Res 08-089
RESOLUTION NO 08-089
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF POWA Y, CALIFORNIA APPROVING AN
AMENDED RECORDS RETENTION SCHEDULE FOR
CITY RECORDS, AND
RESCIND RESOLUTION NO 06-007
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's
and DVD's, 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 an amended 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 16th day of December, 2008
Michae'l-
AT
~~
/ ---------
Trovan, City CierI;
Resolution No. 08-089
Page 2
STATE OF CALIFORNIA )
) ss.
COUNTY OF SAN DIEGO )
I, Linda A. Troyan, City Clerk of the City of Poway, do hereby certify, under the
penalty of perjury, that the foregoing Resolution No 08-89, was duly adopted by the City
Council at a meeting of said City Council held on the 16th day of December 2008, and that
it waG so adopted by the following votes.
AYES BOYACK,CUNNINGHAM, HIGGINSON, REXFORD, CAFAGNA
NOES NONE
ABSENT NONE
DISQUALIFIED' NONE
~- ./
CITY OF POW A Y 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.
~::~'i~~~~i:rl~ifJ;~r~~i~;,~r~~t~~~i~~~'~~K.~1X~~i~:~~f({10~~:.~;~~$lf/~~ff~tf~ ~~{[{f~~2:t;~1T~}?RiWefrtlOiltDis~"1)~Jlr&i(~1J~1?Jir~~~ff;'r1~~iC
Eilet#;;' . .Recor,(i;]j~s~fftiO'IfJji'\'j'~;~"O PR1~(() ~0'ffice'i'Iiiaci:iveir ,-;r(jtaIC 2tlDli"'Ii;:< >~mil? ....
All City Council Staff Reports ClK 2 P P Yes G C. 34090(d); administrative
m shall be maintained permanently decision images only
><
~ by the City Clerk's Office
C"
;:;: DEPT D/R D/R No It is the policy of the City of
)> Poway that duplicates and copies
Copies or Duplicates of distributed to various departments
Documents for which a for informational purposes may be
department is NOT the Office of destroyed by the departments
Primary Responsibility whenever they are no longer
required for reference purposes
(G.c. 34090 7)
The following retention pertains to
original records except where
otherwise noted
;'..,,';I;~~I$.Jj~jJI('j~:\\J\",Ft~,;:
"f2QI00> i;,('i;~GeneraltW'dttiin'l~'iraiioDSt,i ",
0100-10 Goals & Objectives, City-wide CM US P P G C. 34090( d); permanent for
research/historic value;
administrative decision
0100-20 Administrative Policies (various AS US P P Yes G C. 34090( d); permanent for
departmental policies, also posted researchlhlstonc value;
on InfoSource} administrative decision
WARNING: Retention requirements are temporal and may ch(Ulge as laws are created or amended; these schedules should be reviewed on an established basis.
I
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
{~~~~~~1~-'~~.~;~~~f;~:;0t;~1JP;,:~;~?l1\~tf?0;~'%I{~~1k~?J~iJt~J~g~~~f~,m[~~J'~;.:J.:::l ~~;~11~f;tr~f.?t.'~Ret~~iiil~;ir/IHr.pQsltio'a~r:,~w;~~{~~~~~~ f.~*~~f%~~rWf'F~'->'.:i:,;~':v:'i"~;';~?\-~~:~~!~fI5f:~$.}~r~~~~~1
'J?ile;#~iW:';":;:;'iJRecord;nescnption:;'~;iii'0;!;,f ;COPR: "'Offlce.-tilnac'tIVe,i '!i:tiltli!":: ~Iiriage:;,V;itiil?}1) :~}I~~;;t~;~C, Justifica tion-;;~\~1!,J.{t'Ni;~?':i
0100 ,'i, .... -.G".'"''.''''' ". ,.....-,....".......".. .~"'].I[Y~fJfj,'. ", ,. "....,., X,, ,., .,.'...."Im~~ - ..'-......l'..~.>^_._'
~-, '1):1'; 'q . eneraMAdmlnlstratlon-:'~:':'''!):.~ ,_.;. r'";,,,~th;!'r~.~'i:i''':'' i~;,! -. ".. ~ " -; ~.>;.:,~-~~ .... ../':~ii~<~'j~~'t>:;lij;~~~._,#:",,~
...',L. ',. : ;,i: ~':;~?: ;/'~f~r~'(~;6ntiriu~d)'5(::~,;1r>i:~~:)yj;_1 .~: :':.. Z(~ -'~, :::;,":..','.:;: :ri;,l,'2U: ',,'.' .' :.', ';';:_'~'~':~i J{{:~. . . ~'~'::~~:~~~~:{:0~I~t~rJltj~:-~;1:
0100-30 Organization Charts (citywide or DEPT US P P Yes G C. 34090(d); permanent for
departmental organization charts) research/historic value;
admimstrative decision
0100-40 Staff Assignments (City Manager CM 2 0 2 No G C. 34909(d)
memorandums, f!.reen sheets)
0100-90 Reports & Studies, Regulations & DEPT US 2 yr P P Yes G C. 34090(d): permanent for
Policies (city related only) min research value; administration
decision
'.0110 . 'Depanm'entlihAdministra'tioh\: W-,:" . ,:,<. /:: '.':I:'::;:)~.-. .,1' '..
0110-05 Administration (general DEPT 2 0 2 No G.C.34090(d)
correspondence, memos. )
0110-10 Activity Reports (departmental) DEPT 2 0 2 No G.C 34090(d)
0110-20 Complaints & Inquiries, General DEPT US 2 2/AS No G C 34090 (d): until settled, 2 years
(citizen's complaints and/or after settled
inquiry lelfel's)
OJ 10-25 Compliments, General (memos DEPT 2 0 2 No G C. 34090(d)
and/or lellers complimenting
custome.rs or city services)
0110-30 Daily Work Logs/Reports/Work DEPT 2 0 2 No G C 34090(d)
Order
01\0-35 Goals & Objectives, Departmental DEPT US 0 2 No G C. 34090(d) I
0\10-40 Records Requests/SubscriptIOns DEPT 2 0 2 No G C. 34090(d)
(minutes/agenda/audio tapes
Iweaker lists, etc.)
01\0-45 Staff Meetings (notices, DEPT D/R 0 D/R No G C. 34090 ct seq
preliminary drafts, notes or
memoranda)
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 POW A Y RECORDS RETENTIONillISPOSITION SCHEDULE
,,-1;:'.'i~':AW':~:~~"'~'(f<'\tt!&;r>f.t~~~~~r~<~.{:;;.~\'~}f?"rti'" L "'~'k."_ ^, ";''''\%:f>'~'Jll".tl''>)~~ if-~~'~ 1"i<i' R"'t' ->I<-:'i" :o.1IYD'.ftf'(~~.t;~~~~. }J~I :-~,,~.
;~.q ...<,>:- '>~'.-';~',~j2-'!'':i.t~~';l~f.;.,~:w~~,,::~j;::;::::_-'''._!. <"'~~'i.;~"L\;.d ;;;'~t~"".~"f eenlO 'IS OSllon'i!tj7~t~.~"!.,,~'
~:;: .~,;;.;=;:''::l::;:.." .. OPR,: .~i~Ih'''W'; ;".iai~I~(rii", I;!:~" .'i;~;;iii~}::=ii ;,;' ...
~ . ,- ..,h4'-~'~/~"'~-'<'kr1~~~~')t'~'i' :~" - :~~j~1
. .' '. . . :' , . {;:'~~.l( contiiiuea '" '.. '.... . :.'., . , >.,......... '.,<
0110.50 Staffing/Organization DEPT 2 0 2 No G C. 34090(d)
(departmental consolidation,
reor~anization)
0110-60 Status Reports (monthly) DEPT 2 0 2 No G C. 34090(d)
0110-70 WorklVacation Schedules DEPT D/R 0 D/R No G C. 34090 et seq.
0110-80 Procedures, Departmental (specific DEPT US, 2 0 US,2 No G.C 34090(d)
to department) yrmm yr.mm
0110-90 Reports & Studies, Regulations & DEPT US2 P P Yes G.C 34090(d); until superseded,
Policies yrmm permanent for research value;
administration decision
:yA:OiJ5jit .....,:,p..:j:}.':'".;1~R~f'~'rence,j;) .... , ,c'. J' ."'.!.! 1..".':"/;. ;,. . .....,} ~':.:i:'. ' ,":'- .,. ..'", ~ '.,,:
, , ,. . .:.
0115-10 Correspondence, Chronological, DEPT 2 0 2 No G C 340907(d)
Memoranda, (General Files,
Memos)
0115.20 Chronological (TransitOlY) DEPT D/R 0 D/R No G C. 34090.7, copies; destroy when
no longer relevant
0115-30 Reference Libraries DEPT D/R 0 D/R No Not a city record
0] 15-40 Reference Publications DEPT D/R 0 D/R No Not a city record
0115-50 Suspense/Tickler Files DEPT D/R 0 D/R No G.c. 34090(d) et.seq.
(preliminary drafts)
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
:.~tm~~7f,~fi~1t~~~0;::'i,:~t;r~.~;:_~~Sf;~~~f~~jtt~%rI~~.~~~1r~;:%B:P)'A~: :P:~;:J1J~~~~~~Jl~teilnQnZDlsn osiHon~~;i~'/~~i;;S~}~*
. F'f'W'" ,',,',",'" 'R ... '(ft>...'.""'.""'~".""<'" '"()PR " 'Of'.''''''1'''''''''''''.~'' (T"'.'I ' I"'" '. 'V"."j?'.'
, I e' .,.c::';';;j,!;!;\~;T;\;,!', eCOT: escTI JlOn"f\,,'c)'L"i'!Y' .' , .. fice,i4 ;'inactiye i'.'ota ..' Itlllge, 8., ,.Ita '.;1':
,.";~liAl~ ~fi!~~i~~r~~~~~~~~f~~1~~tl11; ..
, _-,I
, ' ,-
'.
0120-05 Administration (general DEPT 2 0 2 No G.c. 34090(d)
corres ondence & memoranda)
0120-10 Boards, Committees, DEPT 3 0 3 No G C. 34090(d); administrative
CommIssions (file alphabetically decision
by board, committee or
commission - contains
unsucces5ful appointment, general
information, general
correspondence & information)
G C 34090( d); retain for
Bylaws, agendas, successful DEPT CL P P Yes Yes researchlhistoric value; image for
appointments, resIgnations, safety only; administrative decision
handbooks; directories/rosters; G.c. 34090(e); permanent, image
staff reports for safety only; RETAIN HARD
Minutes DEPT , P P Yes Yes COpy
j
0120-90 Reports & Studies, Regulations & DEPT US 2 P P Yes G C. 34090(d); until superseded,
Policies yrmm permanent for research value,
admimstration decislOn
~fQIB~O~~~\ :;rf~:jjlo'ca.~&t:'€i\fiCT(1jr:()';aniZ[fionsW~~ ~,~'1:~{m~'t;~k,~
"'''''."....~" ~.",'" ,.' ," ,t'%t".>;.. ..._,.._. .... . _" ._.'._ ... ~'" n_ .... ." _.. .<'. .:lA. n' '.,...,' .. ..,. .. ...... ,,'_"".' ...... ..... ,.__,. ,to ..,. ..". ?~~__-",...,.. ., ,.\,
0130-05 Administration (contains general DEPT 2 2 No
infiJrmationfor organizations not J
listed) WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
4
CITY OF POW A Y RECORDS RETENTIONIDISPOSITION SCHEDULE
':~~~~;~~@)J:~~iin^iZ~nons~at;L~a'Ir"~z~r~j(;
""'.,>io/.".~~".,..'.'! " .._.._ . ".J' : . .~A,-"","N:
0140-05 Admmistration (contains general DEPT 2 0 2 No G C 34090(d)
infurmation/or ur anizations)
0140-10 Organizations-at-Large (filed DEPT 2 0 2 No G.C 34090(d); city records only; IJ'
alphabetically - contains not a city record destroy when no
correspondence. agendas, reports. longer needed
membership renewals, bulletins.
questionnaires, surveys, etc.
California Association of Local
Economic Development (CALED),
California JPIA, National League
of Cities, Metro Transit Board.
Lea ue of California Cities,(etc.)
0140-85 Professional Associations (filed DEPT 2 0 2 No G C 34090(d). cIty records only; if
alphabetically (i.e California not a city record destroy when no
Contract Cities Assoc, California longer needed
Elected Women's Assoc. for
Education, IIMC, CCAC, leMA)
~! ARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
5
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
{z:~1t~!:1~~l~~:Q:efer;ti9WDlg'~QslijQi~g~:~:~f:~i~;~.~J:~::\:I,!:
i(QPW;;;.f ~Qffi1.~p:)iiln'm'fi"e,~ ~1i;Q61!'~ f~!lr~g~1 R)MitlWi!ji
GovernmentalfRiifu1atory ,r .'
.. .,
k eIiH~s:i'i";' -.' '..
0150-05 AdministratIOn (contains general DEPT 2 0 2 No G C 34090(d)
information)
0150-10 Cities/Towns, Other DEPT 2 0 2 No G C 34090(d); City records only' if
not a city record destroy when no
longer needed
0150-20 Regional AgenCIes (SANDAG, DEPT 2 0 2 No G C. 34090(d); CIt) records only, if
LA FCO, training centers, etc.) not a city record, destroy when no
longer needed
0150-30 County Offices (i.e. County DEPT .., 0 2 No G C 34090(d); city records only, if
~
Assessor. ROV, Board of not a cit) record destroy when no
Su ervisors. Ete.} longer needed
0150-40 Special Districts (water districts, DEPT 2 0 2 No G C 34090( d); city records only; if
school districts, hospital districts, not a CIty record destroy when no
etc) Ion er needed
0150-50 State Agencies (Calif Dept of Fish DEPT 2 0 2 No G C 34090(d); city records onl\': if
& Game. California Integrated not a city record destroy when no
Waste Mana ement Bd., ete.) longer needed
0150-60 Federal Agencies (F E.M.A., DEPT 2 0 2 No G C 34090(d); CIty records only; If
A. T.F. Homeland Security, etc.) not a city record destroy when no
longer needed
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
6
ClTY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
.
.~:\\:.;i!;,t(!,';'S:'.;:j\~~~;~~,;...~""f._,~l' :-&':>..-;<:';:';~"-.f.;,'-'~ .~,<~.::il:t?;::<'l-7(~~:!:;,(-~~:,-~);~~;T!~~l:~lhc:.':~;':'0;:;'. ,1. :,p~,:.n~'S\:~ '"j;~{(fi~\ ~. .eIlIOn i -, JS . OSI lon;:~:~'i ,;::'f1!,'-:~:!':(N:~~ ~
~F;jf\))#.'~7ITi ~~l€!~iR'e:l\"oi'a~lj~1i~l;ipH()ni~~11irt~~~ ~QRRil~~ [i'0'mC'~~ ~Xll'~m:e~ m;x)at1l1~1 ~tifi:~g~Y; ~Mlial?t~ .
0160 'Plibli('Rlllations'&;:Infoi-iriation I.;'::>: , '-< :'~,:, ':'-y,' , " . '.'
