision
GC 34090( d); 7 years after
audit; Administrative
Decision
G.C. 34090(d); until
superseded; permanent for
research value,
administration decision
Yes
before
payment
No
7
4
3
AS
Deleted
Accounts Payable (copies of
invoices and backup information,
including petty cash records)
1099 Forms
0475-10
0475-20
No
Yes
7
P
4
P
3
US 2 yr
min
AS
DEPT
&
0475-30
0475-90 I Reports & Studies, Regulations
Policies (city related only)
-0;;0
W CD
(Q '"
CD 0
./>.C
tv::=:
o
::J
Z
()
o
Q)
,
o
o
-..J
34090( d)
G.C
No
3
o
3
DEPT
Pnrchasing _
Administration (general
correspondence & memoranda)
Merged wi 0480-42
Deleted
Deleted
0480
0480-05
0480-07
0480-10
0480-20
amended; these schedules should be reviewed on an established basis.
WARNING: Retention requirements are temporal and may change as laws are created or
40
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
-
Retentionffiisposition
Inactive Total Imaee
Justification
GC 34090( d); 7 years after
audit; Administrative
Decision
GC 34090( d); 4 years after
audit; Administrative
Decision
GC 34090{d
Vital?
No
7
4
Office
3
No
No
OPR
AS
5
2
2
o
3
2
AS
CC
Record Description
Purchasing (continued)
Purchase Requisitions
(departmental requests for
maintenance service agreements,
supplies & equipment)
Purchase Orders (annual open
P.o. 's contracts, agreements,
public service agreements, orders
for equipment & supplies)
Successful Bids (Merged w/
0700-10 with agreement)
Unsuccessful Bids
Purchasing Guidelines -Merged w/
0480-90
File #
0480
0480-30
0480-40
0480-41
0480-42
0480-45
LeaseIPurchase Options-Merged
w/0700-80
Central Supply Requisitions
0480-50
-0;:0
III CD
COrn
CD 0
./>.C
w~
o
::J
Z
o
o
(J)
,
o
o
--J
GC 34090(d);
Administrative Decision
GC 34090(d); .
Administrative Decision
GC 34090(d); after
disposition of property;
Administrative Decision
No
No
No
3
US
3
o
o
o
3
us
3
DEPT
DEPT
AS
Supply Inventories
supplies)
Surplus Property Disposition
(surplus property disposal
requests, auction lists, reports,
bills of sale)
(office
0480-55
0480-60
0480-70
Not a city record
No
DIR
o
DIR
DEPT
Not a city record
No
DIR
o
DIR
DEPT
Vendor ListsIBrochures (includes
pricing manuals)
Consultant InformationlReference
(brochures & reference
information)
0480-75
0480-80
amended; these schedules should be reviewed on an established basis.
and may change as laws are created or
41
are temporal
WARNING: Retention requirements
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Ima2e
Justification
G.c. 34090(d); until
superseded; permanent for
research value,
administration decision
Vital?
Yes
P
P
Office
US2yr
min
OPR
DEPT
-
Record Description
Purchasin~ (continued)
Reports & Studies, Regulations &
Policies (city related only)
File #
0480
0480-90
GC 34090(d);
Administrative Decision
GC 34090(d); 4 years after
audit, Administrative
Decision
Yes
until
paid
No
No
2
7
o
4
2
3
DEPT
AS
GC 34090(d); 4 years after
audit, Administrative
Decision
GC 34090(d); while current,
then 3 years afterward;
Administrative Decision
GC 34090(d); then 3 years
afterward; Administrative
Decision
-U;:U
III CD
(0 en
CD Q.
.!>.c
,t::..~.
o
::J
Z
9
o
(j)
,
o
o
--J
GC 34090(d); while current;
permanent for research!
historic value; Admin.
Decision
Yes
P
P
CL
CC
Revenue & Taxation
Administration (general
correspondence & memoranda)
Accounts Receivable (billings for
money owed to the city, customer
files, uncollectible invoices &
closed customer files)
Billings & Receipts (water, trash,
sewer, paramedic, passports, etc.;
includes fee schedules)
Billings - Merged w/ 0490-15
Billings - Merged w/ 0490-15
Billings - Merged w/ 0490-15
Business Certificates (aka business
license & home occupation
permits)
Regulatory Licenses (aka business
license & criminal background
checks)
Fee Schedules -Merge wi 0490-15
Fee Studies (staff reports and
backup information - originals
with City Clerk)
0490
0490-05
0490-10
No
No
No
7
T+3
T+3
4
3
3
3
CL
CL
AS
AS
AS
0490-15
0490-18
0490-20
0490-25
0490-28
0490-30
0490-40
0490-45
reviewed on an established basis.
and may change as laws are created or amended; these schedules should be
42
are temporal
Deleted
WARNING: Retention requirements
0490-50
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
GC 34090; 24 CFR 570.502
24 CFR 85.42 (OMB Cir.
A-102, A-110, A-128}
Vital?
Yes,
while
current
No
5
5
Office
CL
OPR
DEPT
Record Description
Revenue & Taxation (continued}
Grants - All (CDBG, Federal &
State, Financial Records)
File #
0490
0490-51
GC 34090(d)
GC 34090(d);
Administrative Decision
GC 34090(d); 7 years after
audit; Administrative
Decision
No
No
2
3
2
o
CL
3
DEPT
AS
Grants - Merged w/0490-51
Grants - Merged w/0490-51
Grants - Unsuccessful
Parking Citations
0490-52
0490-53
0490-54
0490-55
No
7
4
3
AS
Receipts, Daily Cash (for city
information services
and/pro[(rams, water, sewer, etc)
Receipts General Fund - Merged
w/0490-60
Water Bills - Merged w/
0490-60
0490-65
Receipts
0490-60
0490-70
"0;:0
III CD
<0 en
CD 0
~c
01=
o
::J
Z
o
o
(J)
,
o
o
---J
No
Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
43
GC 34090( d) 7 years after
audit; Administrative
Decision
GC 34090(d);
Administrative Decision
GC 34090(d);
Administrative Decision
GC 34090(d);
Administrative Decision
GC 34090(d);
Administrative Decision
No
7
4
3
AS
Taxes (reference information &
backup regarding taxes)
0490-75
Weed/Nuisance Abatement
Rolls)
County Funding Programs,
General
Regional Funding Programs,
General
City Funding Programs, General
(!treet projects, scholarships)
0490-76
No
No
No
3
3
3
3
2
o
o
o
CL
3
3
3
DS
DEPT
AS
DEPT
(Tax
0490-80
WARNING:
0490-84
0490-85
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
"0:;0
III CD
<0 en
(1) 0
.!>c
(j)~
o
::J
Z
o
o
(J)
,
o
o
--.j
Retention/Disposition
File # Record Description OPR Office Inactive Total Ima2e Vital? Justification
0490 Revenue & Taxation (continued)
0490-86 State Funding Programs, General DEPT 3 0 3 No GC 34090(d);
Administrative Decision
0490-88 Federal Funding Programs, DEPT 3 0 3 No GC 34090(d)
General
0490-90 Reports & Studies, Regulations & DEPT US2yr P P Yes G.C. 34090(d); until
Policies (city related only) run superseded; permanent for
research value,
administration decision
amended; these schedules should be reviewed on an established basis.
and may change as laws are created or
44
WARNING: Retention requirements are temporal
CITY OF POW A Y RECORDS RETENTIONIDISPOSITION SCHEDULE
Justification
GC 34090(d)
Vital?
Retention/Disposition
Inactive Iotal Image
- - ~
- - ~
o 2 No
Office
2
OPR
DEPT
-
Record Description
HUMAN RESOURCES
Personnel Administration
Administration (general
correspondence & memoranda,
employee lists
Employee Handbooks - Merged wi
0500-85
File #
0500
0500-05
0500-10
Merged
Employee Identification
wi 0530-30
0500-15
Merged
Employee Newsletters-
wi 0160-20
0500-20
G. C. 34090(d); Covers safety
regulations; Administrative
Decision
G. C. 34090(d
No
5
3
2
AS
GC 34090(d)
GC 34090(d)
-0:;0
Dl <D
co (fl
<D 0
./>.C
-......J=
o
::J
Z
o
o
Q)
,
o
o
-..t
Not a city record
amended; these schedules should be reviewed on an established basis.
No
No
No
No
CL
o
WARNING: Retention requirements are temporal and may change as laws are created or
45
2
2
2
CL
AGN
Employee Orientation (general
information & material used for
orientation or new employees)
Employee Suggestions (employee
suggestions for work
improvement)
New Position Requests (requests
from departments for new
positions & subsequent studies)
Potential Programs (documents &
studies pertaining to potential new
programs)
Service Awards - Merged w/
0530-30
0500-25
o
o
o
2
2
2
AS
AS
AS
0500-30
0500-35
0500-40
Temporary Agencies (general
information from temp agencies)
0500-45
0500-50
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total
Vital?
Image
Office
OPR
for
Justification
GC 34090(d); until
superseded; permanent
researchlhistoric value;
Administrative Decision
Yes
while
current
Yes
P
P
us
AS
Record Description
Personnel Administration
(continued)
Procedures, Personnel (rules &
regulations, handbook, admin.
leave days, policies & procedures,
city owned vehicles, flex-work
program, discipline procedures,
etc.)
File #
0500
0500-85
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
Yes
P
P
USZyr
min
DEPT
Reports, Studies, Regulations
Policies (includes Equal Rights,
Goals, Employment Statistics, Sexual
Harassment, etc .)
Personnel Regulations & Policy,
City - Merged w/ 0500-90
Personnel Regulations & Policy,
Other - Merged w/ 0500-90
0500-90
0500-95
0500-98
AS
GC 34090( d)
GC 34090(d); while current
permanent for research!
historic value; Administrative
-0:::0
ll> CD
(Q (f>
CD 0
.l:>.C
co=:!:
o
:J
Z
o
o
Ol
,
o
o
--J
Decision
GC 34090(d); while current;
permanent for research!
historic value; Administrative
Decision
Yes
P
P
CL
AS
Classifications & Compensation
Administration (general
information & memoranda)
Deleted
Classification Specifications (past
& present job descriptions which
describes duties &fUnctions of
each job listed)
Compensation Surveys
0510
0510-05
Yes
while
current
No
Yes
2
P
o
P
2
CL
AS
0510-10
0510-20
0510-30
Retention requirements are temporal and may change as laws are created or amended; these schedules should he reviewed on an established basis.