0160-05 Admimstration (contains general DEPT 2 0 2 No G C. 34090(d); administratIve
information routine in nature) declslOn
0160-10 Awards & Donations (community CC CL P P Yes G C 34090(d)' permanent for
contributions. 4'h of July, Mayor historic value; administratIve
for the day) decision
0160-20 Brochures & Pub!icatlOns, City DEPT CL P P Yes G C. 34090(d); permanent for
(i.e, newsletters) hIstone value: admmistrative
decision
0160-25 Calendars (includes various DEPT 2 0 2 Yes G C 34090 et seq May be
calendars including staff & considered preliminary drafts
Council calendars)
0160-30 Customer Service Programs CMO 2 0 2 No G C. 34090(d)
(cumment cards, correspondence)
0160-35 Emblems & Flags (includes city CC CL P P Yes G.c. 34090(d); permanent for
flag and city seal injormation) historic value; admmlstrative
decislOn
0160-45 Historical Records (photographs, CC 2 P P Yes G C. 34090(d); permanent for I
videos, aerial photos, artifacts, historic value; transfer to City Clerk
etc.) includes geographic site for final historic determination and I
names dispo si ti 0 nI preserva ti on
0160-50 Misc. Maps DEPT 2 P P No G C. 34090(d); retain record copy
permanently for historic value;
administrative decision
0160-55 Media (includes correspondence, DEPT 1 0 2 No G.C 34090(d)
4
mailinR/ distribution lists)
0160-60 News C!innings (city related only) CC DIR 0 D/R No Not a city record
0160-70 Press Releases & Advertismg DEPT 2 0 2 No G.C 34090(d)
(does not include leRal ads)
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 POWAY RECORDS RETENTION/DISPOSITION SCHEDULE
!~7~~~:'~~~~~f~~~t{eie~fi{fo"tQ'is~~osfiion~~!,~,;;~;;~~srw;~~ ~"::",:L~~~~;~~l~r~'r;~1_!)~?'~";:
cEile;#;?:' ; . '.lfec()rd;)j~~crrJioiiii;.:;r)ij,;c "Office.;' ,'InaCtiye;5 ';Jotai-" ,Im~ge. ' Justifii:ation~ffc'~?;"j:;,
. .. .~"t ~,."~~_.!..,~.":,,,,
or60';'. ;.BublicRelatio'n!H&j\inf6rililition~\i .. ".' "'
;, ;i~;E~~i~\';':J_~~!~i;:,:1 :;/;F::.~':__':~,:: ,,: -,:,~ ~-,,~ c~3itilijrga{ ~{:~~n~rt-'{~/~U~0;':JI;
0160-71 Legal Advertising (includes public CC CU 4 4 No CCP 343, 349 et seq., G C. 34090,
notices and Ie al ublications) 54960,1 (c)(1 )
0160-75 Public Ceremonies (general DEPT 2 0 2 No G C. 34090( d)
correspondence, planning
documents such as State of City,
dedication ceremonies)
0160-80 Public Questionnaires & Surveys DEPT 2 0 2 Yes G. C 34090(d); while current
(includes in uiries
WARNING. Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
8
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
. Fili#,t),;\ . .;;:D''<;'!R~oiiafl)escrf''iion'~X
:~()l:Z()i!)';;:t~;?R~cor.asIM!lilaveilleni . '\ '. --:''i~;.:
0170-05 Administration (contains general DEPT 2 0 2 No G C 34090(d)
information, routine in nature)
0170-20 Destruction Lists/Authorizations CC CL P P Yes G C 34090(d); permanent for
(includes Certificates of research/evidential value,
Destruction) administrati ve decision
0170-30 Imaging Reference (contains CC DIR 0 DIR No may destroy when no longer re-
reference information levant this file contains information
from outside agencies/com anies
0170"50 Records Inventories DEPT US 0 US No Until su erseded
0170-65 Records Transfer Lists (i.e. DEPT US US US Yes Yes G.c. 34090(d); until superseded,
located 10 s) administrative decIsion
0170-70 Retention Schedules (general CC US 0 US Yes G C. 34090( d); until superseded,
information & code citations for original filed with adopting
retention of record;) resolution pemlanently
0170-80 Publications & Reference AGN D/R 0 DIR No destroy when no longer relevant; not
(publications, catalogs, brochures a city record
om other a encies/com anies)
0170-85 Procedures (includes policies. CC US 0 US,2 No G.c. 34090(d); until superseded
guidelines, filing system guide, yrmm
records mana ernent)
OJ 70-90 Reports & Studies, Regulations & DEPT US2 P P Yes G C 34090( d); until superseded,
Policies yrmm 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.
9
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
~~f~~~''>~~" ,~.,-.~;;tl~~;~~'Wt::~'~:'i~~~~1X~~0S:"i~/~m';t~~~~~~:,q~t~:r~:'C~ '~?~~""~;t~m~'~~~R*;~l!MI~Ii..~iiftj.~~i~;,.~w.HQ.~,.rQ~'I~f:\tf:"i~J,>'T<~f
:'_'~J.}:~j': ,}"'';fli.,.ii:r fA, .i.:f-'~fl'-:;:<-':J ;":0';" ~Yf~'~:"~~&:;"_1;~''')~;~!-.,",-~;,'t,'4.?\"'''{~':1~9': i-~\~ ;~'.~. i::.-::'.:':""./,;:-,':: '~';::';',;:i%J:!;'4;t;tt,::.;:;: __'~ en It) , IS (lSI on'~;;'~/%t::\i~t!"~,~:;~:,:~
"]<:'1"',,#'1'1'" iiRecor(fJje~'l:ii'''tiO'n~~i[1i::'il:';! 'oI'Ric'; ';,<:>m~e}~ ;\IJi'a'cIive" ":rotal
:,' '1, e~ ..~;.~,J!
;1~~,~:?QJ8Qt~!.1 . ,,:Staff~S_eiWic~e_st!~~t~~f~;:~~~{~S;/i
0180-05 Administration (includes general DEPT 2 0 2 No G. C. 34090(d)
con'es ondence & memorandums)
0]80-20 Com uter Hardware Reference DEPT D/R 0 D/R No destroy when no longer relevant
0180,30 Com uter Software A lications AS D/R 0 D/R No destroy when no Ion er relevant
0180-40 Computer Information & DEPT D/R 0 D/R No destroy when no longer relevant
Reference (catalogs. brochures,
reference information from other
a encies)
0180-60 Mail Directories/Address Lists DEPT US 0 US No until superseded; reliminary docs
0180-70 Mail Distribution Lists DEPT US 0 US No until su erseded, reliminary docs
0] 80-80 Network Backup Tapes-Daily AS 7 days Yes G C. 34090.7, Considered a copy;
destroy when no longer required.
0180-85 Network Backup Tapes-Weekly AS 14 Yes Store offsite in commercial storage
days for disaster recovery Considered a
copy destroy when no longer
re uired. G.c. 34090 7
0] 80,90 Reports & Studies, Regulations & DEPT US 2 yr P P Yes G C. 34090(d); permanent for
Policies min 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.
10
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
';~\~<~~~~;~~~~!~ft~f%1;fr.~:ti~r~i?tl~~~.ji~IT1J:t;!~\~~t1~Ji~t~~m~~"t:~ ~(~:I(<~;i~r~~:~:~}R~~t~a'ifill~:t$p'Q~Ul_o;nV~, \~~~;~~ff~~i:.j11Ii.~~~~f[tf!~~~~:ff:L~:,~? .'.r ~ .';1:';":.,'.'.:"
,File':#c~:;,i ;Gl:i:(1;;;Y;)R:e'~ord1Descnp'tioniY8;;~~.gI~(!j'PR>,i 'Oftke: Ina.ctiY~~I(i'tai~~ fIitiage Vifal?:;~ ~~~~$:~~~i.r;:~~.k::~7~J u-stificatio'n:;~~;'f?t:g;)~,;, ~i\-'~ :
@IOi:),\' -):~?;\;';~_:;!'~'~;(,{Rf~k~J\1-' '..-- . ait'E'""-;-':o,,\>; "t~;'~~::~'~. c. - t_~: ';.:, . .,V:A}' ,,,c'r";','. .",:""".
..'-. ,..,...c..'_-...., ,'v..:":'...,~~,:'.:_-.,' s____. ana e.me~ ,,(:".l'_.,.~i;.,x4,)
0190-05 Administration (general DEPT 2 o 2 No G.C.34090(d)
correspondence, memoranda)
0190-10 Claims Against the City (claims AS US 7 7/AS No Yes G C 34090(d); CCP ~~ 337 et seq.
filed against the city for damages until until settled, 7 years after settled;
to person or property settled administrative decision
Claims, Pmd US 7 7 Yes G.C. 34090(d); until settled,
0190-15 Claims on Behalf of the City AS 2 3 5/AS No Yes 5 years after settled, G C 34090( d);
(Claims collection from a third until CCP 337 et seq.
party insurance company for city settled
property damaRe)
0190-25 Accident/Injury/Incident Reports AS CL+2 0 CL+2 No G.C. 34090(d); Statewide guidelines
(other than industrial related 2 years after completion
injury reports, includes data base
records)
0190-30 Commercial Crime Bonds (covers AS T P P Yes G C. 34090(d); permanent;
employee theft & dishonesty) administrative decision
0190-40 City Insurance Policies (i.e. city AS 3 P P No Yes G.c. 34090 (d); administrative
liability insurance, property while decision
insurance, disability insurance) current
0190-42 Certificates of Insurance, other AS 2 9 II Yes G.C 34090(d); CCP ~~337,
(from a third partyfor various while 337 I(a), 33715,343, statute of
projects naming city as additional current limitations is 4 years; 10 years for
insured) errors & omISSIons
0190-45 Liability Waivers (hold harmless AS 4 0 4 No G C. 34090(d); CCP 337, 343
agreements)
WARNiNG: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
11
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
0190-65 AS US 30 US+30 Yes 8 CCR 3204(d)(1) et seg., 8 CCR
10102,10755,10758,15400.2, G C
12946, G C 34090( d); 30 years
after settled to cover period for toxic
substance exposures; administrative
decision
0190-75 AS 2 3 5 No G C 34090(d); administrative
decision
0190-80 AS 2 0 2 No G C 34090(d)
0190-85 AS 2 0 2 No G.C 34090(d)
0190-90 DEPT US 2 yr P P Yes G C 34090(d); permanent for
min 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.
12
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
!;~:~i;~':~~~~i~, ;'i.~~~~}11:vt~W:~f~~t~~~~~l~~;:~',~~;Z '
..FiI€W..if;~) '~ctW}5t;;i),:::tRecorU\D~scii"n.on:&~jj;'i.;j.jFi;;:;:
< ~'1*t;~~_1E~~_1~~~~:~.;i"
.. :o2QoJ~Ji '[;\.;::;It;!:'htievelO . ment/$liHUiVisioni?W::/"i',
0200-05 Administration (general correspondence
& memos)
0200-15 Boundary Adjustments (boundary & lot coos CL P P Yes Yes G C 34090(d) & 34090.5,
line adjustments - also includes A1ergers permanent
without Parcel Ma s)
0200-16 Blueprints (includes submitted by os CL 2 CL G C 34090( d)
contractor w/applicationfor permit and +2
builds for certificate 0 occu ancy) years
0200-20 Major Development Reviews IApprovals coos CL P P Yes Yes G C. 34090(d) & 34090.5,
(case & inspectionfilesfor major permanent
developments, EIR's, Neg. Dec.,
a rovals & revocations)
0200-25 Minor Development Reviews IApprovals coos CL P P Yes Yes G.C. 34090(d) & 34090.5,
(case & inspectionfilesfor minor pennanent
develo ments, a rovals & revocations)
0200-26 Plans (Residential under 2 stories) OS CL 90 days CL + No No G.C.34090(d)
90
da s
0200-27 Plans (Includes maps, plans drawings, OS P P P Yes Yes G C. 34090(d) & 34090.5
exhibits, photos, zoning, tentative permanent
subdivision, parcel, land use map, aerial
hotos, specific plans)
0200-30 Pre-Development Conferencel CC/DS CL 2 CL+ Yes Yes G C 34090(d) & 34090.5
Preliminary Applications 2
years
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
13
CITY OF POWAY RECORDS RETENTION/DISPOSITION SCHEDULE
~~~,~1i,"i!k~;''t''-"1::;''~C~;7''~:'SN,'~~~''-'A~t W:it"'~~::;>:~~":0\;",e.~"5;'~~~~f.j,~~rr.:~-W:~J:~;~~;j; ~;,.,:!')~i~');:i.1'~PP'~~i-R""'t"4\"!'tl."!>l'rIfj.\I....r""'-~I"".i1~-;'~:'(,':i"f-,*~ir~)~;":':-';;~~Ii
lJ~~",~/:;t:5~r:, n:l;>,:!~~<"'~f;:,' -.~~, '."',~;!~\1;;i~-,}.;f~:::,~~~:i<",. \,,: ,'Zli. .';~, <)~I;~"il\';,(!~":~}c';r:~~t;~;j";;:_~':l~~:~;;:~;:1i.1.,"'rt~:";'~ .:: "'?:";F1::l~1f~:J:;~;;~,W;:f:, ,e _ ,e... ,~,Q___ ' ',~~ .o~.. _ _ OJ,}:\,:"ti.i~'i.~.~&:_\i;;!.::::
J1\J1~{#_:,::5.:.j ;,_ j,~. ':;;.;_~~~~:nRe~~(jJ:a~:Q~~rr~,tioh~~).\:,"'-";g];~;1W,;,~\~:~~i ;:QRRfS~ :\_@mc~i~; ,jIn~cH~~',N ~~fFotaf:::;: ;;~ni1ag~;~i R~jtalt;j; :{Gt;],.,:"n
nl(O"~OO;~;r 'Pev,IlIil"fi!"il"'iitlSH6}IiV:isions ..
-;,;
0200-50 Tentative Parcel Maps (Also includes CL P P Yes Yes G C 34090(d) & 34090.5,
final ap rovals & permit revocations) Permanent
0200-60 Tentative Tract Maps (includes final CL P P Yes Yes G C 34090(d) & 34090.5
maps, EIR's, negative declarations & permanent
permit revocations documentation - Files
only - Ma s are located in Ma Room)
0200-85 Procedures (specific departmental DS CL P P Yes G.c. 34090(d): pemlanent
rocedures)
0200-90 Reports & Studies, Regulations & Policies DEPT US 2 P P Yes G C 34090(d); permanent
yrmm for research val ue;
administration decision
,,'f10210' .' 1'>. . . {"ii;Hiliid,:,t!Js€!€_oiifro]s"';';;;:x,,,,?,;; i. ~. .
,. ~.-. ..~,- ". - - . - -- -
0210-05 Administration (general correspondence. DS 2 0 2 No G C 34090(d)
memos)
0210-10 Appeals (may include code compliance, DS/CC CL P P Yes Yes G.C.34090(d);
MDRA 's elc.) administrative decision
0210-20 Home Occupation Permits DS CL P P Yes Yes G.c. 34090(d): while
while current; permanent as too
current difficult to know when
occupation ends;
administrative decision
0210-30 Major Conditional Use Permits DS CL P P Yes Yes G C 34090(d); 34090.5
while while current;
current administrative decision
0210-50 Minor Conditional Use Permits DS CL P P Yes Yes G C. 34090(d): 34090.5,
while administrative decision
current
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
14
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
" . .,' ~. .... ... .,"".,..~':""):';;:"'.ji:'\ .': ."'f7;;:;'T~~;.!'~~~ljt~~!!~n~~~p')jsj~ion"i'('~j:j~;;;"0;';:,;;:;:;,.", . '" ".' ,. ."
,FIIe.#.k.' :;',ld;.:',,;;.'Recoritl)escriphon,,;-;, ;- . ,'.;- .oPR, .,Office .' 'InactIv.e< dIlo.tal:.' Image,,:c'\T,ltal? -... -",),,-;JustlficatlOn,;;,,c,,:h,.z
.- - - - - -
,'Q2W>n ,[;;ri;.~;-;-rtaD,'dll!Js.HCijnti:()lsifcoiHin'uea)':i';;'; ;~'i.'d,'n. )"':-',;1':> .,.=
0210-52 Outdoor Display Permit DS CL P P Yes Yes G C. 34090(d);
while d . d ,.
t a mmlstratlve eClSlOn
curren
0210-60 Temporary Use Permits (i.e. circuses, DS T 3/AE Term Yes G.C 34090(d); until
rodeos, parades, sales offices in trailers, + while expiratIOn, 3 years after
trailers for offices, banks or classroom, 3/AE current expiration admmistrative
Christmas tree lots, etc) decision G C 34090
0210-70 Variance Case Files DS CL P P Yes Yes G.C. 34090(d); 34090.5
administrative deCIsion
0210-75 APN Case Files DS CL P P Yes Yes G C. 34090(d)
0210-80 Zoning Changes (land use zone change DS CL P P Yes Yes G C 34090(d); 34090.5
case files) administrative decision
0210-85 Zoning Interpretations (requests for DS CL P P Yes G C. 34090(d); 34090.5,
information, City Attorney responses, etc.) administrative decision
0210-90 Reports & Studies, Regulations & Policies DEPT US 2 P P Yes G.c. 34090(d); permanent
(city related only, land use inventories) yr mm for research value;
administration decision
:1"0720,:( 'jjffi:8t'R.~gionaFPlan.ijjiie:;;;-;,if,i:f''',i''''!/'''':''il i',"'" '; .. I." ,:~" '",t.',: .....
0220,05 Administration (general correspondence DS 2 0 2 No G.c. 34090(d)
& memos)
0220-10 Demographic & Statistical Data DS CL P P Yes not a city record (Census
(includes reference material) documents)
0220-20 Economic Development Reference DS D/R 0 D/R No not City records
(reference material only)
0220,25 Economic Development Projects (project DS CL P P Yes Yes G C 34090(a); 34090.5
case files) while permanent for historical
current val ue
WARNING: Retenlion requirements are temporal and may change as laws are crealed or amended; \hese schedules should be reviewed on an established basis.
15
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
)<:i1e#}': ..:%~cord'De'scH.tion.\'.\,.. ,
';.'0220, Ci : Vcr .8iR'Ciilnl&PlliIliliii7 c(ionilued .
0220-30 General Plan & Elements (i.e. contains OS/C CL P P Yes Yes G.C 34090(d); permanent
elements such as Noise, Land Use, C for historical value;
Housing, Transportation, etc) Includes administrative decision
sphere 0 influence
0220-40 General Plan Amendments (GP A project DS/C CL CL+2 CL+2 Yes Yes G.C 34090(d); 34090.5,
files) C permanent for historical
value; administrative
decision
0220-50 Growth Management (Prop. FF related OS 2 0 2 No G.C 34090(d)
issues, rowth restrictions)
0220-60 Specific Plans (case files and related DS/CC CL P P Yes Yes G C. 34090(d); 34090.5,
documentation) while permanent for historical
current value; administrative
decision
'0220-65 Master Plan (city related only) DS/CC P P P Yes Yes G C. 34090(d); 34090.5,
while permanent for historical
current value; administrative
decision
0220c 70 Regional Planning (other-agency) AGN US 0 US No Until superseded or no
Ion er useful for reference
0220-90 Reports & Studies, Regulations & Policies OEPT US 2yr P P Yes G C. 34090(d); until
(city related only) min 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.
16
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
~:l~(:HE;''':~}: '';':{~:I'-':R}t~ntI9WJfii~~t<~~6sit101H{~:}&:lg;.<~.'::J:~i;;-;f~' ~~l~~g-i~~1:i~~~~;\1;@}}:(;h;{:'-:"- .;
F'lIf)#h:,,';' ';;I,;;';RetQli<l.(DesCn.tlon:1k2;";iK}; ;J)l'R!\ll'!iOffice' 'v'l' 'l~'" <;'''~'i.l:i:",t''"'';r'~'"'iitr.''f
:', ;'. a_'..~::, ~.;'.'~J;~:;i";}~..T+'jf_?;"~';..,,<; J~S, ca Ion
/';():z:?O;i,~t !~€f ';'O'itaftuifiioni&;,F;il'l'ina'tionj;, ~,1;;t~~tl~J~%3~i~~:})\f.:Y':~.
0230-05 Administration (general No G.c. 34090(d)
con'es ondence & memos)
0230-10 Incorporation Records (copy of CC 3 P P No Yes G C. 34090( d); considered as
original City of Poway City's original, may image but
incor oration record~) keep hard co y
0230-20 Annexation Case Files (annexation CC/DS CL P P Yes G C. 34090(d); 34090.5,
applications expanding the Poway permanent
ci limits)
0230-30 Detachments (real property CC/DS CL P P Yes G C. 34090(d) & 34090.5
detachedfrom Poway city limits) ermanent
0230-40 Spheres ofInfIuence (ultimate CC CL P P Yes G.c. 34090(a) & 34090.5
geographical boundary of areas to permanent; administrative
be served by Poway municipal decision
services)
0230-90 Reports & Studies, Regulations & DEPT US 2 yr P P Yes G C. 34090( d); permanent for
Policies (city related only) min 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.
17
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
,Ejf~;#}f; . "R#.oiiiif:jj:ii'~rra'~il9n' , .
~~1i4~i~ ,IRed~~~lft,ptjlllii(~t~;~:.&. " ,,..'"
0240-05 Administration (general
corres ondence & memos)
0240-10 Redevelopment Project Case Files RD CL P P Yes Yes G C. 34090(d); 34090.5,
(includes appraisals) while permanent; administrati ve
current decision
0240-20 RelocatIOn Assistance (includes RD CL 5 CL No Yes G.c. 34090(d); permanent for
appraisal & demolition reference +5 while research/historic value
& in ormation) current
0240-30 Redevelopment Plans (area RD CL P P Yes Yes for G.c. 34090(d); permanent for
designated where redevelopment life of research! historic value;
money can be spent; includes project administrative decision
Housing Implementation area
Plan)/Town Center
0240-90 Reports & Studies, Regulations & DEPT US 2 P P Yes G.C 34090(d); permanent for
Policies (city related only) yrmm research value; .administratlOn
decision
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
18
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
:~;:'_:~'~-~;'~:ig~~I\V~~;f~!R~~tlonmIs"'.~o~ntIo-'n1.:'::11;it~1!~~1W:!'
. .Filec#ii,:! ;'~!)i:i,\!l,~c,;;Re~ord;D:escri'tion3"3!;i)riif; ;()PR' 'Office;,:fI'fi'll'ctiy~'\; ;;,.Toial: 'Image .)~itlil~:;&\
;,..'i~f'd~;f~ ~~~r~t~~~~~~~;~\~~~~&!I~~~~Ctt
0250-05 Administration (includes general 2 No G,c. 34090(d); administrative
correspondence & memos) decision
0250-10 CDBG Program Case Files RD CL 5 CL+5 Yes G,c. 34090; 24 CFR 570.502,
(Project files for various program while 24 CFR 85 42*
years beginning with 2000-01, active (*OMB Cir A-I02, A-IIO, A-
contains applications, reports, 128); administratIve decIsion - 5
contracts, supporting documents) yrs after final grantee
performance report;
Financial Reports 2 8 10 Yes Ck w/specific grant
requirements for additional
retention; administrative
decision
0250-90 Reports & Studies, Regulations & DEPT US 2 yr P P Yes G.c. 34090(d); until superseded,
Policies (city related only) min permanent for research value;
administration decisIOn
:.()260';,,;:, ;i>:;<;f,~;.:;'Housin"iPro' 'bims2:;;l,,;; ;1 ...
0260-05 Administration (general RD 2 3 5 No G.c. 34090(d);
correspondence, memorandums,
reference material)
0260-10 Affordable Housing Case Files RD CL P P es Yes, 24 CFR 570.502 (b) (3), 24 CFR
(includes complaints & ntil 85 42, permanent, administrative
investigations, financial records omplete decision
S.H.O.P./H.E.L.P
WARNING Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
19
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
"'. ".:-:';~}..'U3~~j~~1~1tl-iltl?r?!;~t~)r~~i():;;.~::'~;}~:~~:;,~~~~::~;;;~~~~t~ r~~~1t~~1~~~~t~.t{'e\t.e~'t1Q~~'''''iQ$n't9tt':~'_:;~;i~:;:~K;ff,l~~.:
;'1<:ile.# .. c',
fr;(j"260'(' .
0260-20 24 CFR 570.502 (b) (3), 24
CFR 85 42, pemlanent;
administrative decision
0260-90 Reports & Studies, Regulations & OEPT US2 P P Yes G C. 34090( d); permanent for
Policies (city related only) yr mm research value; administration
decision
,\i0270 . 'HiStofjclSiteiP(eser,v:ltioll!
0270-05 Administration (general DS 2 0 2 No G C 34090(d)
correspondence, memorandums,
reference material)
0270-10 Case Files OS CL P P es G C. 34090(d); permanent;
administrative decision
0270-80 Historic Site Inventories OS CL P P Yes G.C 34090(d); peml11l1ent for
historic value; administrative
decision
0270-90 Reports & Studies, Regulations & OEPT US 2 P P Yes G C. 34090(d); permanent for
Policies (city related only, includes yr mm research value; administration
Master Plan) decision
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
., ~?}:~::~~:f;1i'~}~!~l~:,~~~.I{~t:entionml's')'.;oslt.(ocn~,;i::!';(~~~t;:~;~;;;~r/;/:~: -
. ;In~~tive; ':To"till' ";",'~~:'Jusdticatio.h~;;;.:~i:it':. .
DS 2 0 2 0 G C 34090(d); administrative
decision
0280-20 DS CL P P Yes G.c. 34090(d); permanent
for research/historic value;
administrative decision
0280-30 DS T 2 T+2 No G.C 34090(d); until
expiration; 2 yrs after
ex iration
0280-40 City Identification Signs DS CL P P G.c. 34090(d);
administrative decision
0280-90 Reports & Studies, Regulations & DEPT US2 P P Yes G C. 34090(d); permanent
Policies (city related only) yrmm for research value;
administration decision
Administration (general
correspondence, memorandums,
reference material)
0290-40 Ride Sharin Program CS 2 3 5 No G. C. 34090( d)
0290-60 Transit Services (aka MTS, buses, CS 2 0 2 No G C 34090(d)
correspondence, memos, monthly
rider-shi re orts)
0290-70 Trans ortation Planning, General DS 2 0 2 No G.c. 34090
0290-90 Reports & Studies, Regulations & DEPT US2 P P Yes G C 34090(d); permanent
Policies (city related only) yrmm 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.
21
CITY OF POW A Y RECORDS RETENTIONIDISPOSITION SCHEDULE
~.t:Ru;.i1W"'~'t'f'k"'nr.N'~1<<lri;-'~ii"'~l:V.jlw-.:...~~('\a.oi;;.l'~qi~pi;,':'1,t.!~~~.:tI't.:""~i?r1'~'l!t?<;J.
'r._,~ ~n, -1.9. _t ).:8' QSl_'. .9n,\",t:F"~:':":i,?}r?:"_":)...'~:"-"~~;.'~ :'i.!>:'~;~,,~"':;;~ i~-:\f<::'A
"File#.C." ":'?::j!:i):;Re~oriI,.l)escH'.tioiC ," ';()PR1~.
:. ;, 'l'lillEre~S:'\:E1El1~'"AHEM}rIf8N
-'c.._, ~ ~ ':-,\;i~'i"~l~;::s:0~i~:l}~~'s"EIi\Ti@ifs~i:::-:,i:-;:{~~';]
'.'iQ300 ..... . .,;,-1J[~i0W''A'niIDaI!€oIltfol::~'T:i''',i;\i
0300-90 Reports & Studies, Regulations & G C. 34090(d)' until
Policies yrmm superseded; permanent for
research value;
administration decision
.,ti'.031Q,' ',,',;I;:;-:I';]";(:!oni;'umei,';lssues .; 't
03l0-05 Administration (general DEPT 2 0 G.c. 34090(d)
carres ondence & memorandum)
'.,~32Q;', .'[\Eme'f"eil'c';lI:fi!eah~llness;
0320-05 Administration (general DEPT 2 0 2 No G C 34090(d)
corres ondence memorandum)
0320-10 Disaster Planning (general DEPT 2 0 2 No G C 34090(d)
workin lies)
0320-20 Communications (general, DEPT 2 0 2 No G C. 34090(d)
includes reverse 911, warning
systems)
0320-25 Community Resources (brochures, DEPT D/R 0 D/R No not a city record
directories, and information from
outside a encies)
0320-30 Disaster Case Files (Historically DEPT CL P P Yes G.C 34090(d);
Significant city related incident, administrative decision
e. . Cedar Fire)
0320-35 Emergency Call Lists (includes DEPT US 0 US No Yes preliminary documents;
Emergency Personnel Roster, G C 34090(d)-et seq.
De artment Directory)
WARNING Retention requirements are temporal"andmay change as laws are created or amended; these schedules should be reviewed on an established basis.
22
CITY OF POW A Y RECORDS RETENTIONillISPOSITION SCHEDULE
~~~~~ltf~~'~i:H:'1",i,::'i:f_'1\:{j~E~~~~~~f~:h}$J~~:~(\~:~~j*t&flJ&~!~~~~;~1 :,~~",rs~~c~';P_'~>'~~~R.Mtk'~'<~rwWO"sp;tN.n~"t';'''\:1~:('W~,'~}~U"'~~f.~~ , _ _, , ~
;/-;.~ij;.;" ':::,i~;/'t;'i1f:I"'~, :e. ~J;110 . '.IS OSlo on;;;:~~iXi"~'J.{4:7h;';,:,~. . ,;';~;~o.;;...