46
WARNING:
-0;0
III CD
lOw
CD 0
./>.C
C.D~.
o
::J
Z
()
o
(J)
,
o
o
---J
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
GC 34090(d); while current;
permanent or administrative/
historic value; Administrative
Decision
G.C.GC 34090(d);
Administrative Decision
GC 34090(d); Administrative
Decision
laws are created or amended; these schedules should be reviewed on an established basis.
47
Until superseded; not a city
record
34090( d); administrative
decision to retain beyond 3
years
Justification
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
C.G.34090(d)
GC 34090( d)
Yes
while
current
Vital?
~mage
Yes
Yes
No
No
No
No
No
No
Total
US
P
P
2
2
7
3
5
Inactive
P
P
o
o
o
o
4
2
US2yr
min
Office
CL
US
and may change as
2
2
3
3
3
DEPT
DEPT
OPR
AS
AS
AS
AS
AS
AS
Deleted
Reclassification Requests (original
request, backup information for
reclassified positions)
Reports & Studies, Regulations
Policies (city related only)
Salaries, Wa2es & Benefits
Administration (general
correspondence & memoranda)
Cost of Living/Consumer Index
(Consumer Price Index for Pacific
cities & US cities average notices
showing change in workers)
Compensation Plans (current
grade and step tables showing
monthly rates)
Merged w/
Deferred
lCMA)
Employee Benefits (dental, vision,
EAP, health insurance, life
Record Description
Classification & Compensation
(continued)
&
(i.e.
WARNING: Retention requirements are temporal
insurance, etc).
Employee Assistance Program
Compensation Plan
& Policy
Regulations
0510-90
0510-40
0510-50
0510-90
0520-10
0520-20
0520-40
0520-30
0510-95
0520
0520-05
0520-45
File #
0500
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
-
Retention/Disposition
Inactive Total Image
Justification
Vital?
Office
OPR
Record Description
Salaries, Wages & Benefits
(continued)
Health Benefits - Merged w/ 0520-
File #
0520
GC 34090(d); permanent;
Administrative Decision
Yes
P
P
CL
AS
GC 34090( d); while current;
permanent for administrative/
historic value
GC 34090( d)
Decision
Yes
P
P
CL
AS
40
Life Insurance Benefits - Merged
w/0520-40
Other Benefits-Merged w/0520-
40
Retirement Plans (P ERS, PARS,
brochures/publications, not
agreements)
Salary Studies (full time & part
time salary studies-City)
0520-50
0520-60
0520-70
0520-55
0520-80
Administrative
No
2
o
2
AS
G.c. 34090(d); until
superseded; permanent for
research value, administration
decision
Yes
P
P
USZyr
min
DEPT
Salary Surveys (other agency
compensation plan, survey reports,
memos, reports re: city position
salary surveys)
Reports & Studies, Regulations &
Policies (city related only)
0520-85
-0::0
OJ <D
co (f>
<D 0
(J1C
Q::!':
o
::J
Z
o
o
(J)
,
o
o
"-I
G. C. 34090(d)
GC 34090(d), GC, 29 CFR
1602 et seq.; until settled; 3
years after settled
Yes,
before
settled
No
No
2
US+3
o
3
2
US
DEPT
AS
Employee Records
Administration (general
correspondence & memoranda)
Disciplinary Actions (investiga-
tions - notes, memos, letters, re:
disciplinary actions, employee
complaints, investigations
grievous procedures)
0520-90
0530
0530-05
0530-10
and may change as laws are created or amended; these schedules should be reviewed on an established basis.
48
WARNING: Retention requirements are temporal
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Justification
Vital?
Retention/Disposition
Inactive Total Image
Office
OPR
GC 34090(d)
29 CFR 516.6 et. Seq., GC
12946; Administrative
Decision to retain
permanently.
Yes
until
separa
-tion
No
Yes
2
P
o
P
2
T
AS
AS
Record Description
Employee Records
(continued)
Leave Requests (individual
request for leaves)
Employee Personnel Files
(Permanent employees personnel
file includes: identification, start
notices benefit enrollments,
File #
0530
0530-20
0530-30
evaluations, pay changes, memos,
awards. any and all info regarding
the employee)
Employees, Part-Time - Merged
w/0530-30
Employees, Full-Time - Merged
w/0530-30
Employees, Contract - Merged w/
0530-30
0530-40
0530-50
0530-60
Employees, Retired -Merged w/
0530-30
0530-70
34090( d)
G. C. 34090(d); (Suggest
keeping last 2 sets of
negotiations for researchl
G.C
No
No
2
2
o
o
2
2
DEPT
AS
Labor Relations
Administration (general
correspondence & memoranda)
Negotiations (working papers
notes, agendas, minutes, memos,
regarding employee Kroupsl
0540
0540-05
0540-10
"U;:o
Q) CD
<0 en
CD 0
me
....lr.~.
o
::J
Z
o
C>
(J)
,
C>
C>
---J
amended; these schedules should be reviewed on an established basis.
WARNING: Retention requirements are temporal and may change as laws are created or
49
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Justification
Vital?
Retention/Disposition
Inactive Total Image
Office
OPR
GC 34090(d); Original MOUs
retained permanently in City
Clerk's office 0700-50;
No
2
o
2
AS
GC 34090(d); 29 CFR 1602
et seq.; while current;
Maintained 3 years to cover
the possibility of
discrimination clairns
GC 34090(d), 29 CFR 1602
et seq.; until settled; 3 years
after settled
GC 34090(d), GC 12946 &
29 CPR 1602; until settled; 3
years after settled
No
3
3
CL
AS
Record Description
Labor Relations
(continued)
Memoranda of Understanding
Reference (correspondence for all
employee bargaining units
including copies of MOU's)
Discipline PolicylProcedures
(subpoenas & correspondence re
legal procedures, disciplinary action,
policies & notes re SKELLY
procedures)
File #
0540
0540-20
0540-30
No
CL+3
3
CL
AS
Yes
while
current
Yes
while
current
No
CL+3
3
CL
AS
Discrimination Complaints (filed
by employee, correspondence and
all backup information)
Grievances (notes, memo, letters
re: disciplinary actions, employee
complaints, investigations
grievance procedure)
0540-40
0540-50
While current;
purposes
1J:::O
III CD
1O",
CD 0
tTlC
f\.)~.
o
::J
Z
o
o
(J)
,
o
o
--.t
a city record
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
laws are created or amended; these schedules should be reviewed on an established basis
50
GC 34090(d);
permanent for
historical/research
Not
No
p
o
2
AS
No
Yes
D/R
P
o
P
D/R
US 2 yr
min
and may change as
AGN
DEPT
Employee Associations (History of
bargaining units, bylaws, election
info, recognition)
Fair Labor Laws & Standards
(FLSA Act, meet & confer info)
Reports & Studies, Regulations &
Policies (city related only)
0540-60
0540-70
WARNING: Retention requirements are temporal
0540-90
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retentionillisposition
Inactive Total Image
Justification
G. C. 34090(d);
Administrative Decision
1602
29 CFR
GC 34090(d)
et seq.
No
2
o
2
DEPT
Record Description
Recruitment & Selection
Administration (general
correspondence & memoranda)
Deleted
Requests for Transfer (employee
request to transfer to another
department or division.l
Deleted
Deleted
Deleted
Vital?
No
2
o
Office
2
OPR
AS
File #
0550
0550-05
0550-10
0550-20
0550-30
0550-40
0550-50
0550-60
1602
29 CFR
GC 34090(d)
et seq.
Yes
No
3
o
3
AS
GC 34090(d), GC 12946 &
29 CFR 1602; until settled; 3
years after settled
Yes
while
current
No
CL+3
3
CL
AS
0550-
Complaints/Investigations/ Appeals
(notes, memo, letters / disciplinary
actions, employee complaints,
investigation procedures)
Position Recruitment Records
(general information, advertising,
brochures, applications, resumes,
examination materials, eligibility
lists, certifications)
Eligibility Lists - Merged w/
60
0550-70
0550-80
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
Yes
P
P
US2yr
min
DEPT
Reports & Studies, Regulations &
Policies (city related only)
0550-90
"1J;;o
III CD
(Q '"
CD 0
U1C
w=.
o
:::J
Z
o
o
(J)
,
o
o
_I
Merged w/
Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
51
& Policy
Regulations
0550-90
WARNING:
0550-95
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
GC 34090(d); Administrative
Decision
GC 34090.7; Destroy when
no longer relevant (originals
are with accounts payable)
GC 34090(d); until program
termination; 2 years after
termination
GC 349090( d); until program
termination; 2 years after
termination
GC 349090( d); until program
termination; 2 years after
termination
No
T+2
2
T
AS
Record Description
Training, Education &
Employment Pro~rams
Administration (general
correspondence & memoranda)
Conferences & Seminars
(information created by outside
sources pertaining to conferences
& seminars, including registration
& backup information)
Educational Programs (for
employees only)
File #
0560
Vital?
No
No
2
D/R
o
o
Office
2
D/R
OPR
DEPT
DEPT
0560-05
0560-10
city
0560-20
No
No
T+2
T+2
2
2
T
T
AS
DEPT
Job Training Programs (completed
and on-going employee training
programs)
Volunteer Programs, City (backup
and general information regarding
volunteer program-includes
applications from volunteers,
timesheets & correspondence.
Include memos, correspondence &
other volunteer records.I
0560-30
0560-40
-0;:0
III CD
lOrn
CD 0
(}1C
~=
o
:::::>
Z
o
o
O"l
,
o
o
---t
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
Yes
P
P
USZyr
min
DEPT
&
Deleted
Reports & Studies, Regulations
Policies (city related only)
0560-50
0560-90
Merged wi
& Policy
Regulations
0560-90
0560-95
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
52
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
34090( d)
34090( d)
G.c. 34090(d); until
expiration; 3 years after
expiration
G.C
Vital?
No
2
o
Office
2
G.C
No
No
OPR
PW
2
T+3
o
3
2
T
PW
CS
Record Description
PUBLIC FACILITIES &
GROUNDS,
General Administration
Building Security Services
(contains information regarding
security of city facilities)
Custodial Services (information
regarding city custodial services)
Facility Use Permits (includes
facility use, permits & insurance
binders)
File #
0600
0600-10
0600-20
0600-30
G.C.34090(d)
G.c. 34090(d);
Administrative Decision
G.C.34090(d);
Administrative Decision
G.C. 34090 (d);
Administrative Decision
Yes
P
P
2
PW
-c:::c
OJ CD
co en
ro 0
UlC
01 =.
o
:::::>
Z
o
o
Q)
,
o
o
......