~Fii~W:ik.'I';;r\.';:RecortLDeS"Cl;H')t1oil;~.:91!;j;i'i'; k<i>RR', "-Q'ffi~e>:~: :;:I]tifcHye~e r;~T~tal; J -., t:Imag{f~~\ "i:iv:nat~~i_ ~t~~~tf:~~t(Jiistlfic_ano"n'ifiiZi~DV6~:.:
'0)'032(1"-". i"':} Emergency:PrepareCln\jssT;:':':;~i'" .., .-"...'..:..':"'.'''......;,:.. Y:. ',;'::'\;)!\..,.",,~" .;.. ~
""J......_,_,__. .,_ '...... ',-.- . . . _ . ',__'._ _ ).",. __ ,.,!,~. _ .;. ,_,
0320-40 Emergency Operations Center SS 2 0 2 No G C. 34090
(includes general correspondence,
Dlanninf< documents)
0320-45 Emergency Shelters (Admin. files) CS 2 0 2 No Yes G.C.34090(d)
0320-50 Financial Assistance (for disaster PW Payment 0 Payment No G C 34090 (d),
incidents, OES Mutual Aid +2 +" administrative decision
reimbursement)
0320-55 Mutual Assistance (reference DEPT 2 0 2 No G C. 34090(d)
information only- Contract with
City Clerk)
0320-60 Operational Plans (includes EOC SS US P P Yes Yes G.c. 34090(d);
Plan, Emergency Plan, HazMat) administrative decision; if
City is lllvolved, microfilm
& retain permanently
0320-65 Public Education Programs SS US 0 2 No G C. 34090(d)
0320-70 Training Programs (General SS US 5 US +5 No Ethics trainlllg is 5 years;
training, State required such as OSHA requires 5 years for
SEMS) safety records; 8 CCR
3203 et seq., 8 CCR
]4300.33(a); 29 CFR
1627.3(b)(ii); 29 CFR
] 904J3, 29 CFR 190444
G C 6020] et seq.,
LC6429(c); G C 12946,
34090(d); 53235.2(b)
0320-90 Reports & Studies, Regulations & DEPT US 2 P P Yes G C. 34090(d); until
Policies yrmlll superseded, permanent for
research value;
admimstration 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
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
l\l>.", ,:#~~.~.i)l,~2~:~~~f<~~:or""1i'Mt-i'i;.&,~_';;}~- '" 1:1J,it"~%';'~~~~II~')'!R'.'. ~"\~t' \M.I'{~t'~"~'-_~.i~t"IT'li-"'<.'~'~!i'P""t-"",;',.l.ilt~:tt~!T-f:f:'~~*?1:;":~-,::;:~;~' c'
XEi.~~'.t-,:'_'~-:'\>: ~ '!'- :::'~': ~,'S;;{tr~ ,1:<"t~;;:.{'i'i:A.'V;2.,'j:~iW:~;, ~,;c,,,,,::,~-:,.,::;jl~!.~.(<~"t~l , e C_D l,owv'lSpJ)SJ Hlll~~-i\'i"..,;~1~~;t'2:t::",<::i.'-'~~ -:-,~5 ,~ : '<::':5;;
i Fl' I. -e',# .......,.....'. U,j" ... ... ['.'::.If.rCOlfd. liD.. : 'lis ~.i:I..'iiPt- iQIW:,'j;;;::!.!'::OPR0": fQffiC'Cll~(InaHiVe;; "tQta~'S;lfr.magel:.;;;'Yita]?,.: . ~.:;Jus'iificatiijn~'; ""'t.,'
.1".0.3. '30..'''' ....'..E".F.~..,,"..."....t'..'I'I."."""".'&. .....'.',....1'. ~ ,',..1',:,:. "'i;;'r.~ "c"d,"'" '.., . .,.,:~. Pi'''',
'.. , , .' ,. 'i"":;: .}l'V.lr,Wtmc;l!":~JY~~!!~~".";.':'.'\lir .':n '.".....:;:{'1 " .:",,"3'<;":,'1(";'
...,' .',. ..,'. """."""'d""'.""'"'''''"'';;'''~''.'''''''.''''' .'.,. ,i"" ..:".' .'. '" '0""."
__.),:<~>"'i.~t0: _ -~~', .,::j,,::'1i<.,;..;: !:-::--:;':;e.o_nse:cv:auQn~~:5j:,<' ;,.--'.)t::;,.'.. ,." .':,.;:.. .',: ~~"" __:', 1....,_.:/.>,,;(\ ::~ _ _ '+'; ,; .- ~ .
0330-05 Administration (general DEPT 2 0 2 No G.c. 34090(d)
correspondence & ref ere nce)
0330-10 Air Quality Management (general DEPT 2 0 2 No G C 34090(d)
information, permits, reference)
0330-20 Archaeological Surveys (general DS 2 P P No G.c. 34090(d)
information, reference material) administrative decision
0330-30 Community Gardens (general OS 2 0 2 No G.c. 34090(d)
information, correspondence)
0330-35 Energy Conservation Programs DEPT 2 0 2 No G C. 34090(d)
0330-40 Environmental Health Issues DEPT 2 0 2 No G C. 34090(d)
0330-45 Hazardous Materials Safety Data DEPT 2 28 30 No 8 CCR 3204(d)(l )(A) et
Sheets (MSDS) seq., (B )(2) and (3)
0330-50 Hazardous Materials Permits DEPT 2 P P Yes G.c. 34090(d); permanent
(includes Hazardous Waste for researchlhistoric value;
Prowam) administrative decision
0330-55 Noise Pollution (general DEPT 2 0 2 No G.c. 34090(d)
information, correspondence)
0330-60 Resource Conservation Areas DEPT 2 0 2 No G C. 34090(d)
(general information. City
brochures, publications)
0330-65 Wildfire Defensible Space SS P P P Yes G.C 34090(d)
Program
0330-70 Weed Abatement (case files) OS CL 3 CL No G C. 34090(d)
+3
0330-75 Recycling Program DEPT 2 0 2 No G C 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.
24
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
CS 3 0 3 No
0330-90 DEPT US 2 P P Yes G C 34090(d); until
yrmm superseded; permanent for
research value;
administration decision
. .:l"O';..';.;~ae'llItI:i"ProteCti6n &;Sh;Yices:'",",
0340-05 Administration (general SS 2 0 2 No G C. 34090(d)
corres ondence, memorandum)
0340-10 Hospitals, Trauma Care Centers & SS 2 0 2 No G C 34090(d)
Clinics (general information City
records only)
0340-30 Vector Control (general AGN D/R 0 D/R No Destroy when no longer
information) relevant; not a city record
0340-90 Reports & Studies, Regulations & DEPT US 2 P P Yes G C 34090(d); permanent
Policies yrmm 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.
25
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
~:~{;;rC :~-:: ~'\:~,i(:t)~{9,k~i~t1f~9.Ufi)i~"'{fsitiQIi,::,:?~~:' ;Y{t!;:1&\~t~r~:
0350-10 SS 2 0 2 No G C 34090(d)
0350-20 SS 2 0 2 No G C 34090(d)
0350-30 SS 2 0 2 No G C. 34090(d)
0350-90 DEPT US2 P P Yes G C 34090(d)' permanent
yrmm for research value;
administration decision
,0360 'Ffre,P'i;Qte:ctioD. & Services'" .; :." ..,
0360-05 Administration (general SS 2 0 2 No G.C 34090(d)
correspondence, memoranda,
rejerence information)
0360-10 Ambulance & Paramedic Services SS 3 P P Yes G.C 34090(d);
administrative decision
0360-15 Ambulance Service Authorization AS 5 5 P Yes G C 34090(d); 24 CFR
Fonns (HIPAA) 164.530(j); department
policy is to scan after 10
yrs; hard copy destroyed.
0360-17 Apparatus & Equipment (service. SS Equip 3 Equip Yes G C 34090; life of
maintenance. inventory, testing) Life Life+ equipment + 3 years
+3 3
0360-19 Daily Activity Re orts & Logs SS 3 P P Yes Yes G.C 34090
0360-20 Fire Safety Programs (includes SS CL 2 CL No G C. 34090(d); while
ublic education ro ams) +2 current, 2 years minimum
0360-22 Fit Testing (breathing apparatus 55 P 0 P Yes G C. 34090; administrative
clearance) decision
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
26
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
.'Flii!i#',t'A (i~i(~i':\j,R~cord.'Desera~'iio"ji'~j"~.;,,,~3;,'...
'.'0360"i!i, ~'ili","\'Eh'e"Protection:~"S~ices:';""'
-~,: ,.'0 ";"~' .:'.::-'f:,,!jf j , , .' _' i ~ ;..;:.'~ -"'(
: c;~::~i;.t~B~:ftI~ f~~{~~~~~X'~;\;.~:~_ .,' c:i:htiii~fd:I~;d~;~~f:!~~~~:r;:
0360-25 Geographical Files-Commercial SS CL P P Yes Yes G C. 34090; pemlanent for
Industrial (inspector's report, research/historic value;
sprinkler plans, underground administrative decision
plans, hazardous permits, fire
alarm plans, occupancy permits,
fire alarm plans, underground
stora e tanks)
0360-30 Geographical Files - Residential SS CL P P No Yes G.C 34090; permanent for
(sprinkler plan, inspection sheets) research/historic value;
administrative decision
0360-40 Knox Box Location List SS CL 0 CL No G.C 34090; non-record,
reference-kee while current
0360-45 ISO Insurance Ratings SS CL P P No G.c. 34090; administrative
decision; rated every 10
years
0360-47 Personnel- Training File SS 3 P P No G C. 34090; administrative
decision
0360A9 Rapid Intervention Crew (RIC) SS P P P No G.C. 34090; administrative
(Potential Rescue without RIC - decision
OSHA)
0360-50 Reserve Firefighters (includes SS CL 2 CL No Yes G.C 34090(d)
e ui ment assi nment) +2
0360-60 Reports, Fire Incidents (includes SS T 30 T+30 Yes G C. 34090(d)
engine company/paramedic
incident re orts, fires)
0360-65 Reports, Investigations (includes SS P P P No Yes G C 34090(d);
Arson, Homicide, serious felonies) while administrative decision
current
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis,
27
CITY OF POW A Y RECORDS RETENTIONIDISPOSITION SCHEDULE
F'!. .#".' ,,,,;,-,,.,,,,;,',{1'.}{""".dJ)""'.'.' '.,",' '.:Vi.'.''-''''""opif""
" ,I e.. .." ,,;,i.1l1I"":'"i eCOI'..eSCrI hon'.;>";,,,;,!; ';,,' ..;:",
." -, "'~''''':;';':'' -.'.<.-";' . """,,, ~<'~"""'--._':<'-"_' --. -- -"CO'.'- . '.-,>,'. ,.,'.''':", ".
03(iO' .,;~:;;l,.!'F;ll'e;Rrotec~IOn :&,' Sen'lce~';?f\~;
.,.', .:~ ;::!:.~'~.j; ;~;~1~1fti~;~~~~&:'~!' "fjj'ii"iiri~~id~ )i'!;~h:~~B~~~Y;1tf~
0360-70 Reports, Fire Prevention Activity G.c. 34090(d);
(ineludes single event fire permits, administrati ve decision
revention activity re orts)
0360-90 Reports & Studies, Regulations & DEPT US2 P P Yes G C 34090(d); permanent
Pohcies (city related only, yrmm for research value,
ineludin ees, statistical re administration decision
tt!~;7:Q1~\:/~i ~RQ"i~,ejR;1{[~C:#Qmt~fSemf.l~'stv
0370-05 Administration (general SS 2 0 2 No G.C.34090(d)
correspondence, memoranda, police protection provided
reference) by SD County Sheriff
0370-17 Equipment (service/maintenance, SS T 3 T+3 Yes Sec 360 17
E ui ment/testin
0370-20 Alarm Systems (permits, false DS CL 2 CL+2 No G C. 34090( d); services
alarms, accounting, general provided by contract,
correspondence) records remain property of
City
0370-40 Reports, Monthly/Quarterly from SS 3 0 3 No G C. 34090( d); for research
SD County Sheriff only Non-City record
0370-90 Reports & Studies, Regulations & DEPT US2 P P Yes G C 34090(d), until
Policies (city related onZv, yrmm superseded; permanent for
including statistics/surveys, fees, research value;
statistical re orts) 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.
28
CITY OF POW A Y RECORDS RETENTIONIDISPOSITION SCHEDULE
"l!]"'i""iP;'''' . Rec6rd.iDeS'trrJiO:Ii';~:'::::1;!F ::QPR.r',:~:;Office"
?1' .11.~;. :<f''>;
Bj~!~~i E',~\~)f~~t~~~ji'~jjf+lI~I~~~rf.*
0380-05 Administration (general 3 a Co 34090(d);
corres ondence, memoranda) administrati ve decision
0380-10 Refuse/Trash Collection & PW CL 2 CL+2 No a Co 34090(d); exemptions
Exem tions renewed annually
0380-20 Recycling Programs (city related PW CL 0 2 No a Co 34090(d); while
info only) current; administrative
decision
0380-30 Solid Waste Facilities/Landfills PW 2 2 4 N a C. 34090(d)
0380-40 Special Waste Programs (e.g. PW CL 2 CL+2 No a C. 34090(d)
integrated waste management
ro ams)
0380-50 Public Education & Information PW 2 0 2 No a.c. 34090(d)
0380-85 Master Plans (city related only) PW CL P P Yes a.c. 34090(d); while
current; permanent for
research/historic value;
administrative decision
0380-90 Reports & Studies, Regulations & DEPT US 2 P P Yes a C. 34090(d); permanent
Policies (city related only - e.g. yrmm for research value;
annual re ort, master Ian) 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.
29
CITY OF POW A Y RECORDS RETENTIONIDISPOSITION SCHEDULE
~'::~~:~!!~~'iiJ:~~~lJl-~~~~~~~~~~!t!I~:~:~~;~!,1!... ;~'r#'i':'"J).fff~fr'fRetlfiftI9fi'Jljlfp8smmr}}j:\,{f!."(?'5'71;:, '" _ ~
F'l #' ''If''''''R''''.dI>'~'"'"iRf"'''':'.'IOPR ....0ell" "I"Y"'T'Tf'I""lgi" Ytl?',;," "''''J''t"fi''''t'''.
>1 ei;p. ~;~~~~j~~d~t~}:tS(;~~':f;";:'2 ....... ... '::;' . c.e, nac.;:i;,~; ,,,0 a,,,'~ t,I,~.,:/, .,,'< us I lea ~';i":N:
'0400'." ..."o..o.".."."...A"..".',.".....,;...'....r.(,".,..,.. .'T'..,'"\:i(.''' ~'<s ,. ,. ,..':'.'f.'.'.'i}.ii''';.....,. '1'
. ,.!,'.h'.:",,,, ....,;1...'i1'.' ccountiiil!f,:"i"'<f'"'''' i',... .,)..", " ,. . ....",.,.,". . '1' . ... . ., .-c. ;"." ".":...
'.... ,". _ . _.'.-J.'_. '>"""'_.1 :,1'.._". ~ _.:...,.",', '.' ',' , , _ ..-,,,.~.., ,_Le,.,. ..'._ "-.__~ _ ".' " "" _ _' . , . ,
0400-05 Administration (general DEPT 3 0 3 No G.c. 34090(d);
correspondence & memoranda) administrative decision
0400-10 Chart of Accounts (reports of all AS 3 P P Yes G.C.34090(d),
city account numbers) administrati ve decision for
historical! research value
0400-25 Check Registers (Accounts AS 3 4 7 No G C. 34090(d);
Payable summary, warrant administrative decision
ref!.isters)
0400-35 Fixed Assets (Annual reports of AS US P P Yes G.C 34090(d);
the City's fixed assets, inventories) administrative decision
0400-40 General Ledgers Year-End AS 3 P P Yes G.C 34090(d);
(reports/balance sheets that show administrative decision
revenue, expenditures, assets &
liabilities)
0400-45 Journal Entries (monthly journal AS 3 4 7 No G C. 34090(d);
and back up files} administrative decision
0400-84 Reports, General (includes annual AS 3 4 7 No G.C 34090(d);
accounting & street reports, administrative decision
budget status reports, State
Controller's reports & treasurer's
reports.)
0400-90 Reports & Studies, Regulations & DEPT US 2 P P Yes G.C 34090(d); permanent
PoliCies yrmm 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 ao established basis.