G.C.34090(d);
Administrative Decision
Yes
P
P
2
PW
G.C. 34090 (d);
Administrative Decision
Yes
P
p
2
PW
&
Municipal Facilities
Administration (general
correspondence & memoranda)
City Hall (construction &
maintenance offacilities)
Community Services Facilities
(contains construction &
maintenance documents)
Trailer Facilities (contains
construction & maintenance
documents)
Fire Facilities (contains
construction & maintenance
documents)
Library (contains construction
maintenance documentsl
0610
0610-05
No
Yes
Yes
2
P
P
o
P
P
2
2
2
DEPT
PW
PW
0610-10
0610-20
0610-25
0610-30
0610-40
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
53
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
G.C.34090(d);
Administrative Decision
40 CFR 262.40, 8 CCR
3204(d)(1)(A), 22 CCR
66262.40; Admin. Decision
G.C 34090(d);
Administrative Decision
G.C. 34090(d);
Administrative Decision
G.C. 34090(d);
Administrative Decision
G.C. 34090(d);
Administrative Decision
G.C. 34090(d);
Administrative Decision
G.C. 34090(d);
Administrative Decision
Vital?
Yes
Yes
P
P
P
P
Office
2
2
OPR
PW
PW
Record Description _
Municipal Facilities (continued)
Materials Handling Yard (contains
construction & maintenance
documents)
Household Hazardous Waste/
RSW A (Maintenance Documents)
File #
0610
0610-45
0610-46
Yes
Yes
Yes
P
P
P
P
P
P
2
2
2
PW
PW
PW
Yes
P
P
2
PW
Yes
Yes
P
P
P
P
2
2
PW
PW
Mobilehome Parks (contains
construction documents)
Public Works Facilities (contains
construction documents)
Sheriff's Substations (contains
construction documents)
Vehicle Maintenance Facilities
(contains construction documents)
Water Reclamation Facilities
(contains construction documents)
Water Treatment Plants (contains
construction documentsl
0610-50
0610-60
0610-65
0610-70
0610-75
0610-80
G.C.34090(d);
G.C. 34090 (d);
Adrninistrative Decision
"0;:0
IDID
co",
CD 0
c:nc
Q):::!':
o
:::>
Z
o
o
(J)
,
o
o
-oJ
G.C. 34090(d);
Administrative Decision
Yes
P
P
2
PW
Creeks / Open Space / Parks
Administration (general
correspondence & memoranda)
Bikeways & Equestrian Lanes
(contains construction &
maintenance documents)
Creeks (contains construction &
maintenance - silt removal,
maintenance, service requests,
flood controil
0620
0620-05
No
Yes
2
P
o
P
2
2
DEPT
PW
0620-10
0620-15
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
54
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
G.c. 34090(d);
Administrative Decision
G.C.34090(d);
Administrative Decision
G.C.34090(d);
Administrative Decision
Yes
Yes
Record Description
Creeks / Open Space / Parks
Lake Poway Facilities (contains
construction & maintenance
documents)
Mini-Parks (contains construction
and maintenance documents)
Parks (construction &
maintenance documents) (i.e. Old
Poway Park, Midland Railroad)
Trails (construction documents)
Vital?
Yes
P
P
Office
2
OPR
PW
File #
0620
0620-20
P
P
P
P
2
2
PW
PW
0620-30
0620-40
G.C.34090(d);
Administrative Decision
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
Yes
Yes
P
P
P
P
2
US2yr
min
PW
DEPT
Reports & Studies, Regulations &
Policies (city related only)
0620-50
0620-90
Regulations & Policy - Merge wi
0620-90
0620-95
"1J;:O
Dl (I)
lO (f)
(I) 0
()1C
.........=.
o
:::J
Z
o
o
())
,
o
o
--..
G.c. 34090(d)
G.C.34090(d);
Administrative Decision
34090( d);
jnistrative Decision
G.c. 34090(d);
Administrative Decision
G.C.
Adm
No
Yes
Yes
Yes
2
P
P
P
o
P
P
P
2
2
2
2
DEPT
CS
RS
CS
Recreation & Cultural Facilities
Administration (general
correspondence & memoranda)
Community Park Facilities
Swim Center
Auditorium
Senior Center
Community Services
Administration Building
Multi-Purpose Centers
(Meadowbrook Gym, Twins Peak
Multi-Purpose Centerl
0630
0630-05
0630-07
0630-10
0630-20
and may cbange as laws are created or amended; tbese scbedules should be reviewed on an established basis.
55
WARNING: Retention requirements are temporal
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
Vital?
Office
OPR
G.C.34090(d);
Administrative Decision
G.C.34090(d);
Administrative Decision
G.C.34090(d);
Administrative Decision
G.C.34090(d);
Administrative Decision
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
Yes
P
P
2
CS
Record Description
Recreational & Cultural
Facilities (continued)
Midland Railroad
File #
0630
0630-25
Yes
P
P
2
CS
Performing Arts Center
0630-30
Yes
P
P
2
CS
Sports Fields/Complexes
0630-40
Yes
Yes
P
P
P
P
2
US2yr
mm
CS
DEPT
Tennis Courts
Reports & Studies, Regulations &
Policies
0630-50
0630-90
34090( d)
G.C
No
2
o
o
2
DEPT
-0;;0
III <1>
<Den
CD 0
Ole
oo~
o
::J
Z
()
o
(J)
,
o
o
--.J
G.C.34090(d)
G.C. 34090; 8 CCR
S3204( d)(I) et seq;
Administrative Decision
G.c. 34090(d)
G.C.34090(d)
G.c. 34090(d);
Administrative Decision
G.C.34090(d)
No
No
Yes
2
2
P
o
P
2
2
US
PW
PW
PW
City Properties, Other
Administration (general
correspondence memoranda)
Merged w/ 0640-05
Merged w/ 0640-05
Landscapin~ & Beautification
Administration (general
correspondence & memorandal
Landscape Proj ects
Chemical Treatment
0640
0640-05
0640-10
0640-20
0650
0650-05
0650-10
0650-15
No
No
Yes
2
2
P
o
o
P
2
US
US
PW
PW
PW
Irrigation
Landscape Supply Information
Litter/Clean-up Programs
0650-20
0650-30
0650-40
amended; these schedules should be reviewed on an established basis.
laws are created or
56
and may change as
WARNING: Retention requirements are temporal
"U;;o
[l) CD
COrn
CD 0
<nc
CD =.
o
::J
Z
o
o
Q)
,
o
o
......
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
File # Record Description OPR Office Inactive Total Image Vital? Justification
0650 Landscaping & Beautification
(continued)
0650-50 Tree Programs (includes Heritage PW US P P Yes G.c. 34090(d);
Trees, Tree City USA, and tree Administrative Decision
plant lists)
0650-55 Tree Surveys & Inventories DSIPW US 0 2 No G.c. 34090; Until superseded
0650-60 Tree Trimming & Removal PW 2 0 2 No G.C.34090(d)
(service requests & Permits)
0650-90 Reports & Studies, Regulations & DEPT US 2 yr P P Yes G.C. 34090(d); until
Policies (city related only) min superseded; permanent for
research value, administration
decision
0650-95 Regulations & Policy -Merged w/
0650-90
WARNING:
and may change as laws are created or amended; these schedules should be reviewed on an established basis.
57
Retention requirements are temporal
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Ima2e
Vital?
Office
OPR
Justification
34090( d)
GC 34090(d); C.C.P. 337 et
seq.; while current; permanent
for historic/ evidential value;
Administrative Decision
*P=Infrastructure, Land,
Mutual Aid, JPA, MOD
GC
Yes
while
current
No
Yes
2
p*
o
p*
2
CL
DEPT
CC/
DEPT
Record Description
LEGAL & LEGISLATIVE
Agreements/Contracts
Administration (general
correspondence & memoranda)
Agreements/Contracts (not listed
below, includes bid notices,
proposals, plans & specs, change
orders. certificates of completion,
notice of completion- filed by
project number. alpha or annual)
File #
0700
0700-05
0700-10
GC 34090(d); C.C.P. 337 et
seq.; while current; permanent
for historic/ evidential value;
Administrative Decision
Yes
while
current
Yes
T+10
P
10
P
T
CL
CC/
DEPT
CC
Agreements/Contracts - other
Deleted
San Diego County (agreements
with City of Poway)
0700-20
0700-25
"'0;:0
Q) CD
(0",
CD 0
me
Q:::::!".
o
::J
Z
o
o
0)
,
o
o
-..j
GC 34090(d); C.C.P. 337 et
seq.; while current; permanent
for historic/ evidential value;
Administrative Decision
GC 34090(d); C.C.P. 337 et
seq.; while current; permanent
for historic/ evidential value;
Administrative Decision
GC 34090(d); C.C.P. 337 et
seq.; while current; permanent
for historic/ evidential value;
Administrative Decision
Yes
while
current
Yes
P
P
CL
CC
Special Districts (agreements with
City of Poway)
0700-30
Yes
while
current
Yes
P
P
WC
CC
State ofCalifomia (agreements
with City of Poway)
0700-35
Yes
while
current
Yes
P
P
CL
CC
U.S. Government (agreements
with City of Poway)
0700-40
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
S8
CITY OF POWAY RECORDS RETENTION/DISPOSITION SCHEDULE
-
RetentionlDisposition
Inactive Total Imaee
Office
OPR
Justification
GC 34090(d); while current;
administrative decision
Vital?
Yes
while
Yes
P
P
CL
CC
Record Description
Agreements/Contracts
(continued)
Employee Memoranda of
Understanding
File #
0700
0700-50
GC 34090(d); c.c.P. 337 et
seq.; while current; permanent
for historicl evidential value;
Administrative Decision
GC 34090(d); C.C.P. 337 et
seq.; until expiration; 4 years
after expiration to cover the
statute of limitations for
written contracts;
Administrative Decision
GC 34090(d); c.c.P. 337 et
seq.; until expiration; 4 years
after expiration to cover the
statute oflimitations for
written contracts;
Administrative Decision
current
Yes
while
current
Yes
P
P
CL
CC
Franchise Agreements (Cox
Communications. EDCO & Time
Warner)
0700-60
Yes
while
current
No
T+4
4
T
CC
(pertains to
Lease Agreements
real property)
0700-70
Yes
No
T+4
4
T
CC
GC 34090(d)
No
2
o
2
DEPT
-0::0
III CD
(Q CIl
CD 0
(J)e
....Jr..~
o
:J
Z
o
o
(J)
,
o
o
-..t
GC 34090(d)
GC 34090(d)
reviewed on an established basis.