30
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
};iY;Q4J.~";i:fu~ ~fHiTN;i:~t0~:~~<~~:<;.;1~-tiWj,laitsj;~?i~:~:i'-CJ:(~~BYN.i~(.\ .-'.,
0410-05 Administration (general DEPT 3 0 3 No G C 34090(d);
correspondence, reports, administrative decision
memoranda)
0410-10 Audits, Comprehensive Annual - AS 3 P P Yes G.c. 34090(d);
CAFR administrative decision
0410-20 Audits, Grants AS 3 P P Yes G C 34090(d);
administrative decision
0410-80 Audit Preparation Records AS 3 0 3 No G.c. 34090(d);
(includes financial statement administrative decision
re aration lIes & schedules)
0410-90 Reports & Studies, Regulations & DEPT US2 P P Yes G C. 34090(d); permanent
Policies (city related only) yrmm for research value;
administration decision
Administration (general G C 34090(d);
corres ondence, memoranda) administrative decision
0420-15 Banking Correspondence (includes AS T , T+3 No G.c. 34090(d); 3 years after
J
banking agreements) terminated; administrative
decision
0420-20 Bank Statements & Reconciliation AS 3 4 7 No G.C. 34090(d); 7 years after
(listing of all cleared check~ & audit; administrative
halances) decision
0420-25 Checks, Returned (returned checks AS 3 4 7 No G C 34090(d); 7 years after
noti{icationfrom bank on returned audit; admmistratlve
NSF checks) decIsion
0420-30 Chccks, Voided/Cancelled (may AS 3 4 7 No G C 34090( d); 7 years after
include check stubs) audit; 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.
31
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
3 No G C 34090(d); until
superseded; administrative
decision
0420-55 Stop Payments (city checks re AS 3 4 7 No G C. 34090( d); 7 years after
payroll & accounts payable) audit; administrative
decision
0420-82 Reports, Monthly Reconciliation AS 3 4 7 No G C. 34090(d); 7 years after
audit; administrative
decision
0420-90 Reports & Studies, Regulations & DEPT US2 P P Yes G C. 34090(d); permanent
Policies (city related only) yr mm for research value;
administration decision
iil~tq"jl~~
0430-05 Administration (general G.C 34090(d);
correspondence, budget manual & administrative decision
calendar)
0430-10 Budget Requests, Internal AS 3 0 3 No G C 34090(d);
(includes de artmental re uests) administrative decision
0430-30 Revenue Estimates (includes AS 3 4 7 No G C. 34090(d); 7 years after
budget reports, calculations, audit; administrative
county ro .ections) decision
0430-40 Operating Budgets (includes CC/AS 3 P P Yes Yes G C. 34090( d),
annual & mid-year adjustments) current administrative decision
FY
0430-50 Capital Improvement Budget CC/AS 3 P P Yes Yes G.C 34090(d);
(includes annual & mid-year current administrative decision
adjustments) FY
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
. \ ;~': ~'IJ"#slHi~~i.i9_i??1f;~ff~t~\~4r
,. -
G.C 34090(d);
administrative decision
0430-70 3 0 3 No G C 34090(d);
administrative decision
0430-90 US2 P P Yes G.c. 34090(d); permanent
yrmm for research value;
administration decision
~~t"440li,lj ,~Qg'dvX;sfi~s7D.~~'tf$~l;YJ:~lf~~,'~
,~G> ,~,' 'A-~, ;i_I.: '
0440-05 Administration (general G C. 34090(d);
information, reference materials administrative decision
re bond issues & securities)
0440-10 Bond Issue Records (re various AS CL 10 yrs Matur Yes Yes G C 34090(d); while
projecis such as 1915 -ity+ while current; G.C 53921 states
Improvement Act, Certificates of 10yrs current may destroy after paid or
Participation, Tax Allocation Cancellation Redemption or
Bonds, bonds,proposa~, bond Matunty + I 0 years; CCP
authorizations & related public 337.5(2) allows destruction
hearing items, prospectus, notices, after 10 years. G,C 943900
etc.) Filed alphabetically et seq., admmistratIve
decision
0440-90 Reports & Studies, Regulations & DEPT US 2 P P Yes G C 34090(d); until
Policies (city related ani}) yrmm 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.
33
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
~~~q;~:{~~~'!!~1%~{~Ri't~J/ii['nrnl$~'(~sJli;oIi%Y~V~Y~'~1:~~i~~, ~'~Jf~~~~tW~;~Jf~~F:~~;;;t}~~~WJf:~~),~~
-Fiie;#>;:,," ;,-~nZt~31r{t~&.e~'~r!i.~l)es_crr~don\~~f~1;~1~{fr~ fLQrt{Ue fIorflce>: ~lnac1Ht~!:~ :~~otaV:~' :'.:JDiit ''t~~r, ~)?'it,*lt~i :~f~~~{J;r~'~f~~Juif.Jfic~ti(in~C~t~~~i~l~
:.~r'Q4~~-Q':L'<'" ;~~E~~?r1~~!~~~;S~:~tnMe.stm~ifts"~f;:~;:'ltf~~~~\~~
0450-05 Administration (general G.C 34090(d);
correspondence, reference administrative decision
in ormation)
0450-10 Certificates of Deposit AS 3 4 7 No G C 34090( d); 7 years after
audit; administrative
decision
0450-20 Investment Information, General AS 3 0 3 No G C. 34090(d);
administrative decision
0450-30 Investment Portfolio (City Funds) AS CL P P Yes G.C 34090(d); while
(statements & investments current; permanent;
sa ekee in ) administrative decision
0450-40 Local Agency Investment Fund AS 3 0 3 No G.c. 34090(d) ,
(LAIF) (general correspondence administrative decision
& pooled money investment
statements)
0450-80 Reports, Investment ('tatements & AS 3 4 7 No G C 34090( d); 7 years after
related documents, monthly audIt; administrative
reports, quarterly Treasurer decision
reports)
0450-90 Reports & Studies, Regulations & DEPT US2 P P Yes G C. 34090(d); until
Policies (city related only) yrmm superseded, permanent for
research value;
administration decision
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
34
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
!$f~~;:B~v:!Tr7~Y'7~ .-':;:;rL~~~Jt~~1s.~~~~~1~1:R1frJFi~,:~jIft~~(,$9J - ~m~Jlr~r~~;r."~"~'-~:"'-' -'-~'J.~'J:~"'~:~~"'~'~~~:'7~~'~~~ ~f[l\'IJ~1;:.lr"~"~"'Y#:"~~',%I"""'I'~~.->>':-~-'!':!!'~;:'
^ "',' \l"i"'" , t .. tr"lliD'sp(,oti .. , . .'le'. r.
~\lts..4f1'~.l?l~ ,;;~;.:' e en - 0 . '.IS 9S1 " o_n\~..~^i#~-i~~\~:).' ~';f.~ ,i; ~]i~~:N~@~~~:{~t~i;,n~z.;:!gH..~i.~J!i~,i?il
y---.-',,....> -;~:E;!: ';.' Rec(jr~}D;~CriiTlii.on;~!1ii'o;'. o. :QER;Fi . $Q'fflceti ~~Inaal\!e\ iTofaC' :"~fraa'~'eAf 1M" tal?X~ :.~!:}';':::il~'tt{'!~'j"\":sHfi A'''f'I'-'''~~';'_:;.c:fM!'?~~{
~:I'Ile,#.lf... " :it; "I, .,~,. (;.",.,:.,~~.>:$:i" .u.. lea .on;,.'-,',:;~<~.l~'.t-
i~l{:0460W;:~ :~:." .', ..w.."lray,t"'if""'if"'''''h''..... . '.:~~ff~1~;~.!~2. ~:ITt'~?~~X?~ ~rt~;~_t{li:if~~f t{fi~~H?xrt ."-.^''''''Jl' ?~~$,~}~~:~fk~:lf~}~~~~}t~};~~~~~'
~~~_..\'": ~'.r:.." ..
.n"''t'-_-~ h.._<" .,' .,';;,'t; C .:::;;'1:..~4;~ .I.r.Ou 't~"':Vl'fnN!!r!.,('~.'~' f}:::::;~"~~:f#.~: ~1
0460-05 Administration (general DEPT 3 0 3 No G.c. 34090(d);
correspondence & memoranda) administrative decision
0460-30 W-2 Forms (includes register AS 3 4 7 No G C. 34090( d);
worksheets, preliminary backup, administrative decision
working documents, tax records,
list of W-2 employee information)
0460-40 Time Cards (includes employee AS 3 4 7 No Yes: G C. 34090; administrative
time sheets) Current decision
pay
period
0460-50 Payroll Registers (includes W-2 AS 3 P P Yes G. C. 34090(d); keep only
Registers) cumulative year-end report
for non-current year;
administrative decision
0460-60 Quarterly Payroll Tax Reports AS 3 4 7 No G C. 34090( d);
(includes employee Federal & administrative decision
state tax reports)
0460-65 Deferred Compensation AS CL P P Yes G.c. 34090(d); while
Accounting (Quarterly reports & current; permanent;
leMA annual reports, actual administrative decision
individual records of plan)
0460-75 Vacation & Sick Leave AS 3 4 7 No G C. 34090(d);
Accounting (reports of employee administrative decision
leave balances)
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
35
CITY OF POW A Y RECORDS RETENTIONIDISPOSITION SCHEDULE
~~~i~'11m"n,~~~~e>~!~'?llnt;;{t~(;~"~g~~~k..:/'<,;J:b~1'i'~t"ff'1tt~~/:l:;;'~:'f):':'*,,;.~'rz,?;~:;:'rt,.l':~~'.;~~t}~~~R-'"~et';'e;""ne-\,t'l"O'''IiJD~,n: -lS.~~l;iiO'~;WS"l.'fi"''''''''o:o..n':._C-~;1>:;i~lfP:r(i't1:;'.~f.~I~~ ~J~i\'i~~.~~~:'t~',~;l ,".Vj(j,r;:';f~'( -:):;~,,~t:-:.'{.:i,t.,I-,,:~::~;.: j.'(~
:.".;- "i;.-.',:;;i:'Y;'Z!'~""'~:(;~':~,!$'j,;;~,,:.~,:~t,,;~,a.~:~. ',~\~:~ ,,'.;;r~~~3t1;(f*';<"'Ni' '''''::!~~li:,~'',_ .: :"/:::-::,:' . ,,:,.,-,,: ': ,': f/'._,~,:")'#~/:i.~fDii:, t;' _ _ _ _,_ _ , . ,_<31'_' _ _. _ _ ~':~;~: ,,:;'l:~~;;:,,;:::':';;>:']-,'l (?or:: ~':i:_'':~.{\ip;.~J\ .~;1}!;iF::..-;;,j.-:.; , ".- :~'~'7.::'-:~~1i;,;\~:.tr':' .j.
F'I"".#~"~t "":; .',' .'.R.'."'."'d;.D'."."'.':;:'<'t'."'-"'!'c,,':':;e, 'O'PR.. 'O.f""""" ',.',J."'.""t""."",; l.T. '''t''Ir:'I~J''. \',,; ,: !;"'t"'lfI:'~ .,:,':;,."'::',";-:J. "'.'fi"'fi'. t"''';,:,,:;,;::;r;.',
I~, ,./~,,,,, ;\I',"..,;;-!.i.~. ..__..).'! ~c.or ~- eS.Crh"...lon~).:_:_:;';~:"F:"':' - _.., . uce",:: na~ Iy':_e_h ,< ,0 a:,! '.. ma~e~.;< ",~~:I 3_ 4_,.), ;;.;:..~~...::..,;.._,.::':.: _liS _lca IODh-i<.:;',~!.:.~~',n_."
.;';,%~~~*~~ ~t;t'~~j~~~i:~Jr?t~i~f&~~~~~~: ;)~2'i;n'.. i:t~~~~\~~~~ ~w]f~~ll;1 '~'E ,,,::',::' ";'~I~t,\~r;~~~WJ~~~:.;.;,:\~~~i*tf,~i;:;
0470-05 Administration (general DEPT 2 0 2 No G,c. 34090(d)
correspondence & memoranda)
0470-10 Deferred Compensation Reports AS D/R 0 D/R No not city records
(401 (k) & 457 plan quarterly
reports & leMA annual reports,
actual individual records of plans)
0470-40 PERS (Public Employees AS CL P P No G C. 34090(d);
Retirement Accounts) Reports administrative decision
0470-45 PARS (Retirement Enhancement AS CL P P No G C 34090(d);
Plan) administrative decision
0470-90 Reports & Studies, Regulations & DEPT US 2 yr P P Yes G.C 34090(d); permanent
Policies (city related only) mm for research value;
administration decision
!!';\'l10. "?r5.'1WI""\{,,1:-._."'-'-Wt~"R'::~"I'::l\lRl!n;'W4:'>it.i !~tJ\I~'ii.~\'" !,YM'f"""";-iii "1Jli!t:::JW~~:il'{ ;;;\;~~"f~'!!! 1&;:!;':i~rof:~ ~~'I:'~';j !,~i1l"l!ll1lll<Ji\~~~"",li\1~~'';(<!9im
~t~ .:!~/i._ 'ailtl.t~~:7:7j}3~~~9~n .s1 I~J,!l:~_~!~.:'~%~ !!':i:Tm14~d~ rr<a:~~_"1 r--I\,"~i~5i't"gJ~".\J:; ~A~::..~ia~ "\I;:.l'!>-)fr...,;.;,,,..-,.~ ,.,.....,4:~'i\j-<<:'l: 1WV>.:~",,:;i;i'....~~~~
0475-05 Administration (general DEPT 3 0 3 No G.C 34090(d);
correspondence & memoranda) administrative decision
0475-20 Accounts Payable (copies of AS 3 4 7 No Yes G C 34090( d); 7 years after
invoices and backup information, before audit; administrative
. I d'M-' h d) payment d ..
InC U In" petty cas recor s ' eClSlOn
0475-30 1099 Forms AS 3 4 7 No G C. 34090(d); 7 years after
audit; administrative
decision
0475-90 Reports & Studies, Regulations & DEPT US 2 P P Yes G.c. 34090(d); permanent
Policies (city related only) yr mm 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,
36
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
?>'?"'~'-<>;":r:" <1:<. ---...o,::r:;....""_..~ft1;~"-""'.;'~"l!l.kh' ~ . 'nlJ""" ~'t:' """"''-'~''.r!''"'''''''-0'''''''T'''''''~'''~''I!- 'f:~~~.:r.-n~'ilt'r~RI>~rt'.I><~\1tfst..l~'t.1""}'~"f~~"~'1'~~~ ~it~;i:~/!r{tI{:~;';~~~t?(~?j'&~~~~\lF!?~~~I~~~4f
,- -, ,~, ~. & -"""-"" -Ht>' "4~ .. .,- ,... ,- '.' ''lW>~~ r:;: "'t; .;-,-,._".'l',.~...,. o",_,,,,,{, ... ,\.,,-, ~':-c. -",,'
~"fl ,~, :{;.:,,:'\::~~: 'I';:~;,\"'};_,,,,,:..:. .~~:~,~~~" t~i~.~,~,!~;.."; .!\'it, \i!';j.';~',,~:;:{r" :~.';'./ ".~, "'~;~ ~.;,: ~.."\:1.<t':;__;(':\\ ,~',? ~j;;iL~i!.I,~!::;r~k1;;;:.~'j;';: _'~ _e,n lon' IS OSI :lon',.\;'f,~:';'~~::.~;.;.f~;'D);:
)?i1e:#';"'.j, '.f ...fiR"i:cor<hDescnpHon' j" ;. . ;OPR.":', ~~fficiH' ~In'actiye; STolar .' . Ima'lie; WiiaT~$}F ; ":' ~~ '~';.:: ::~Jifstfiic~adon:r\:~~~~t~~l1~i
,~1ilQ'il80,,~ ~tt(.r;:;:,'i~:~;~~~~~~r:~lf~s.~p'g,~:~F.;~~~_ft':~..;~.(:o:i ~:~:U~:~?~f:gr~i: g~{~~.Ji,~rir ~t1{!i~1_~}jt!1t~~\ :?~~'~~:~i~t,,~ k~\W~:t~~1~'f f,f:;~~;:-?f;z~r~7fff ~/ -( . __. ,";.i.',<:~!~~&~;:i-~1:~~t!~~1~~~~k:t~Q
0480-05 Administration (general DEPT 3 0 3 No G C. 34090(d) ,
correspondence & memoranda) administrative decision
0480-30 Purchase Requisitions AS " 4 7 No Yes G C 34090( d); 7 years after
j
(departmental requests for (before audit; administrative
maintenance service agreements, completed) decision
supplies & equipment)
0480AO Purchase Orders (annual open AS 3 4 7 No Yes G C. 34090( d), 7 years after
PO's contracts, agreements, (before audit; administrative
public service agreements, orders completed decision
for equipment & supplies)
0480-42 Unsuccessful Bids CC 2 0 2 No G.C 34090(d)
0480"55 Central Supply Requisitions DEPT 3 4 7 No Yes G.c. 34090(d);
(before administrative decision
completed)
0480-60 Supply Inventories (office DEPT US 0 US No G C 34090(d); et seq
suoolies) preliminary drafts
0480" 70 Surplus Property Disposition AS 3 0 3 No G.c. 34090(d); after
(surplus property disposal disposition of property;
requests, auction lists, reports, administrative decision
bills of sale)
0480-75 Vendor Lists/Brochures (includes DEPT D/R 0 D/R No Not a city record
pricin)!, manuals)
0480-80 Consultant InformatlOn/Reference DEPT D/R 0 D/R No Not a city record
(brochures & reference
information)
0480-90 Reports & Studies, Regulations & DEPT US 2 P P Yes G C. 34090( d); until
Policies (city related only) yr mm 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.
37
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
~~1:~~2~}~~:!f~;i~~~~1}~~~f,m-!~:;,Tfj~~~~:ttR~W;:11.;.~1?~1t:~r;"~B~~~ ~*1:1!<,"0~'\,,\~'ro0;''''#~'R?f~1.~~m.~j~~..,.;..ti't''!'~^rl';:~tflr;'-"';:':&:"!:~,~ 7..m~,,~*~~-:)I~"<{f.;I;''l:';,'''_:'''''~''''''''r0~'''rt~.,,~..
~,@;:.8::~i~:?,~;;-~r~~'~:~.s.' _ e. en_ lon', _' JS .,QSl, 9n:.,:::~:~~-,.,"~ :.':.~:~,{.::;.;~ X~:. ~?1~t '~~';;:.A::;:;~;U_~!(,I,' '~"'''':~V~;;::i1;"!;:!;t1.
"Eile'#'/:; "f":;>.' 'Record;,Deiiciiption\!i<"~!r; () PW[;f! {Officer ,Inactive';" }To'tlln ::'Image" 0Vital?]i::0 '~7~1$~1J~fJusdfiCa tion::;\,{Ei;~E;::
. .._,.1... ,- -
~QM9~ ~~~~fReY..'Siel~;'F,1l.~iiQn_li Il.~~~ !km~ ~'tj.~~' f{~~iI\ ~~Mrjk1'w~ 'iF1:,~~"i~~ D'~i:!ii";'!!"'~;i!I'i!1'"';:."'~J1i
t~>.i~. ~f.~. . ,~.Jti ~'i~'(. '.:f~1r\>'~ . ,~!i.'~1:~~tili~,}k~~~\ f~;, "",,~, .
~.' ('.':1] .''iMlU.i':~!:"' ..'>, ~:: .,;;.\:;."' ..-
0490-05 Administration (general DEFT 2 0 2 No G.c. 34090(d);
corresvondence & memoranda) administrative decision
0490-10 Accounts Receivable (billings for AS 3 4 7 No Yes G.C 34090(d); 7 years
money owed to the city, customer until after audit; administrative
files, uncollectible invoices & paid decislOn
. closed customer files)
0490-15 Billings & Receipts (water, trash, AS 3 4 7 No G C. 34090(d); 7 years
sewer, paramedic, passports, etc., after audit, admimstrative
includes fee schedules) decision
Water/Sewer Rates - Master Fee
Schedule
0490-28 Business Certificates (aka business AS CL 3 CL+3 No G C 34090(d); while
license & home occupation current, then 3 years
permits) afterward, administrative
decision
0490-30 Regulatory Licenses (aka business AS CL 3 CL+3 No G C. 34090( d); closed
license & criminal background then 3 years afterward,
checks) admimstrative deCision
0490-45 Fee Studies (staff reports and CC CL P P Yes G.c. 34090(d); permanent
backup infurmation - originals for research! historic
with City Clerk) value; admmistrative
decision
0490-50 Donations to the City CM 3 0 3 No G C 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.
38
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
~~~%~~~~~~~~~~~~~~~~~l~~p:r~~'~;tr;.~~~i!1i!!J ~.';i,'~j1'?''''~~,~~~''-''~~~AV-''''''ioI''1"- "~..'-..r'~.''''''''?~~>,z~t;f,~'''''rf'~ ~.~~~~%~t~~gr~~~~~~~~~~~W~~
:f^~'l:~~,!}~-_\'~;'f.~~fiRetel!honro..sliosltiQ-'~f'~f~;'ffi,~?'4.;~t,{.o;
, File;!I;' . L~~;::Y~~~~~JERec'ord~n~~~njnif)n~~;%~(~C',f,::" .'OPR:";, ~Ofticet:: 9'1""l..''''-')''oy".,r;,. 7\mO:taJ:~~ i~\Image~\ ~Wiiai!?' :: .:' , ,>::~~;'.:~~:Justifica'tn)ir:~;;:~~{j'fl:(~;~,:\~';
. . ' -',..", " - - .'~ ~: _ tiJtctlvel? <,___. .'lI
i'.~.c@90;T; {lRey~nJlet&_f:Waxa_HQDUc1)nHaiie(jj~ ~J:i'&i~:~f(~)!'~i :i:~f:0r~~~f~: ~~;1r:~;V?~2 *i~~9~~l~ ~~~~~Jt1 ~fkt~~~~_~::;: ~lL:,;.';,: :_;;:~~~:~~;:~t~tff.~,~j~~:~Ja~:t~;mifftr1'!
0490-51 Grants - All (CDBG, Federal & DEPT CL Audit; if Audit; No Yes, 7 CFR 3016.42, 21 CFR
State, Financial Records) Required if while 1403.36 & 1403 42(b); 24
+5 Required CFR 85 42,91 105(h),
+5 current
92.505,& 570.502(b), 28
CFR 66.42; 29 CFR 97 42,
40 CFR 31 42; 44 CFR
13 42; 45 CFR 92.42, OMB
Circular A-133, G C 34090
0490-54 Grants - Unsuccessful DEPT CL 2 CL +2 No G C 34090(d)
0490-55 Parking Citations AS 3 0 3 No G C 34090(d),
administrative decision
0490-60 Receipts, Daily Cash (for city AS 3 4 7 No G C 34090( d); 7 years after
information services audit; administrative
and/vrof!:rams, water, sewer, etc.) decision
0490-75 Taxes (reference information & AS 3 4 7 No G.C 34090(d); RS Reg
backup regarding taxes) 31.6001-I(e)(2), R & T
CFD-J/CFD 88-1 19530, 7 years after audit;
administrative decision
0490-76 WeedINuisance Abatement (Fax DS CL 2 CL + 2 No G C 34090(d);
Rolls) administrative decision
0490-80 County Funding Programs, DEPT 3 0 3 No G C 34090(d);
General administrative decision
0490-84 Regional Funding Programs, DEPT 3 0 3 No G.C 34090(d);
General administrative decision
0490-85 City Funding Programs, General AS 3 0 3 No G.C 34090(d);
(street projects, scholarships) administrative decision
Neighborhood Loans
0490-86 State Funding Programs, General DEPT 3 0 3 No G.C 34090(d);
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.
39
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
~f~~'r~~ff~~~~~ ", ~j~.t~~W~~1J~';~RJJ,t;;:{~~,,~~~~~1"1'~S r:t,1,'t~~1:}~'~:}:'~RefWltioJiiDlS""ositH)n::'~},\~~:f~".. ::~WM$j, t~~~fft~~!i''l~WtS'~TN:'7?''~'':~~'<<~'~~~~~~~:1
".iZi-" 'i::if'L';";'~'_~;'';'U'l'',.l';,..;.. ',.", ,{:_ ."';'3 _' ;::<" 8;~l:j~:'~,~-.j.~'l ;:l'f,:>;'!;'~1R~N,;.' ;. .:.:!~.. >, _ "':._..;~;_ '_,;"), ~';--J~;~:~.,'" .... " ";;";'.,~_ _ __... _ . _ -' _, _ _ . '.'.~."\j''';;~::~'i;; ~", ". '....",. ~~;!.'.:r!.-,-.,;::; ',..< ',k_ ~,,:,.;.l:,_"_ ';' ". ;::";:"'~';;"~ _ ~;[,,~
/FUe.i'#!~'f~ r;\~Z~~~}tR'e~:()--r:d::O'eScn~"".tioil'j~~~~~ftjt~t r@.ERn~f :.Office:j; ;;Ina:c.ti;:~)~ ~J;:O,taif{ ~':Inia . e"?: ~Yliar?0~ )W~I~i~~~~~:JustillcadoIi~~}~~:'lt};~1~
7m499 :].~.evenuC':'.&:J:axation/contiii'ued'. .. r;-, j_"" . :'-~ .:~~j~!~~7;~~I
0490-88 Federal Funding Programs, 3 0 3 No G C. 34090(d)
General
0490-90 Reports & Studies, Regulations & DEPT US2 P P Yes G C 34090(d); permanent
Policies (city related only) yrmm for research value;
administration decision
B~~€RES0UR@ES.'IJ iU~~'ltIi!!\\ ~'m:",~w,~t'
" ,N;"J~..,'. ""'"__..:._.__'.. ........... ..,. ,,____.. ..__...__._..,...~..~:~...""l' 1ii:,.(;t;:w....,....;~ 1'">1;;,, .,~;"~"l;
1ll?1Q$!l(jI~ l~.il1!J]S9i1"ii"tM,.~dilliiii~i~atiij)l~t!:'l! ~_~
0500-05 Administration (general DEPT 2
correspondence & memoranda,
em 10 ee lists)
0500-25 Employee Orientation (general AS 2 , 5 No G C 34090(d); covers
)
information & materialusedfor safety regulations;
orientation or new em loyees) admimstrative decision
0500-30 Employee Suggestions (employee AS 2 0 2 No G C 34090(d)
suggestions for work
im rovement)
0500-35 New Position Requests (requests AS 2 0 2 No G C. 34090(d)
from departments for new
ositions & subse uent studies)
0500-40 Potential Programs (documents & AS 2 0 2 No G.c. 34090(d)
studies pertaining to potential new
ro rams)
0500-50 Temporary Agencies (general AGN CL 0 CL No not a city record
informationfi"om temp agencies)
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
40
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
_~q;~l~{<t,!,\q"..;;- 1/':;""""''';~o.-~:''t~l~~::e~;;~:'''J.~'T'\~~'':jir;'''' ~\dJ:'r1:'~~ ~Z~tr.ttf;r;1t%'1:~'lR~'-'r.[""t.0"'W.sp("""it'~~~;r~'~~:t~'~tt"i~' ~.r:;:)~ (~!t\~1~f.~~:~~~~x!ft)~,~r~i~!~W;{(\~~~
;. "~..., - ~;,,-,*,~~ ;~~~)~:;;;,:;.<:~ f,'~,-~"";; ~'",,;:t:;r..t,.:.xt:f~;l ~'::;j,' ~~:,~f* '<.."'t,,:~fj;::o.L,-"~ \ ;,," \.,T 'ttgi-!;~~~'.i>..: i'tlt~r.,,;{t%"::'lf..t:.~~~?~ e en 10 . IS oSJ o.nv::-~!1':;;;1~;.'D\~..1~:t~~
'FT"#""" . " ReCi)lidirt~s~Cnpt~on:b;T:t.'T :-0PR~ KO'ffic'(;:~ ~IDactive .:,T061h1 1~t~J~g~) ,',:v,iilli?,fi \~:::~:::~:\;,s~~;1i:ustHi,~'adon< :~;'~'~;'~,.~:V:jR)Y"
f ;I ~t ;:t~~,~, ".", . . _ ,', _ _.<X;:,,~ . ~. - - -- .
Ilf~~1: " , ' ,~~~~[t~~W~'fli~1it~:~'!~:11 i~~~i;tltt~J r~~;:'.~-"'i'~ ~~~t1Ai'., .; ", t,;:{.~{~~;.'~~/. ~1l!~i~f ;;/-;1:~1Iii~~~1!~):ij?r;d::~;lj{;~fi~
~"-;'l""'_''f':'~)
~~~~}b~~~ ~,,; ,~' ~'1fV~1V'~~:f.
'.j. ~_~.,~..,...t' ~V',"~
~.,. ~.1;i'f,'>_;\' \~..:-
0500-85 Procedures, Personnel (rules & AS US P P Yes Yes G.C. 34090(d); permanent for
regulations, handbook, admin. while researchlhistoric value;
leave days, policies & procedures, current administrative decision
city owned vehicles, flex-work
program, discipline procedures,
etc)
0500-90 Reports, Studies, Regulations DEPT US2 P P Yes G C. 34090(d); until
Policies (includes Equal Rights, yrmm superseded, permanent for
Goals, Employment Statistics, research value; administration
Sexual Harassment, et ) decision
~'?\r(l:~J())!;;' SE;Iassific:itio'Asr~l:€J9."mpens~atfon.'\ ;~f,'~~ ~~-~~;.~~~~r~ f'f~t?f~:~~~} ;{;1,~~-,,:':~_.:~ . --:'; {~7#[~;;?~~ 'rr~~\',:_)~~0f ~\.~<~-'~rf/;~;~:.~It~~~~1~~/. .:--;F:~; :t,~{J;1:;~\.:~'-D~i~%l!
0510-05 Administration (general AS 2 0 2 No G.c. 34090(d)
information & memoranda)
0510-20 Classification Specifications (past AS CL P P Yes Yes G.C 34090(d); permanent for
& present job descriptions which while research! historic value;
describes duties &jimctions of current administrative decision
each job listed)
0510-30 Compensation Surveys AS CL P P Yes G.c. 34090(d); permanent for
research! historic value;
administrative decision
0510-50 Reclassification Requests (original AS 2 0 2 No G.c. 34090(d)
request, backup iriformationfor
reclassified positions)
0510-90 Reports & Studies, Regulations & DEPT US 2yr P P Yes G.c. 34090(d); permanent for
Policies (city related only) mm 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.