Yes
No
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be
59
2
2
o
o
2
2
C.C
CC
LeaseIPurchase Contracts (equip-
- -
City Council _
Administration (general
correspondence & memoranda,
verbatim transcripts))
Agendas
Meeting Notices! Affidavits of Posting
ment maintenance & service
agreements)
0700-80
0710
0710-05
0710-10
0710-20
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
RetentionlDisposition
Inactive Total Irnaee
Justification
GC 34090(e); GC
54953.5(b); may image
minutes, but keep hard copy
Vital?
Yes
Yes
P
P
Office
P
OPR
CC
Record Description
City Council (continued)
Minutes (originals) (audio tapes
may be destroyed after 30 days
and approval of the minutes)
File #
0700
0710-30
GC 34090(d); permanent,
administrative decision
GC 34090 (d); while
current, permanent for
historic value
GC 34090( d); while current;
retain minimum of3 years
G.C. 34090(d); until
superseded; permanent for
research value,
administration decision
Yes
Yes
P
P
P
P
2
CL
CC
CC
Commendations/Proclamations
(Received)
Appointments/Resignations
(elected offices)
0710-40
0710-50
No
2
2
CL
CC
Yes
P
P
US 2 yr
min
DEPT
&
City Council, Outside Committee
Representatives
Reports & Studies, Regulations
Policies (city related only)
0710-60
0710-90
-0;;0
ill CD
<au>
<D 0
Ole
N=.
o
::l
Z
9
o
(J)
,
o
o
---J
Yes
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
60
GC 34090(d)
GC 34090(d)
GC 34090(e); may image
but retain hard copy)
G.C. 34090(d); until
superseded; permanent for
research value,
administration decision
GC 34090( d)
No
Yes
No
Yes
3
2
2
P
o
o
o
P
2
2
2
CL
DEPT
CC
CC
CC
Poway Redevelopment
Administration (general
correspondence & memoranda)
Agendas
Meeting Notices! Affidavits of Posting
Minutes (originals)
Aeency
0715
0715-05
0715-10
0715-20
0715-30
Yes
P
P
US 2 yr
min
DEPT
Reports & Studies, Regulations &
Policies (city related only; may
include copy of bylaws))
0715-90
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Jnstification
Vital?
Office
OPR
GC 34090( d)
GC 34090( d)
Decision
GC 34090(e); may image but
retain hard copy)
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
GC 34090( d)
No
Yes
No
2
2
2
o
o
o
2
2
2
DEPT
CC
CC
Record Description
Public Financing Authority
Administration (general
correspondence & memoranda)
Agendas
Meeting Notices/Affidavits of Posting
File #
0718
0718-05
0718-10
0718-20
Administrative
Yes
Yes
Yes
P
P
P
P
p
USZyr
min
CC
DEPT
Minutes (original)
Reports & Studies, Regulations &
Policies (Authority related only)
0718-30
0718-90
GC 34090( d)
No
3
I
2
DEPT
Conflicts ofInterest
Administration (general
correspondence & memoranda)
Economic Interest Filings (Form
700)
0720
0720-05
0720-10
-U::O
1ll 11l
(Q (f>
11l 0
Q)C
w=
o
::J
Z
o
o
Q)
,
o
o
---J
GC 81009(f)(g); permanent
(only 4 years is required);
Administrative Decision
Yes
p
p
T
CC
Mayor, Council, City Manager,
City Treasurer/Finance Director,
City Attorney - originals filed
with State
GC 81009(e)(g)
No
7
5
2
CC
Designated employees, designated
board! commission members
Filing Instructions & Forms
0720-20
while current,
Not a City record;GCuntil
superseded
GC 34090(d)
permanent
No
Yes
US
P
o
p
US
CL
CC
CC
Code, City
of Interest
Conflict
0720-30
amended; these schedules should be reviewed on an established basis.
and may change as laws are created or
61
WARNING: Retention requirements are temporal
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Ima2e
Justification
Vital?
Office
OPR
Record Description _
Conflict ofInterest {continued)
File #
0720
Until
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
Not a City record
superseded
No
Yes
US
P
o
P
US
US 2 yr
min
CC
DEPT
Procedures
Reports & Studies, Regulations &
Policies (city related only)
0720-85
0720-90
GC 34090(d)
Destroy when no longer
relevant
G. C. 34090(d)
No
2
o
2
CC
Elections
Administration (general
correspondence & memoranda)
Planning Materials/Referencel
(general election material &
information, election forms,
precinct materials)
Initiatives (ballot propositions
submitted by the public to be
placed on the ballot & related
material) If certified, create
Election Case File; Includes
Recalls
0725
0725-05
No
No
2
D/R
o
o
2
D/R
DEPT
CC
0725-10
0725-20
-0;:0
ill CD
(0 '"
CD 0
(J)C
j::::..:::=-.
o
::J
Z
o
o
())
,
o
o
--..t
E.C. 17200, 17400; the S
month retention applies after
election results, or final
examination ifno election.
unless a
No
8mos
o
Smos
Original Petitions (do not make or
retain any copies)
legallFPPC
laws are created or amended; these schedules should be reviewed on an established basis.
62
Applies
proceeding.
WARNING: Retention requirements are temporal and may change as
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Justification
GC 34090(d)
Vital?
Retention/Disposition
Inactive Total Imaee
- - -
- - -
o 2 No
Office
2
OPR
CC
Record Description
Elections (continued)
Referendum (aka ballot measures
to be placed on the ballot &
related materials.) If certified,
create Election Case File
File #
0725
0725-25
E.C. 17200, the 8 month
retention applies after election
results, or final examination if
no election. Applies unless a
legal/FPPC proceeding.
No
8 mos
o
mos
8
make or
Original Petition (do not
retain any copies)
GC 34090(d); administrative
decision; retain for historical!
research value
Yes
P
P
4
CC
GC Not a city Record; Until
superseded
GC 81 009(b )(g)
No
US
o
US
CCI
AGN
CC
permanent
5 years
GC 81 009(b )(g),
GC 80 I 09(b )(g)
Yes
No
No
P
5
7
P
3
5
CL
2
2
Election Case Files (Municipal &
Special elections; includes plan-
ning material, correspondence,
schedules, nomination papers,
certificates of election.
Campaign Filing Instructions &
Forms
Campaign Statements - Successful
Candidates
Unsuccessful Candidates
Statements -
Merged wi
Special Elections -
0725-40
0725-30
0725-40
0725-45
0725-50
"'0;0
Q) CD
<O<n
CD 0
me
(J1 ~.
o
::J
Z
o
o
(J)
,
o
o
--.J
CC
Campaign
Cornmittees
Voter Registration/Outreach
0725-55
Destroy when no longer
relevant
GC 34090(d), while current
permanent for historic value;
Administrative Decision
No
Yes
DR
P
o
P
D/R
CL
AGN
CC
Oaths of Office (elected only)
0725-60
0725-65
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
63
CITY OF POW A YRECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Imal!:e
Justification
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
Vital?
Yes
P
P
Office
yr
2
US
min
OPR
DEPT
Record Description
Elections (continued)
Reports & Studies, Regulations &
Policies (city related only)
File #
0725
0725-90
GC 34090( d
No
2
o
2
DEPT
GC 34090( d)
GC 34090( d)
GC 34090( d); administrative
decision
No
2
o
2
DEPT
Le~al Operations
Administration (general
correspondence & memoranda)
Affidavits of Posting (posting of
legislative meeting notices)
Affidavits of Publication (postings
of public hearings & ordinance
summaries - should be filed with
case file)
Amicus Brief Filings
Merged with 0725-90
0725-98
0730
0730-05
No
Yes
2
2
o
o
2
2
CC
DEPT
0730-10
0730-20
0730-25
GC 34090(d); administrative
decision
Yes
P
P
CL
CM
GC 34090(d); until expired, 3
years after expiration;
Administrative Decision
No
T+3
3
T
DEPT
Deleted
Legal Opinions (City Attorney &
outside counsel legal opinions
regarding various issues & legal
procedures)
Notary Bonds/Certificates
0730-30
0730-40
0730-50
-0;:0
ill CD
(Q (f>
<l> 0
Ole
()) =.
o
::J
Z
o
o
Ol
,
o
o
--..t
Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
64
WARNING:
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
GC 34090(d); until
terminated; transfer to PERS
employee file;
Administrative Decision
Vital?
Yes
P
P
Office
T
OPR
CC
Record Description
Lel:al Operations (continued)
Oaths of Office (aka Loyalty oaths-
City employees, boardslcommissions
& consultants) (For Mayor/Council,
see 0725-65)
File #
0730
0730-60
GC 34090(d)
GC 34090(d); Until Settled:
Permanent; Administrative
Decision; file with related
No
Yes
2
P
o
P
2
CL
CC
CC
Subpoena Duces Tecum
Summons
0730-70
0730-71
litigation records
G.c. 34090(d); until
superseded; permanent for
research value,
administration decision
Yes
P
P
US 2 yr
min
DEPT
Reports & Studies, Regulations &
Policies (city related only)
0730-90
GC 34090(d);
Administrative Decision
GC 34090( d); until settled;
5 years after settled to meet
municipal government
auditing standards; GC
34090(b); until settled;
permanent, Administration
Decision
GC 34090(d); until settled;
Administrative Decision
Yes
while
current
No
No
2
CL+5
o
5
2
CL
DEPT
CM
Litil:ation
Administration (general
correspondence & memoranda)
Pending Litigation (general
information, investigation requests
& cases that do not result in legal
action)
0735
0735-05
0735-10
Yes
while
Yes
P
P
CL
CM
-0;;0
ill CD
(Qu>
CDQ..
me
-.J=
o
::J
Z
o
o
(J)
,
o
o
-,
G. C. 34090(d); until
settled; Administrative
Decision
current
Yes
while
current
Yes
P
P
CL
CM
Existing Litigation - Civil Case
(lawsuits on behalf of city and
defense of cases against the city)
Existing Litigation - Criminal
Case (lawsuits regarding
violations of Powa)' ordinancesl
0735-20
0735-30
reviewed on an established basis.
are created or amended; these schedules should be
65
laws
Retention requirements are temporal and may change as
WARNING:
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Justification
-
Vital?