41
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
: .,..:'-f);;;'Wfk4~~~~:t';'~:t;~Wi'~;;#~~'?~~{K~~~~\~~,~~~~[. ~~'t~f,~'(I@,&~';;,~:':""~' :irn';F':rtt'~~~~t~m~D'l:Fi.'Sp(l:O'.1lll't.1t.,",,'l,"il~~ffi!tt~e~t't~;f'~I~~.~1;-:1l"~;;>;;~;^'~I"'{:,,':""<~~('~..;)T~.',t:'2~:PR~~;U:
~:;,,('{l'<$~'rA":ti~t:.c <.:-:..~.~~,:>$'f~*>~:~';':.;.):::~~:j;~:;t"&.j\f ,i;,;'~~~:'I~,. :':Lf'it:k~,:"~:.'';-i+:i~~:; ,~: ~;;-!:;'~\~ti;~~-\>.W:~J. _._ .e_ ~~ () " I.IS ,081. O.m7.;(ir:,.~t~f~J::,V;';;.t~t~~j ':"I';Xr::~,}I'.,:,'i'~\ '::'\~:;':J:~':.:':~:,_';'::>;;1./1,~,'~:'i}.~..';t'i<~1S ..).Ql. 'i':: \
~;'Filer#.~~.~ ~f{t1~~!~~l~.~~'ra~D.e's~IJPfiQD.1?!j~::{i:ti ii0PR, "Offl' "'"+i1~f ""'''''to''''''' El'Qtal~; ,~.IIijj!~1i 1(Mltal?f"" ~}~~W','{P;)~1"J.iistification?k1m::{6~~m~~~
~. _ l~e.~H :LP_~~_ lY,~A. l";!:. t ._ ~,~<
;'0520\5"'; "-'-'-'. ,.~-. ".-'-'_'-' '~"." :'-"....<.:',. ..:~--..,.;;i;<,.-._'--_. ,- Ii" '.,", T,' ;" ,~ I;';'.' ~::~ {': :-' .-".; . ~.. . ':~:~1,~t~~f~,~ \
};'l(::S:ihities; Wai!es:"&'U.enHitsii':':V ..
.' ,..,;, ';". ..'d' ",
0520-05 Administration (general DEPT 2 0 2 No c.G 34090(d)
correspundence & memoranda)
0520-10 Cost of Living/Consumer Index AS US 0 US No until superseded, not a city
(Consumer Price Index for Pacific record
cities & US cities average notices
showinR chanRe in workers)
0520-20 Compensation Plans (current AS CL P P Yes G C. 34090(d); while current;
grade and step tables showing permanent or administrative/
monthly rates) historic value; admmistrative
decision
0520-30 Deferred Compensation Plan (i.e. AS 3 0 3 No G.c. 34090(d);
lCMA) administrative decision
0520AO Employee Benefits (dental, vision, AS 3 2 5 No Yes G C. 34090(d); 29 CFR
EAP, health insurance, life while I 627.3(b)(2); 29 USC 1027,
insurance, etc). current G.c. 12946, administrative
decision
0520-45 Employee Assistance Program AS 3 4 7 No G C. 34090(d);
administrative decision to
retain beyond 3 years.
0520-70 Retirement Plans (P ERS, PARS, AS CL P P Yes G C. 34090(d); 29 CFR
brochures/publications, not 1627.3(b)(2); 29 USC 1027,
agreements) G C. 12946, permanent;
administrative decision
0520-80 Salary Studies (full time & part AS CL P P Yes G.c. 34090(d); while current;
time salary studies-City) permanent for administrative/
historic value
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
42
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
i~~I~'c~i\~~~J~~~{~;~~:~~i~J;t~lij1~
0520-85 Salary Surveys (other agency AS G.e 34090(d);
compensation plan, survey reports, administrative decision
memos, reports reo city position
salary surve s)
0520-90 Reports & Studies, Regulations & DEPT US 2 yr P P Yes G e. 34090(d); permanent
Policies (city related only) min for research value;
administrative decision
~f'-~'!'/053:0t""~' I' ;;"".'f"f1~"2;r.:~{;(,?:EN!..\\~""':'Ift';;.;.t"~~lR.'!.':-'l;~- ---(I" "'" " ~;; i!-''I''iJi-t: '~.w.;i.~~_'~J1:/1 ~<:J@-i-;-'~-~"~~ f
:.\~it.~) ... _~ .J;:"~'.'i ~1i;:,1{~;~&1~.~~( "Ill ., y. ,ce.. ,eco~ s: "'~~~~L1;~)',~:: t~~g;~_~,.{f,,::~~~ ~~t{{;~~:11'j,;"i
0530-05 Administration (general DEPT 2
corres ondence & memoranda)
0530-10 Disciplinary Actions AS US 3 US+3 No Yes, G e. 34090(d); G.c.
(investigations - notes, memos, before 12946,29 eFR 1602 et
letters, re disciplinary actions, settled seq., until settled; 3 years
employee complaints, after settled
investigations grievous
rocedures)
0530-20 Leave Requests (individual AS 2 0 2 No G.e.34090(d)
re uest or leaves)
0530-30 Employee Personnel Files AS T P P Yes Yes until 29 eFR 1602.31 &
(Permanent employees personnel separation 1627.3(b)(ii); 8 CCR
file includes identification, start 3204(d)(1) et seq., G.e
notices benefit enrollments, 12946, 34090; 29 use
evaluations, pay changes, memos. 1113, administrative
awards, any and all info regarding decision to retain
the em loyee) ermanently
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
43
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
;5;.{;~,J~~~l~m$rfJ~Xil~t~~~lf}l~~ii~~~.1~~~~~~f~ r;~~~:;'14;~fl'H;[tg*Ra~iiilorrroJ~'~osiH~wf~t;~~~Ar~Ht~~ -~~~~~~W~~l!;~tt~~~{J:;~~.~~:1:~~E{~~
OjFiie;'#~fi\~ i:'~!:(!;,;;RecocfilBes~n~'tfQn~;,";'.)f.',;",' ..0PW\:; i.Office': "1"" -"" ... 'M"'l~" ..'f..,';""....,.,,\J"..'.1r . .. '. c."""
, . m~ge,.' ,!~.~lta '_'_~'~ J\':'t~~.,'~;.-.:;r-~hf' _ustl lcatioD\ ,:;:::;.J:,~':~~~
~b;~,Q$~4,QM~A: ;t~~;l~s~:~':~:_~{jG_:,'i~EaHor'.\Re(~no'p"s~:U~~:1;~,;f!;tr~:~ e:;J ...::,.;.;'/.;,":~; .'j.~3~4~~~~~;
0540-05 Administration (general DEPT 2 0 2 No G C. 34090(d)
corres ondence & memoranda)
0540-10 Negotiations (working papers AS 20 0 20 No G C. 34090(d); (Suggest
notes, agendas. minutes, memos, keeping last 2 sets of
re ardin em 10 ee ou s) ne otiations for research)
0540-20 Memoranda of Understanding AS 20 0 20 No G C. 34090(d); original
Reference (correspondence for all MOUs retained permanently
employee bargaining units in City Clerk's office 0700-50
includin co ies 0 MOU's)
0540-30 Discipline PolicylProcedures AS CL 3 3 No G C. 34090(d); 29 CFR 1602,
(subpoenas & correspondence re 2 CCR 7287 0; G C 12946, et
legal procedures, disciplinary seq., while current;
action, policies & notes re Maintained 3 years to cover
SKELLY procedures) the possibility of
discrimination claims
0540-40 Discrimination Complaints (filed AS CL 3 CL+3 No Yes G.c. 34090(d); 29 CFR 1602;
by employee, correspondence and while 2 CCR 7287 0; G C 12946, et
all backup information) current seq., until settled, 3 years
after settled
0540-50 Grievances (notes, memo, letters AS CL 3 CL+3 No Yes G C 34090(d); G C 12946 &
re disciplinary actions, employee while 29 CFR 1602, until settled; 3
complaints, investigations current years after settled
grievance procedure)
0540-60 Employee Associations (History of AS 2 P P No G.C 34090(d); permanent for
bargaining units, bylaws, election historical/research purposes
in 0, reco nition
0540-70 Fair Labor Laws & Standards AGN D/R 0 D/R No not a city record
(FLSA Act. meet & confer info)
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
44
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
~fk';i~]~~~lft~~~51t~JW~~Z:~~~~~i!~~~ ';:""~;,.~~JRe(e"I1t"6ii'JD'spf-.tr""t1:.""~Y>l ~~;~f~:?:{~~~~ftf!~S~~~~;~~i~lt~
"'!""'''.i',,...r~.,~~l ',,,' . _ I _ _ __I PSI__ ()~J".r."'{;>" n';f!;q:"...:<.".
"FOI""# "".,." '/.""".'''i; 'I{"'''""'*d'I)''''''''''''i\lto'''''.''''''iV'',,;,.,,;''''''''' "0ERf!'" ;bffice"~ *ID.'actHie!:'~1\()tlli;':f !Jfil~ge: 'l~m\Jt. '~~ :~':;'::~~JiisdfI~aJion~~}D;i9t:;i1'~_:!~
..1 _e; ;'rr'.~:' :L~:t;;H:,:I'~':".,: .:.ec.or: :(' '.es,Cr-I _ .l(~n.:tt::;\~~_{r; ~,i,t'" i'~ . _ r _ ~'\,;..::~
H';~~1,1~X~ .~?!l~~~~t~:I;:~tBli1:JOF..Relatlo~nsi~$~~~~'!\ ~~:fn;~~: ~f~~ffl r~?f;!;'~%~ ~f'~~l ~!!f~~1 i{~tl\l~~l ~.,;,': ;~~f,!:~~{[t~~1?~}~~i~~~~};~j1~.Kf1~~
.,,_~~,,~<.~?t:~~~~:.. ~fi~~>~>W!;-!:1fif"trr' .!t::; ~~li:r~.s,
'."~""'~'~tir "-~.:i .~,.t:"ti.,.." \:>a ?i~.''R.:{~:r'!f.'''"._ ",' ~~?~- ,,;t..__;'r,"t~- ;.J..f~~'}::"~~""l""j'.--_'~.ire.,?l;,I'__?
!f.!'r3~'4~i_#~,;:'{t:~f!~~ con nu~ _' ~1~;?;,,~ t'.,,~;;t?:1ii~: '.l.:':;J::,,;,~>;._;":~~~)} . Jif;o~t>i;:~! ;.r;:ij.\";f'_;:~:"{~:.?i:e:~Lz~.:::
0540-90 Reports & Studies, Regulations & DEPT US 2yr P P Yes G C 34090(d); until
Policies (city related only) mm superseded, permanent for
research value; administration
decision
F"f"#'.".> :~'~'1'~~.lf6~:~;Re~o:iio;;:l)e;scnptlo~nl&~m:}j~:~t::;,:: ; ()PR,:s: ;QfficeA :"'1 .~("c,:"'. "...t~'j \, ..- -, ,'- ':';, iI!iiag~ii \j,yitlil?'~ :e' ~'~' {.:.~.- ;~;:~:Justi.ti.c'atiQil.1t~:;:5:~~'.!;?~:\
'" '-1 ,e\ _ c~~i} {r i1iictIve," ~jTota't"
. ~.- '.O"~ (<sF",rR~'>'c,' 'f'.,c"".f&'!fs""r~'f""">"""'~.\ :'~~~{5J::.%;t,i~ ;~:~-g~~{ttf~ f.\~~~WJ:~~g:: t~;,~}~~\~~JI:f [~~}~1:1i?~ ~'*t~~~fi~*?' ;,;'r-~ .~~, ,_:'~.! ;~~t~.~i~f~~f:fi~~;l~~~~;;?2\/~~1i~~f~:~.:
'!l~5.0i\(i1' ~1tw.t~~;~." _ e~nll men ;~ . ~ _c. eC.lOn!~~:4~'~~
0550-05 Administration (general AS 2 0 2 No G C. 34090(d)
corresDondence & memoranda)
0550-20 Requests for Transfer (employee DEPT 2 0 2 No G C. 34090(d); 29 CFR 1602
request to transfer to another et seq.
department or division.)
0550-60 Position Recruitment Records AS 3 0 3 No G C 34090(d); 29 CFR 1602
(general information, advertising, et seq., 2 CCR 7287 0; G C.
brochures, applications, resumes, 12946
examination materials, eligibility
lists, certifications)
0550-80 Complaints/Investigations/Appeals AS CL 3 CL+3 No Yes G C. 34090(d), G C. 12946 &
(notes, memo, letters / disciplinary while 29 CFR 1602, until settled, 3
actions, employee complaints, current years after settled
investi:<ation procedures)
0550-90 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
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
45
CITY OF POW A Y RECORDS RETENTIONIDISPOSITION SCHEDULE
~'t0s$~it~J\j1f~!:~'~';~f~~~~~~~~~.1J~~J~~1$;~;~.tfri:"~~r:f%f;~~~{~ rtt~>'i?i:C:i.,wl;~~'~("m1{u.e?~~I.~"ID"s'P:(t"!-';-t":J:"!:r,:f;:..:.~rr~i;"~~~~~~ '~~f~~!t%~~'$v:'~.v":"'~"::\';":hi<;:r'~ii~?;:~~%i.ir:~
,\,-q~'::i~1';'t::';'';~~\~lilf,(f _ .~.__ell," "9Jl-' '.IS OSI lon-,\,~,~~<');;..:~t:}.)ii.i"\'/P,l! ,..;."f~.i'~ ,j.~,,-;};;,,:}'~:,{\..~:'~;-i-;- ~~.;-::c...,.;: ;.';~'j~~-:'J:J.'.l:~,,'?;S;:,,'l~'.
::;:Fif"'#':": 'lX;";'~l~;;Ni&ecord' De~c[jp:tion'g.<:itiof~~~: t:QJ>,RYC :{office! ;UnacH"'e~) \i;t,tJ'tal' IDiage': 1',' ,.-,O'; '~"'i? ~$J~:.!;tt11*:;?f?Justifica tion~~~~i1Uk;
.. . e.,.:,:.. ~: , -- --..... ... _.~ ,y'"ital'.i;:;
I;~i:&f:~~;~ "..'~i[~i~!~~i~~iwli~~~~;; Itl~;~~~~~ -~"~!''<;''''''''-;'''''+'''~ ~~{iT . ;1"'.", ~~~~!1 tt~k~1fN~;{{",':c ,.. ':;~;i~~~~&~~~
- ""'" ~ .~'~\: ..>.~, .
~~r€~~~~;~}\ ',. ,
0560,05 Administration (general DEPT 2 0 2 No G C. 34090(d)
correspondence & memoranda)
0560,10 Conferences & Seminars DEPT DfR 0 DfR No G.c. 34090.7, destroy when
(information created by outside no longer relevant (originals
sources pertaining to conferences are with accounts payable)
& seminars. including registration
& backup information}
0560-20 Educational Programs (for city AS T 5 T+5 No G.C. 34090(d); until program
employees onl)~ termination;
0560-30 Job Training Programs (completed AS T 5 T+5 No G.C 349090(d); until
and on-going employee training program termination, 2 years
prof!,rams) aftcr tcrminatlOn
0560AO Volunteer Programs, City (backup DEPT 3 0 3 No G C. 349090(d); 29 CFR
and general information regarding 1602.31 & 1627.3(b)(ii); 8
volunteer program-includes CCR 3204(d)91) et.seq., G.C.
applications from volunteers, 12946
timesheets & correspondence.
Include memos, correspondence &
other volunteer records.}
0560-90 Reports & Studies, Regulations & DEPT US 2 yr P P Yes G C 34090(d); permanent for
Policies (city related only) min 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.