Retention/Disposition
Inactive Total Imaee
Office
OPR
Record Description
Litigation (continued)
Deleted
File #
0735
0735-40
0740
0740-05
GC 34090(d);
Administrative Decision
GC 34090 ; originals filed
permanently with City Clerk
GC 34090 ; originals filed
permanently with City Clerk
GC 34090 ; originals filed
permanently with City Clerk
Yes
No
No
2
P
o
P
2
CL
DEPT
CC
Legislation
Administration (general
correspondence & memoranda)
Municipal Code- The code is a
compilation of all ordinancesl-
Ordinances
0740-10
Yes
Yes
No
No
P
P
o
o
P
P
CC
CC
GC 34090(d)
Destroy when no longer
relevant; recommend retain
3-6 months for reference
GC 34090( d)
Not a city record
No
No
N
No
2
D/S
2
DIR
o
o
o
o
2
DIR
2
DIR
eM! AS
AGN
DEPT
AGN
Deleted
Legislative Advocacy (Federal &
State lobbyist correspondence for
reference, contract salary &
financial reporting information)
Legislative Bulletins (bulletins
received from League of Ca.
Cities)
Legislation Pending, State & Federal
(general correspondence regarding
Federal and/or State legislation)
Legislation Enacted (State &
Federal, (annual legislative
briefinf!:s &billsl
Resolutions
0740-20
0740-30
0740-40
0740-45
0740-50
0740-55
0740-60
-C;:C
III CD
<Cl (f>
<D 0
me
Q)::!:
o
::J
Z
o
o
Q)
,
o
o
--.t
laws are created or amended; these schedules should be reviewed on an established basis.
66
WARNING: Retention requirements are temporal and may change as
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retentionffiisposition
Inactive Total Image
Justification
Vital?
Office
OPR
a city record
Not a city record;
Administrative Decision
GC 34090( d)
G.C. 34090(d); until
superseded; permanent for
research value,
administration decision
Not
No
No
No
Yes
D/R
D/R
2
P
o
o
o
P
D/R
D/R
2
US 2 yr
mm
DEPT
DEPT
CC
DEPT
Record Description
Legislation (continued)
Brown Act general information &
copies as this is a State law)
Americans with Disabilities Act
(general information & copies as
this is a State law)
Maddy Act (procedures & general
correspondence re appointments
to Boards & Commissions)
Deleted
Reports & Studies, Regulations &
Policies (city related only)
File #
0740
0740-65
0740-70
0740-75
0740-80
0740-90
5
settled,
GC 34090( d)
GC 34090(d); until
years after settled;
Administrative Decision
-0;:0
III co
COcn
CD 0
me
c.o =-.
o
::J
Z
o
C>
(J)
,
C>
C>
--..J
GC 34090(d); until settled;
3 years after settled;
Excludes Liens, which must
be retained permanently;
Administrative Decision
No
CL+5
5
CL
DS
Code Compliance
Administration (general
correspondence & memoranda)
Complaints/Investigations (initial
citations, follow-up correspond-
ence, various pleadings & work-up
of investigations)
Code Compliance Case Files,
Active (i.e. Nuisance Abatement,
Vehicle Abatement - cases filed by
address/name containing notice of
violation, office notes & pertinent
documentations, pictures, etc.)
Code Compliance Case Files Closed -
Merged wi 0750-20
0750
0750-05
No
No
2
CL+5
o
5
2
CL
DEPT
DS
0750-10
0750-20
0750-30
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
67
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retentionillisposition
Inactive Total Image
Justification
2 years after
G.C. 34090(d); until
superseded; permanent for
research value,
administration decision
Yes
P
P
US2yr
min
DEPT
Record Description
Code Compliance (continued)
Vehicle Abatement Case Files
(Abandoned Vehicle)
Reports & Studies, Regulations &
Policies (city related only; i.e.
Abandoned Vehicle))
GC 34090(d);
settlement
Vital?
CL+2
2
Office
CL
OPR
DS
File #
0750
0750-40
0750-90
GC 34090(d);
Administrative Decision
GC 34090(a), 34090.5;
while current; permanent;
administrative decision
No
Yes
2
P
o
P
2
CL
DEPT
PW
"'0:;0
III CD
COrn
lD 0
-..tC
0=.
o
::J
Z
o
o
(J)
.
o
o
-.t
GC 34090(d); while current
permanent; administrative
decision
GC 34090(d), while current
permanent; administrative
decision
GC 34090(d); while current
permanent; administrative
decision
GC 34090(d), while current
permanent; administrative
decision
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
68
Yes
Yes
Yes
Yes
P
P
P
P
P
P
P
P
CL
CL
CL
CL
PW
PW
PW
PW
Assessment & Community
Facilities District Formation
Administration (general
correspondence & memoranda)
Community Facilities Districts
Case Files (application & back-
up information for implementa-
tion)
Landscape Maintenance Districts
Case Files (application & backup
information for implementation)
Lighting Districts Case Files
(application & backup information
for implementation)
Sewer Assessment Districts Case
Files (application & backup
information for implementation)
Water Assessment Districts Case
Files (application & backup
inf2.rmation for implementationl
0760
0760-05
0760-10
0760-20
0760-30
0760-50
0760-40
CITY OF POWAY RECORDS RETENTION/DISPOSITION SCHEDULE
Justification
GC 34090( d)
Vital?
Retention/Disposition
Inactive Total Imaj!e
- - -
- - -
o 2 No
Office
2
OPR
DEPT
Record Description
Special Permits & Licenses
Administration (general
correspondence & memoranda)
Bingo Application-Merged wi
0770-60
File #
0770
0770-05
0770-10
GC 34090(d); until expired;
2 years after expiration
No
T+2
2
T
AS
Festival Permits -Merged wi 0770-
60
Film Permits-Merged wi 0770-60
Newsrack Permit (application &
backup information)
Parade Permits -Merged w/ 0770-
60
0770-20
0770-30
0770-40
GC 34090( d); until expired;
3 years after expiration
No
2
o
2
AS
G.C. 34090(d); until
superseded; permanent for
research value,
administration decision
Yes
P
P
US2yr
rmn
DEPT
Facility Use Permits (i.e.
permits/applications for bingo,
festivals, films, parades, etc.)
Reports & Studies, Regulations &
Policies (city related only)
0770-50
0770-60
0770-90
& Policies -Merged wi
Regulations
0770-90
0770-95
-0:;0
OJ <D
<0 en
<D 0
--JC
.....lr..:=.
o
::J
Z
o
o
(j)
,
o
o
--J
GC 34090(d)
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
69
No
2
o
2
DEPT
Real Property
Administration (general
correspondence & memoranda)
0780
0780-05
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retentionillisposition
Inactive Total Imaee
Justification
GC 34090(a)(d); while current;
permanent; image for safety
only - RETAIN PAPER
ORIGINAL OF APPRAISAL
ONLY; portions of file not
affecting the title of the property
are an Administrative Decision
Vital?
Yes
Yes
P
P
Office
CL
OPR
AS/
RD/
CC
Record Description
Real Property (continued)
Property Acquisition (appraisals,
agreements, relocations, transfers
and correspondence regarding
acquisition of Real Property.
File #
0780
0780-08
-0:;0
ill CD
lOll>
CD 0
---Jt:
tv=:
o
:J
Z
9
~
,
o
o
--..J
GC 34090(a)(d); while current;
permanent; microfilm for
safety only; portions of file not
affecting the title of the
property are an administrative
decision
GC 34090(a)(d); while current;
permanent; microfilm for
safety only; portions of file not
affecting the title of the
property are an Administrative
Decision
Yes
Yes
P
P
CL
AS/
RD
Property Transfers -Merged
w/0780-08
Property Disposal (records,
agreements & correspondence
regarding real property)
0780-10
0780-20
Yes
Yes
P
P
CL
AS/
RD
Condemnation Proceedings (i.e.
Eminent Domain - appraisals,
correspondence, legal & court
documents)
0780-30
GC 34090(a); while current,
permanent, image for safety
only RETAIN PAPER
ORIGINAL
GC 34090(a); while current;
permanent; image for safety
only
Yes
Yes
P
P
CL
CC
Recorded Documents (original
city deeds & easements recorded
by County)
0780-40
Yes
Yes
P
P
CL
cc
Irrevocable Offers of Dedication
(correspondence and back-up
information of successful &
unsuccessjUloJrers)
0780-50
these schedules should be reviewed on an established basis.
and may change as laws are created or amended;
70
WARNING: Retention requirements are temporal
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Imaee
Jnstification
GC 34090(a); while current;
permanent; image for safety
onll'
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
Yes
P
P
USZyr
min
DEPT
Record Description _
Real Property (continued)
Vacations/ Abandonmentsl
Relinquishments (correspondence
& background information)
Merged wi 0810-60 & 0810-62
Reports & Studies, Regulations &
Policies (city related only)
Vital?
Yes
Yes
P
P
Office
CL
OPR
cc
File #
0780
0780-60
0780-65
0780-90
-0;;0
ill <1>
<Ou>
<1>Q.
---JC
w~.
o
:J
Z
9
o
())
,
o
o
---J
Regulations & Policies -Merged
wi 0780-90
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
71
0780-95
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
GC 34090( d)
GC 34090(d); while current;
permanent for research!
historic value; Administrative
Decision
Yes
Yes
P
P
CL
DS
main
Record Description
CONSTRUCTION &
ENGINEERING
General Administration
Administration (general
correspondence & memoranda;
contain reference informationl
Aerial Photography
Vital?
No
2
o
Office
2
OPR
DEPT
File #
0800
0800-05
0800-10
GC 34090(d); permanent for
research! historic value;
Administrative Decision
GC 34090(d); while current;
permanent for research!
historic value; Administrative
Decision
Yes
P
P
2
DS
Reports
Deleted
Building Permit
0800-20
0800-30
Yes
P
P
CL
DS
Building Statistics
0800-40
"U::c
Q)!D
COm
!DO
---.Ie
~~
o
::>
Z
o
o
(J)
,
o
o
--J
GC 34090(d)
GC 34090(d) H&S 19850;
while current; permanent for
life of structure;
administrative decision
Yes
while
current
No
Yes
2
P
o
P
2
CL
DEPT
DS
Plans, Permits & Inspections
Administration (general
correspondence & memoranda)
Building Permits (includes permits
& inspections for commercial and
residential active and inactive files)
0810
0810-05
0810-10
GC 34090( d); until expired; 2
years after expiration
Yes
while
current
No
T+2
2
T
DS
Deleted
Blasting Permits
0810-20
0810-25
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
72
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
-
RetentionlDisposition
Justification
GC 34090(d); until expired; 2
years after expiration
Vital?
Yes
while
current
Irn~
No
Total
T+2
Inactive
o
Office
T
OPR
DS
Record Description
Plans, Permits & Inspections
(continued)
Commercial Permits Pending
Merge w/Project File
Commercial Plans, Active -
Merged wi 0810-10
Commercial Plans, Closed -
Merged wi 0810-10
Demolition Permits
File #
0810
0810-30
0810-40
0810-35
0810-38
Residential Permits, Pending-
Merged wi 0810-10
Residential Plans, Active -Merged
wi 0810-10
Residential Plans,
w/081O-10
0810-50
0810-55
GC 34090(a)(d); until expired
GC 34090. Microfilm for
safety only. Retain paper.
GC 34090(d); until expired; 2
years after expiration
GC 34090(d); Administrative
Decision
Yes
Yes
T+2
P
2
P
T
2
DS
DS
-Merged
Closed
Right-of-Way Permits
Encroachment Permits
0810-58
0810-60
0810-62
Yes
Yes
while
current
No
No
T+2
P
2
P
T
T
DS
DS
"U;;O
III (1)
<0 CJ>
CD 0
-..Ie
01=
o
::J
Z
9
o
())
,
o
o
--..J
GC 34090(d); until expired; 2
years after expiration
GC 34090(d); until expired; 2
years after expiration
Yes
current
No
No
T+2
T+2
2
2
T
T
DS
DS
Excavation Permits & Inspections
Grading Permits & Inspections
(includes inspection logs, permit
issued after approval of grading plan;
administrative clearinR permits)
Moving Permits (oversized items
being moved on public streets)
Well Permits
0810-65
0810-70
0810-75
0810-80
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
73
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Justification
Vital?
Imal!:e
Total
Inactive
Office
OPR
GC 34090( d); until expired; 2
years after expiration
Yes
while
current
No
T+2
2
T
PW
Record Description
Plans, Permits & Inspections
(continued)
Water Permits (Recycled, Potable,
Storm Water, Waste Water)
File #
0810
0810-82
GC 34090 et seq.;
Administrative Decision
Yes
while
current
Yes
P
P
P
DS
Plan Checks (Soil Studies, Plans &
Permits)
0810-85
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
Yes
P
P
US2yr
min
DEPT
&
Reports & Studies, Regulations
Policies (city related only)
0810-90
Merged
& Policies-
Regulations
w/ 0810-90
Streets,
0810-95
GC 34090(a)
GC 34090(d); 34090.5; while
current; permanent for
research! historic value
No
Yes
2
P
o
P
2
CL
DEPT
DS/
PW
Curbs &
Administration (general
correspondence & memoranda)
Individual Street Files (general and
crack sealing)
Sidewalks,
Gutters
0820
0820-05
0820-10
GC 34090(d); until
superseded; minimum of 2
years
GC 34090
Yes
No
2
2
US
PW
Inventories/surveys (streets,
sidewalks, curbs, etc)
0820-15
'U;u
III CD
(Q C/l
CD 0
--lC
Q):::!':
o
::J
Z
o
o
(J)
,
o
o
......
Yes
2
o
2
PW
GC 34090
GC 34090( d), until
superseded; permanent for
historic value; Admin. Dec.
Yes
while
current
Yes
Yes
2
P
o
P
2
US
PW
DS/
PW
Maintenance, General (Inspections,
repairs, complaints)
Maintenance Programs
Medians
0820-20
0820-25
0820-30
and may change as laws are created or amended; these schedules should be reviewed on an established basis.
74
W ARNlNG: Retention requirements are temporal
CITY OF POW A YRECORDS RETENTION/DISPOSITION SCHEDULE
-
RetentionlDisposition
Justification
Vital?
Imaee
Total
Inactive
Office
OPR
Record Description
Streets, Sidewalks, Curbs &
Gutters {continued)
File #
0820
Deleted
Deleted
Street Mileage Inventories
(inventory of city streefl
Street Names
0820-40
0820-50
0820-60
until
for
GC 34090(d); 34090.5
superseded
G. C. 34090(d); 34090,5;
while current; permanent
research! historic value;
Administrative Decision
Yes
No
Yes
2mon.
P
o
P
us
CL
DS
DS
0820-70
GC 34090( d) until
superseded; permanent for
research/historic value;
Administrative Decision
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
Yes
while
current
Yes
Yes
P
P
P
P
us
US Z yr
min
PW
DEPT
Street Sweeping - Merge w 0700-
10 Contracts/Agreements
Master Plans, City
Reports & Studies, Regulations &
Policies (city related only)
0820-80
0820-90
0820-85
GC34090(d)
GC34090(d); permanent for
research value;
No
No
2
P
o
P
2
CL
DS
DS
Bridges
Administration
Bridge Case Files
0830
0830-05
0830-10
-0;:0
m (1)
(Q (f)
(1) 0
~c
-.J:=.
o
::>
Z
o
o
<Jl
,
o
o
~
GC34090(d); permanent
research value;
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
for
No
Yes
P
P
P
P
CL
USZyr
min
DS
DEPT
&
Calculations
Reports & Studies, Regulations
Policies (city related only)
0830-20
0830-90
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
75
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Image
Justification
34090( d)
GC
Vital?
No
Total
2
Inactive
o
Office
2
OPR
DEPT
Record Description
Highways & Freeways
Administration (general
correspondence & memoranda)
File #
0840
-
0840-05
GC 34090(d);while current;
permanent for researcb/
historic value; Administrative
Decision
GC 34090(d)
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
Yes
P
P
CL
DS
Case files (projects files for
highways &freeways)
0840-10
No
Yes
2
P
o
P
2
US 2 yr
min
DS
DEPT
&
Caltrans Development Review
Reports & Studies, Regulations
Policies (city related only)
0840-80
0840-90
Regulations & Policies -Merged
w/0840-90
0840-95
GC 34090(d)
No
2
o
2
DEPT
Traffic Engineering
Administration (general
correspondence & memorandal
Deleted
0850
0850-05
-0:;0
III <D
lO CJ>
CD 0
-....Ie
OJ ~.
o
::J
Z
o
o
(J)
,
o
o
-....I
for
for
GC 34090
GC 34090(d); Permanent for
research value
No
No
2
P
o
P
2
CL
PW
OS
Circulation (street circulation
information)
Pavement Markings/Striping
(srriping & pavemenr marking
information)
Pedestrian Safety (pedestrian
safety program information)
Signal & Lighting Maintenance
Signalized Intersections (Counts,
Collisions & Accidents)
0850-10
0850-20
GC 34090( d)
GC 34090(d); permanent
research value;
Administrative Decision
GC 34090(d); Permanent
research value
No
No
No
US+2
P
P
o
P
2
2
2
2
DS
DS
DS
0850-25
0850-30
0850-40
0850-50
and may change as laws are created or amended; these schedules should be reviewed on an established basis.
76
WARNING: Retention requirements are temporal
CITY OF POW A Y RECORDS RETENTIONIDISPOSITION SCHEDULE
-
Retention/Disposition
Inactive Total Ima2e
Justification
GC 34090
Vital?
No
2
o
Office
CL
OPR
DS
Record Description
Traffic En2ineerin2 (continued)
Signing & Hardware (Inventory &
Locations)
File #
0850
0850-60
GC 34090( d); speed surveys
good for 7 years;
Administrative Decision
GC 34090, until superceded
GC 34090(d); until
superseded; minimum of 5
years per administrative
decision
No
9
2
7
DS
Speed Zone Surveys
0850-65
No
No
US+2
US+5
o
5
us
US
DS
DS
Street Lighting, General
Traffic Surveys (general informa-
tion about traffic studies &
surveys)
0850-70
0850-75
for
GC 34090( d);
superseded
GC 34090( d);
superseded
GC 34090(d); permanent
researcblhistoric value
Deleted
Vehicular Volume Counts
0850-80
0850-85
until
No
US+2
2
US
DS
until
Yes
while
current
No
Yes
US+2
P
2
o
us
CL
DS
DS
Maintenance
Master Plans
0850-86
0850-87
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
Yes
P
P
yr
2
US
min
DEPT
-0::0
Dl <D
<0 en
<D 0
.....e
<.D ::t.
o
:J
Z
o
o
(J)
,
o
o
.....
are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
77
Reports & Studies, Regulations &
Policies (city related - Street
lighting, studies, circulation, rate
sheets & inventories; pedestrian
safety studies)
Regulations & Policy - Merged w/
0850-90
0850-90
0850-95
WARNING: Retention requirements
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retentionillisposition
Justification
Vital?
Image
Total
Inactive
Office
OPR
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
G.c. 34090(d); until
superseded; permanent for
research value,
administration decision
No
Yes
Yes
Yes
Yes
Yes
2
P
P
P
P
P
o
P
P
P
P
P
2
CL
CL
CL
CL
US2yr
min
DEPT
DS
DS
DS
DS
DEPT
Record Description
Parking Control
Administration (general
correspondence & memoranda)
Curb Zones
Parking Facilities / Lots, City
Parking Facilities / Lots, Private
Statistical Data
Reports & Studies, Regulations &
Policies (city related only)
File #
0860
0860-05
0860-10
0860-20
0860-25
0680-60
0860-90
Deleted
& Policy
Regulations
w/0860-90
0860-95
Storm Drainage & Flood
Control
0870
GC 34090(d)
GC 34090(d), 34090.5;
while current; permanent for
research! historic value
No
Yes
2
P
o
P
2
CL
DEPT
DS/
PW
Administration (general
correspondence & memoranda)
Improvement Projects (includes
standards & specifications - also see
0700-10 Contracts)
0870-05
0870-10
-0;;0
W CD
CO CI>
CD 0
roc
0=.
o
:J
Z
9
o
(j)
,
o
o
--J
a
and may change as laws are created or amended; these schedules should be reviewed on an established basis.
78
GC 34090(d); until settled
minimum 2 years after
settled; Admin. Decision
GC until superseded (not
city recordl
No
US+2
o
US
PW
/ Inquiries /
Service Requests
Outcomes
0870-20
No
US
o
US
DS/
PW
Federal Flood Insurance Program
(aka FEMA reports; maps)
are temporal
Retention requirements
WARNING:
0870-40
CITY OF POWAY RECORDS RETENTION/DISPOSITION SCHEDULE
RetentionIDisposition
Inactive Total Image
Justification
Vital?
Office
OPR
GC 34090( d); 40 CFR
122.21. 40 CFR 122.41
No
3
o
3
DSI
PW
Record Description
Storm Drainage & Flood
Control (continued)
NPDES (National Pollutant
Discharge Elimination System -
Monitoring Records)
NPDES Permits
File #
0870
0870-50
Administrative.
GC 34090;
Decision
GC 34090(d), while
current; permancnt for
research/historic value
G.C. 34090(d); until
superseded; permanent for
research value,
administration decision
No
Yes
Yes
P
P
P
P
o
P
P
CL
USZyr
min
DS/
PW
DSI
PW
DEPT
Master Plans (city related only;
copies of maps, studies, general
info. & correspondence)
Reports & Studies, Regulations &
Policies (city related only)
0870-55
0870-80
0870-90
-0;:0
OJ (])
(Q fI>
(]) 0
OJ!;.
~ -.
o
::J
Z
o
o
Q)
,
o
o
---.J
Merged
and may change as laws are created or amended; these schedules should be reviewed on an established basis.
79
Regulations & Policies -
wi 0870-90
WARNING: Retention requirements are temporal
0870-95
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Justification
Vital?
Retention/Disposition
Inactive Total Image
Office
OPR
Record Description
PUBLIC UTILITIES
Communications
File #
0900
0900-05
34090( d)
34090( d)
G.C
GC
No
No
2
2
o
o
2
2
DEPT
CS
Administration (general
correspondence & memorandal
Cable Companies
Merged wI 0900-10
Fiber Optics
Deleted
34090(<1)
GC 34090(d)
GC 34090(d)
GC 34090( d)
GC 34090(d)
GC 34090{ d)
GC 34090(d)
GC 34090(d)
G.c. 34090(d); until
superseded; permanent for
research value, administration
decision
GC
No
No
No
No
No
No
No
No
Yes
2
2
2
P
2
2
2
2
2
o
o
o
P
o
o
o
o
o
2
USZyr
min
2
2
2
2
2
2
2
PW
PW
PW
PW
PW
PW
CS
PW
DEPT
Paging Devices
Radio Devices
Radio Logs
Satellite Antennas
Telephone Systems
Deleted
Pay Telephones
Wireless Communications
Reports & Studies, Regulations &
Policies (city related only)
0900-10
0900-15
0900-20
0900-22
0900-30
0900-40
0900-45
0900-50
0900-60
0900-65
0900-70
0900-75
0900-90
-0;0
III CD
(Off>
CD 0
me
1\.):=.
o
:J
Z
o
o
<J>
,
o
o
--J
GC 34090(d)
amended; these schedules should be reviewed on an established basis.
No
2
o
WARNING: Retention requirements are temporal and may change as laws are created or
80
2
DEPT
Merged wI 0900-90
Underground Utilities
Administration (reference
material, general correspondence
& memoranda)
0900-95
0910
0910-05
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
RetentionlDisposition
Inactive Total Image
GC 34090(d); while current;
permanent -
GC 34090(d) and 34090.7;
Original records maintained
by the City Clerk
GC 34090 et seq.
G. C. 34090. May destroy
when no longer relevant.
Non-record
G.c. 34090(d); until
superseded; permanent for
research value, administration
decision
Justification
Vital?
Yes
Yes
Yes
Yes
P
P
D/R
P
P
o
o
o
Office
2
P
D/R
CL
OPR
DSI
CC
DS
PW
DS
Record Description
Underground Utilities
(continued)
Underground Waivers (formerly:
Deferments)
Underground Utility Districts
(backup information regarding
creation of districts)
Underground Plans
Underground Service Alert Program
from utility companies (work
performed by others-not City)
File #
0910
0910-10
0910-30
0910-40
0910-20
Yes
P
P
US2yr
min
DEPT
Reports & Studies, Regulations &
Policies (city related only)
0910-90
Merged
-0;:0
Dl CD
<0 (f)
CD 0
coc
w~.
o
::J
Z
o
o
(J)
,
o
o
......
Until superseded; destroy
when no longer relevant; not
a City record
Until superseded; destroy
when no longer relevant, not a
city record
Until superseded; destroy
when no longer relevant, not a
City record
GC 34090(a)
No
No
2
US
o
o
2
US
DEPT
AGN
-
Gas & Electricity
Administration (general
correspondence & memoranda)
Rate Information (general
information concerning rates)
Regulations & Policies -
wI 0910-90
0910-95
0920
-
0920-05
0920-10
No
US
o
US
AGN
Usage Information (general
information concerning usage)
0920-20
No
US
o
US
AGN
Hydroelectric Power (general
information concerning usage)
0920-60
reviewed on an established basis.
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be
81
CITY OF POWAY RECORDS RETENTION/DISPOSITION SCHEDULE
RetentionlDisposition
Inactive Total Image
Justification
Until superseded; destroy
when no longer relevant; not
a City record
Until superseded; destroy
when no longer relevant; not
a City record
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
Vital?
No
No
Yes
US
US
P
o
o
P
Office
USZyr
min
US
US
OPR
AGN
DEPT
AGN
Record Description
Gas & Electricity (continued)
Gas & Electric Companies
(general information concerning
usage)
Public Utilities Commission
(general information concerning
usage)
Reports & Studies, Regulations &
Policies (city related only)
File #
0920
0920-70
0920-80
0920-90
Merged
Regulations & Policies -
w/ 0920-90
0920-95
Water Mana2ement
Administration (general
correspondence & memorandal
Conservation Programs
0930
0930-05
GC 34090( d)
No
2
o
2
DEPT
2 years after
GC 34090(d);
superseded
GC 34090; while current;
permanent for research!
historic value
No
No
US+2
CL+3
2
3
US
CL
PW
PW
Cross Connection Control /
Backflow Inspections/Tests
0930-10
0930-15
Grant Administration
0490-51
Water
0930-20
Merged w/
-0;:0
ill <D
COct>
<D 0
roc
~~.
o
::J
Z
9
o
(J)
,
o
o
---J
GC 34090 et seq.;
Administrative Decision
GC 34090 (d); 2 years after
superseded
Yes
No
No
P
US+2
P
2
CL
US
PW
AS
Improvement Projects
Rate Information (information,
documents and records pertaining
to water rates) ,
0930-22
0930-25
amended; these schedules should be reviewed on an established basis.
laws are created or
82
WARNING: Retention requirements are temporal and may change as
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
RetentionlDisposition
Inactive Total Image
Justification
(d)
GC 34090
Record Description
Water Management (continued)
Usage Information (logs, reports,
information, documents and
records pertaining to water rates)
Reservoirs & Dams
Vital?
Yes
No
2
o
Office
2
OPR
PW
File #
930
0930-30
GC 34090 et seq,;
Administrative Decision
GC 34090 et seq.;
Administrative Decision
GC 34090(d)
Yes
No
P
P
2
PW
0930-35
Yes
No
No
P
2
P
o
2
2
PW
AS
MainslImprovement Plans
Water Service Applications
(includes on/off cards & change of
address cards)
Water Service, Temporary
Water
0930-40
0930-45
GC 34090(d); until
terminated, 2 years after
terminated
GC 34090(d)
GC 34090(d)
22 CCR 64692; 40 CFR
141.33(a); 40 CFR 141.91;
40 CFR 792.195
Administrative Decision to
cover lead and copper
requirements
T+2
o
T
AS
0930-50
Yes
No
No
No
Yes
2
2
12
o
10
2
2
2
PW
PW
PW
Water Companies/Districts
Water Recycling
Water Quality (monthly summary
of water quality on city-wide
system; includes lab results, storm
water discharge records, drinking
water chain of custody, log books,
HPC analysis, water quality
complaints, testinfd
Wells
0930-55
0930-60
0930-70
-0::0
III CD
co en
CD 0
ooc
(J1 :=.
o
::J
Z
o
o
(J)
,
o
o
--J
GC 34090 et seq;
Administrative Decision
GC 34090(d); while current
permanent for research!
historic value; Administrative
Decision
Yes
No
Yes
P
P
P
P
2
2
PW
PW
Master Plans, City (backup
information regarding the
implementation and updates of the
water masterplanl
0930-75
0930-80
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on au established basis.
. 83
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
Vital?
Yes
P
P
Office
yr
2
US
nun
OPR
DEPT
Record Description
Water Management (continued)
Reports & Studies, Regulations &
Policies (city related only; monthly
activity reports, Best Management
Practices Annual Reports, monthly
water production reports to
SDCW A; annual drinking water
reports; Urban Water
Management plan; water quality
annual reports, water utility
statistics report, quarterly and
annual water recycling reports;
File #
0930
0930-90
Merged
SSO reports)
Regulations & Policies -
wi 0930-90
0930-95
Wastewater Management
Administration (general
correspondence & memorandal
Improvements Projects
0940
0940-05
GC 34090(d)
No
2
o
2
DEPT
-0::0
III CD
lOen
CD 0
me
m=.
o
::J
Z
9
o
(J)
,
o
o
--J
GC 34090 et seq.;
Administrative Decision
GC 34090(d); until settled, 2
years after settled
No
P
CL+2
P
2
CL
CL
DS
DS
Complaints & Investigations
(initial complaints, follow-up
investigations)
Septic Systems
0940-10
0940-15
Until superseded; destroy
when no longer relevant; S.D
County is office of record
G. C. 34090(d);
Administrative Decision
No
US
o
US
AGN
0940-20
No
P
P
CL
DSI
PW
Sewer Availability & Capacity-
(contains LOA's - Letters of
Availability)
0940-30
WARNING: Retention requirements are temporal aod may change as laws are created or amended; these schedules should be reviewed on ao established basis.
84
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
Vital?
Office
OPR
Record Description
Wastewater Management
(continued)
Connections
File #
0940
G. C. 34090(d);
Administrative Decision
G. C. 34090(d) while current;
permanent for research!
historic value; Administrative
Decision
No
No
P
P
P
P
us
2
PW
PW
Sewer
Sewer Maintenance
0940-40
0940-50
GC 34090(d); while current;
permanent for research!
historic Value
GC 34090( d); 2 years after
Yes
P
P
CL
PW
Deleted
Master Plans
0940-60
0940-80
Reports & Studies, Regulations &
Policies (city related only: BMP
sewer overflow response plans;
TDS! Chloride content reports /
evaluations of soils handling))
Regulations & Policies - Merged
wi 0940-90
current
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
No
Yes
CL+2
P
o
P
CL
US 2 yr
min
PW
DEPT
Wastewater Planning Issues
0940-85
0940-90
'U;;o
III CD
COm
CD 0
me
-......J=.
o
::J
Z
o
o
(J)
,
o
o
--J
Retention requirements are temporal aod may change as laws are created or amended; these schedules should be reviewed on an established basis.
85
0940-95
WARNING:
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Justification
Vital?
Retention/Disposition
Inactive Total Image
Office
OPR
Record Description
COMMUNITY SERVICES
Cultural Arts
File #
1000
1000-05
G.C.34090(d)
G. C. 34090(d); historical
Administrative Decision
No
Yes
2
P
o
P
2
P
CS
CS
Administration (general
correspondence & memoranda)
Public Art Programs (general
correspondence, slides, drawings,
paintings used in the selection,
installation & promotion of public
art pieces installed throughout the
community, musical concerts, city
arts & craft showsl
1000-10
Delete
Delete
Delete
Delete
Delete
-0::0
III CD
co CIl
CD 0
ooe
00=
o
::J
Z
o
o
(J)
,
o
o
--J
G.C. 34090(d); historical;
Administrative Decision
G.C. 34090(d); until
superseded; permanent for
research value, administration
decision
Y
Yes
P
P
P
P
2
USZyr
min
CS
DEPT
Monuments & Statutes (backup
information & correspondence)
Reports & Studies, Regulations &
Policies (city related only)
1000-20
1000-30
1000-40
1000-50
1000-60
1000-70
1000-90
G.C.34090(d)
a City record
Not a City record
No
D/R
o
DIR
AGN
Education
Administration (general
correspondence & memorandal
Colleges & Universities
(informational material)
Craft, Trade & Professional
Schools
1010
1010-05
Not
No
No
2
D/R
o
o
2
DIR
CS
AGN
1010-10
1010-20
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
86
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
Vital?
Office
OPR
Record Description
Education (continued)
Public & Private Schools (general
information on schools in Poway)
School Districts
File #
1010
1010-30
Not a City record
Not a City record
Not a City record
No
No
No
D/R
D/R
D/R
o
o
o
D/R
D/R
D/R
AGN
AGN
AGN
Educational Programs (general
informationl
10 10-40
10 10-50
G.C.34090(d)
G.C. 34090(d); Administrative
Decision for grant audit
llossibilities
No
No
2
US+5
o
5
2
us
CS
CS
G.c. 34090(d)
G.C. 34090(d); CCP 337.343
Administrative Decision
Recreation Programs
Administration (general
correspondence & memoranda)
After-School Programs (e.g.
Mobile Recreation Program)
Deleted
Recreation Classes (registration,
liability waivers, rosters,
information pertaining to various
recreation classes)
Facility Use Permits (Field Use,
Rentals)
Deleted
Deleted
1020
1020-05
1020-10
No
US+2
5
o
3
US
2
CS
CS
1020-20
1020-30
1020-40
1020-50
1020-60
1020-70
"U::O
III CD
co en
CD 0
ooc
c.o=
o
::J
Z
o
o
(J)
,
o
o
--J
G.C.34090(d)
US+2
o
US
CS
G.C. 34090(d); until superseded;
permanent for research value,
administration decision
Yes
P
P
USZyr
min
DEPT
Special Events Programs (General
information for large gatherings
such as carnivals, festivals, street
fairs such as Youth Day, Christ-
mas -in-the-Park, etc.)
Reports & Studies, Regulations &
Policies (city related only)
1020-90
these schedules should be reviewed on an established basis.
are created or amended;
87
Retention requirements are temporal aod may change as laws
WARNING:
-0::0
III CD
CO CIl
CD 0
<DC
0=.
o
::J
Z
o
o
(J)
,
o
o
--J
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
1030 Senior Adult Programs
Deleted entire section
WARNING: Retention requirements are temporal
aod may change as laws are created or amended; these schedules should be reviewed on ao established basis.
88
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
Justification
Vital?
Office
OPR
G.C. 34090(d)
G.C. 34090(d); until
disposition of equipment; 2-
year minimum;
Administrative Decision
G.c. 34090(d); until
disposition of equipment
G.C. 34090(d); while current;
permanent for
research/historic value
(original inventories filed
with fixed assets in AS);
Administrative Decision
G.C.34090(d)
No
No
No
2
2
CL+2
o
o
o
2
2
CL
DEPT
PW
PW
Record Description
EQUIPMENT SERVICE &
MAINTENANCE
Communications
Administration (general
correspondence & memoranda)
Repair OrderslService Requests
Maintenance/Repair Records
File #
1100
1100-05
1100-10
11 00-20
No
Yes
CL
P
o
P
CL
US
2 yr min
PW
DEPT
Equipment ManualsIW arranties
Reports, Studies, Regulations &
Policies (city related only; may
include copies of inventories;
originals in AS)
1100-30
11 00-90
-0;;0
III CD
co en
CD 0
<DC
~:::!:
o
::J
Z
9
o
(J)
,
o
o
--J
G.C. 34090(d)
G.C. 34090(d)
G.C. 34090(d); until
disposition of equipment; 2-
year minimum;
Administrative Decision
G.C. 34090(d); until
disposition of equipment
No
No
No
No
2
2
CL
CL
o
o
o
o
2
2
CL
CL
DEPT
AS
AS
DEPT
Regulations & Policies - Merged
wi 1100-90
Office & Computer Equipment
Administration (general
correspondence & memoranda)
Repair OrderslService Requests
Maintenance!Repair Records
Equipment ManualslWarranties
11 00-95
1110-10
1110-20
1110-30
1110
1110-05
laws are created or amended; these schedules should be reviewed on ao established basis.
89
WARNING: Retention requirements are temporal aod may change as
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Disposition
Inactive Total Image
OPR
Justification
G.C. 34090(d); while current;
permanent for research/historic
value (original inventories filed
with fixed assets in AS);
Administrative Decision
Vital?
Yes
p
P
Office
US
2 yr min
DEPT
Record Description
Office & Compnter Equipment
(continued)
Reports, Studies, Regulations &
Policies (city related only; may
include copies of inventories;
originals in AS)
File #
1110
1110-90
Merged
Regulations & Policies -
wi 1100-90
1110-95
G.C. 34090(d)
G.C. 34090(d); until
disposition of equipment
34090( d)
G.C
No
No
No
2
CL
2
o
o
o
2
CL
2
DEPT
DEPT
PW
Fleet Maintenance/Rolling Stock
Administration (general
correspondence & memoranda)
Work Orders/Service Requests
(requests for maintenance of
equipment)
Maintenance Repair Records -
Merged wi 1120-10
Equipment Manuals/W arranties
1120
1120-05
1120-10
1120-20
1120-30
Fuel Records - Merged wi 1120-80
Tire Records - Merged wi 1120-80
Maintenance Schedules
1120-40
1120-45
1120-50
"U::O
ill CD
co en
CD 0
<DC
tv ::::!".
o
::J
Z
()
o
(J)
,
o
o
--J
until
G.C. 34090(d); until disposi-
tion of equipment; after
disposition
G.C. 34090(d);
superseded
No
No
CL
CL
o
o
o
CL
CL
PW
PW
Deleted
Registrations & Identifications
(includes pink slips [kept in A. S.
vault), smog certificatesl
Deleted
1120-55
1120-60
1120-70
Retention requirements are temporal aod may change as laws are created or amended; these schedules should be reviewed on ao established basis.
90
WARNING:
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Retention/Dis osition
Inactive Total Image
Justification
G.C. 34090(d); until disposi-
tion of equipment; after
disposition; Administrative
Decision (vehicles are sold on
an "as-is" condition)
G.C. 34090(d); while current;
permanent for research!
historic Value
Yes
P
o
US
2 yr.
min
DEPT
Record Description
Fleet Maintenance/Rolling Stock
Vehicle Records (includes vehicle
purchases, fuel records, tire
records, maintenance schedules,
vehicle inspection records,
operating inspections, inventories,
trip tickets)
Reports, Studies, Regulations &
Policies (city related only)
Vital?
No
CL
o
Office
CL
OPR
PW
File #
1120
1120-80
1120-90
Merged
Regulations & Policies
wi 1120-90
1120-95
G.C. 34090(d)
-0::0
III CD
co en
CD Q.
<DC
(.oJ ~.
o
::J
Z
9
o
(J)
,
o
o
--J
G.C.34090(d)
G.C. 34090(d); until disposi-
tion of equipment; minimum
of 2 years
G.C. 34090(d); until
di~osition of equipment
G.C. 34090(d); while current;
permanent for research!
historic value - file original
inventories with fixed asses in
A.S.; Administrative Decision
No
No
No
2
2
CL
o
o
o
2
2
CL
DEPT
PW
PW
Mechanical Equipment
Administration (general
correspondence & memoranda)
Repair Orders/Service Requests
Maintenance/Repair Records
1130
1130-05
1130-10
1130-20
No
CL
o
CL
PW
Yes
P
P
US
2YR
MIN
DEPT
Equipment ManualsIW arranties
(operating instructions/manuals)
Merged wi 1120-80
Reports, Studies, Regulations &
Policies (city related only, may
include copies of inventories)
1130-30
1130-80
1130-90
Merged
Regulations & Policies
wi 1130-90
1130-95
aod may chaoge as laws are created or amended; these schedules should be reviewed on an established basis.
91
are temporal
WARNING: Retention requirements
"U::u
OJ CD
(Q en
CD 0
<DC
.t:..=.
o
::J
Z
o
o
(J)
,
o
o
--J
CITY OF POW A Y RECORDS RETENTION/DISPOSITlON SCHEDULE
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on ao established basis.
92