46
CITY OF POW A Y RECORDS RETENTIONillISPOSITION SCHEDULE
~~:~~'~,:~??'~';::";'I':.~:~~:t~f~-~~::~~~~~aYi~~~g~H@~jgf~/~!~q~t~)1~'~~mtl ~~i\fJ~~~~~~~:-:.R~iW:n~lmi$P91~ti<rffi;~~:ijTI~~~t~1 itl~~~1~Y3~~::~J;i~;,~,:{:~'"~~n~~1~~:~:Y~
'Eile#, "::>::::"Re~tJ\1(JRJ.)~scBption';'. ,t. :.. ,','QRRi:?; ~J1)'fIi~e:: ~Illliaive~0 fmj)(lit'} YcIhlllge;' ~:\TitaIT' {;"i~!~E',~':Iiistific~tion';':/i(t.;.':'
i:~:~::::. ;';]) t;iJ~~11~~I~fflif~~~~~;~\~;i~ i~ljl WI~~~:~; :,'}:r;;;,.,:;zi ~~{~~ ~~fW};A~ ~llJ~w~~ ~~i~I~~?~{fJt;~;tI'!r;A~.,'!~~~l~~i
,'. 0600' .. '. 'G' 'h""I.1"a'''''~'"'' ,<>...... ,.. ..w"'". ..';;IG"l;.,Wy...;.,;:.:....'I'.';!~.>\;"i: '.';,;;;:
,'f.'. ',:.. : enera'ft mmlstratIon '-','" c~'(":"';~>J!~", ,"."",;.'. "'~ ..:d:.F:'iS:: ;.,. ..'iV ;\,;",.
0600.10 Building Security Services PW 2 0 2 No G C. 34090(d)
(contains in(ormation regarding
security of city (acilities)
0600.20 Custodial Services (information PW 2 0 2 No G C. 34090(d)
regarding city custodial services)
0600-30 Facility Use Permits (includes CS T 2 T +2 No G.c. 34090(d)
facility use, permits & insurance
binders)
.. 0610'., ..., .....MiIhicip'aI'Eacilities.'~,..;;;,:-, ""'~"',:) .': '::.. .. .r -y.: : ":':'\,..;'.,::", ". Y';" . "."A.;.,.
0610-05 Administration (general DEPT 2 0 2 No G C 34090(d)
correspondence & memoranda)
0610-10 City Hall (construction & PW 2 P P Yes G C 34090(d); administrative
maintenance of facilities) decision
0610.20 Community Services Facilities PW 2 P P Yes G.C 34090(d); administrative
(contains construction & decision
maintenance documents)
0610.25 Trailer Facilities (contains PW 2 P P Yes G.c. 34090 Cd);
construction & maintenance administrative decision
documents)
0610.30 Fire Facilities (contains PW 2 P P Yes G C. 34090(d); administrative
construction & maintenance decision
documents)
0610.40 Library (contains construction & PW 2 P P Yes G C 34090 (d);
maintenance documents) 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.
47
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
'J<"Y^""f.'lW~'l~"~r-~~}~~ :;K''''''''''~f,.,.,.;,:t,'f-]~'''"''''~'-'i:~~i'~''''-~~g'''''''''~'''''~\I>>'""'j'i"C,4W,'-"'" ;(':;~~-"';i$7;$$f:r%R~~t~f1JI~t)jJJj';'sp';'-~:';;tf~_M:{'~l~~"~-!,)1'I"')?-, fe:~~~~~;\:1~t~,::It:~~i1::~t:t;~t~~~;;~~Zt~~~~~
c,;- :~~;.~~'ti.;1;~ .;i{:li.~f}Jl't-~k~'lt]:i ~M~E7t{:;?~.1~,':;7~~:~~;~f.~ih~"~';i'!:1~ii:t;':."~~~~' ''> : ':";:.:~~_.~:<:~0!,~tt::1':~ _ e. ,en, I.~ ' _IS OS) on_~j~it:,t'.f~.~"t~iN:i~~J
. Filef#jf.~f: ;@;i~~~~X'i~t&ec9fil_~De~cP'iitloit~~~;:1ilfi;: ~;O PR. ~. : OtliceiWifnactive!Ht;total" Im'iige;; ~ital~,:;;.' i~;~:~~~1ft.:~.)~r,Jus:tificatiB!ii~;~~~T~~~~r~
~'H_' ....---. '.-. '" ..---'-. ..-
t:..o6Io\~:,\ WHS1.il.niCi'Dall~adIiHes'icc!inHaue'dj'{,I:,J"'. ;' I;/)r'" ~]~~1~f';~j1t~~ ;~!..n: ':.:<..51: : ..:' \,,:' .'~.~;~::<:,-~f~;~'::J1J~ftl~~ti~r~~
",,, ..,.
U6 I 0-45 Materials Handling Yard (contains PW 2 P P Yes G.c. 34090(d); administrative
construction & maintenance decision
documents)
06 I 0-46 Household Hazardous Waste! PW 2 P P Yes 40 CFR 262.40, 8 CCR
RSW A (Maintenance Documents) 3204(d)(l)(A); 22 CCR
66262.40; admin. decision
0610-50 Mobilehome Parks (contains PW 2 P P Yes G C. 34090(d); administrative
construction documents) decision
06 I 0-60 Public Works Facilities (contains PW 2 P P Yes G C 34090(d); administrative
construction documents) decision
0610-65 Sheriffs Substations (contains PW 2 P P Yes G C. 34090(d); administrative
construction documents) decision
0610-70 Vehicle Maintenance Facilities PW 2 P P Yes G.c. 34090(d); administrative
(contains construction documents) decision
0610-75 Water Reclamation Facilities PW 2 P P Yes G C 34090(d); administrative
(contains construction documents) decision
0610-80 Water Treatment Plants (contains PW 2 P P Yes G.c. 34090(d); administrative
construction documents) deciSIOn
, 'O~~O@~ ~.."'.(r'.."b' tOPI .,. Srit" '1 If'" ".kS,.,., >;'; ';~ ;"., '. ,,;;,., .<'r;) -f- _~.~.
~":~'J;A__~'~e.e ,; }~.: en:- ace:,~ ~ar !j"~~" 1;\(, . ,. s.,,,,,
' 'r~< . ..:.-
0620-05 Administration (general DEPT 2 0 2 No G C. 34090( d)
correspondence & memoranda)
0620-10 Bikeways & Equestrian Lanes PW 2 P P Yes G.c. 34090 (d);
(contains construction & administrative decision
maintenance documents)
0620-15 Creeks (contains construction & PW 2 P P Yes G.c. 34090(d); administrative
maintenance - silt removal, decision
maintenance, service requests,
flood control)
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
48
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
~i;f~i),,;::c:2~?SIi~r~i~1~~:~'~~f>~J~~ I::I~;i~i~t:~~IT::ri;r~W!;0~~~~~~'~ G~~~~~!~~'~1~~~W;;~
t~:O~20 ..;;*~~ii~~Wllrt\~~~:;Zi'~~~~.\;r' ~jl~II~~t'lt; "'\':~*11~'~rl~{~ [~~mt~~;~lts?:~::. ~,~t~1~!~4~i~~1tq~~~"'~VffJ~~~~~ii;
0620-20 Lake Poway Facilities (con/a ins PW 2 P P Yes a C 34090(d); administrative
construction & maintenance decision
documents)
0620-30 Mini-Parks (contains construction PW 2 P P Yes a c. 34090(d); administrative
and maintenance dOCZlments) decision
0620-40 Parks (construction & PW 2 P P Yes a.c. 34090(d); administrative
maintenance documents) (i. e. Old decislOn
Poway Park, Midland Railroad)
0620-50 Trails (construction documents) PW 2 P P Yes a c. 34090(d); administrative
decision
0620-90 Reports & Studies, Regulations & DEPT US 2 yr P P Yes a.c 34090(d); until
Policies (city related only) min superseded, permanent for
research value; administration
decision
''''J'06~O Recre:li'ii'(i\i~&~e.uHiiriiI'Facilities:; '1;~~;"\~ jI?l\~'\~'f ':' ....] ie.",.. I, .... -- . . .. :'>.l~'::~(r.k- ",,( ".. .~
0630-05 Administration (general DEPT 2 0 2 No a.c. 34090(d)
correspondence & memoranda)
0630-07 Community Park Facilities CS 2 P P Yes a C. 34090(d): admInIstrative
Swim Center, Auditorium decision
Senior Center
0630-10 Community Services RS 2 P P Yes a c. 34090(d); admInistrative
Administration Building decision
0630-20 Multi-Purpose Centers CS 2 P P Yes a c. 34090(d); administrative
(Meadowbrook Gym, Twins Peak deCIsion
Multi-Purpose Center)
WARNING: Retention requirements are temporal and may change as laws are created or amended: these schedules should be reviewed on an established basis.
49
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
~~.~t'!~l\0~h~~~~:~::;::-:;:~;.!fF.~,~jt,~;~~~~Sif~Y!t:r1r~~;j~~~;f~~~;;:':?11lJft~ g~~:~~~@Wite-n:tl(}DftjlsPosltion~!~14t~~X~:~~] ~;if'?~~Z~?:~~~f:~~?~!f?~;tl:.{~t~tt\~~.~W5ft
'~i.~~{~..'.~.~~r~.,i';':0-"':.:;"iRe~. :ec: it:~:~.C:~:~j~p~t!:~~~.'~~~x;;'j :()PR'~;;()fficej~ ~rnaciive;\ 1;t~!al.jIm:~ge'I~~iilH'!r:; \,:"j{:i:;;f:iJilstiflcaiiOii;.~;:;;'1ii;;ii))X
'<0",;l'~,';;;;~. \ "v" '. ",' ",,*>~~";i;f.."~"'\"i~F"'~1," ; '\:'$~\~ld~Tl'(j~!fH!';fZ:::i?"''';: I," >;~,',.~i!;' ~iM4:~~;ir~;;!' "~IX.
iC! .t:S'i:~5:,.tGi.P.":: . Flicilities1\coiltiniied/'J;HN\.~,':1 I".... .,' "'bj.,j.,^;'" ;:;;i';;,K)1i'%V;~'...j .:..
0630-25 Midland Railroad CS 2 P P Yes G.c. 34090(d); administrative
decision
0630-30 Performing Arts Center CS 2 P P Yes G.C 34090(d); administrative
decision
0630-40 Sports Fields/Complexes CS 2 P P Yes G.c. 34090(d); administrative
decision
0630-50 Tennis Courts CS 2 P P Yes G.c. 34090(d); administrative
decision
0630-90 Reports & Studies, Regulations & DEPT US 2 P P Yes G C. 34090(d); until
Policies yr mm superseded; permanent for
research value; administration
decision
..-,..-6.0..,...".,.....".i,..',.'.;':D'...'~V. "''':<.'"'-'''I''''''~';';d'''; "c;' ~\.. ..:.:e. ~
Y1'0QJU!;:t:;d!?;\Clly;!~ro..et;lj~s;:~tlier:;f''1'~X';::" .,~ ".,';i', .,'Ic",,',< . :1i\;".2'::;..'. ~
0640-05 Administration (general DEPT 2 0 2 No G C. 34090(d)
correspondence memoranda)
~l1:0~5!iE;;i ;i,~Iianascapihgi&\Beauti.fieatiom;;!' ~~,':.\~:fJ.f,;! ',Nc"/~ '.. ~ #t;{;:~F;;~[~; .'''.: . '~::~(fW[~~;;!~:'
0650-05 Administration (general PW 2 0 2 No G.C 34090(d)
correspondence & memoranda)
0650-10 Landscape Projects PW 2 0 2 No G.c. 34090(d)
0650-15 ChemIcal Treatment (Pesticide PW 2 0 2 Yes G C. 34090; 6623, 40 CFR
Application) 171 II
0650-20 Irrigation PW 2 0 2 No G.c. 34090(d)
0650-40 Litter/Clean-up Programs PW 3 0 3 Yes G C. 34090(d); administrative
decision
WARNING: Relention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
50
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
;'~~_:~;~~~~~~~~~T~~;WA~~~~n~~~!{~~~~;~ff~~~~m1,~~t~~ti~}.:if;~Jt:1~1~~~j ~0f~~:~~~~;j~ijf;ttete~fin~Ji'lj),sJ~'nsIH()JJ.~:fJ.~~~~~;~~~f:jg:~: H~~~~t0:~W;~fJ~~~~r~~~t!:~1~1~;~~i\1
.File.#'.' ';':,;;:,.'>':G;Record;Descnction;?:~l;";fl\'ft,i XopK,
ll650';' i,'!Bandsbl~'in"&Jleautificauoni;.lil
,-: _;~-f, ;{:~,:ii~~ .~v11:%r~7J?;?~~;1f't~~ffiIG~:ir:~;f~~tl~~~f~~lI~
0650-50 Tree Programs (includes Heritage PW G C. 34090(d); administrative
Trees, Tree City USA, and tree decision
lant lists
0650-55 Tree Surveys & Inventories DS/PW US 0 2 No G.c. 34090; until su erseded
0650-60 Tree Trimming & Removal PW 2 0 2 No G.c. 34090(d)
(service re uests & Permits)
0650-90 Reports & Studies, Regulations & DEPT US 2yr P P Yes G C. 34090(d), permanent for
Policies (city related only) mm research value; administratlOn
decision
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
51
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
ii8f~~/~.~i~~f;'{;;!'ft~W~:f(~~1..~~1~~~:f~~t~~~~!;Wiiri;J~~~t:~t.'1~~~~~If::~.(<'?Ji]3 ;;~~~~~~.~t',:E~tlfitf'~t.;~"''lfi-.:sD4'-'''''itiMY.'n...,..;gf.fi~'~~( 19;;r~r:;~:1~~~}y::g~'~~~ff1ff~1gD$i~n~~:;:;5~:i:
i:~;;~_~.H_~~~f.:f'i?:1!~ _~ en. Ion IS _OSI OQ'~~~:L?\N~~t~/t~-:'..(;r,~
'.File.M,C! " :C~;'RecoJ;(ra)~s~iiption';"':'i ,: ;;O}>.R:;:i; "office:' ~~~~'~ :Totiil..., ;lmal!c; ~vital?':i! ~ ,., ~-~ ~:JiisdficaHo'n1~f.\'~~:T
.,~. c"..,. . _ _~.". id:C~--;P, 'i.i!~'
,.~", '. · iIlEQAitK&5EEGISLX;rIYE:;:,',,:; I':.,,'."'. ... . . ' .
~ ,'~: : -' --:': ";\'~
'.~.. . -".'
,'o1oo):t'J fmr:~?ti1A:2reeiile~'tslC.oiftra~istS~}i~li:~. ~';~r!j.K/;~~:'~~ i~~;;?ig,~;i ~f~~~{~~f~:::;:~~ 1,:'.","';:" ., ~;1~~~~~~'};:; 11'!':;f. ~'..: -r.:\:t~~~~~~l~~~i;r!~~.
0700-05 Administration (general DEPT 2 0 2 No G.c. 34090(d)
correspondence & memoranda)
0700-10 Agreements/Contracts (not listed CC/ CL P* P * Yes Yes G.c. 34090(d); c.c.p 337 et
below, includes bid notices, DEPT while seq., 343, permanent for
proposals, plans & specs, change current historic/ evidential value;
orders, certificates of completion, administrative decision
notice of completion- filed by *P=lnfrastructure, Land,
project number, alpha or annual) Mutual Aid, JPA, MOU
Agreements/Contracts - other CC/ T 10 T+lO
DEPT
0700-25 San Diego County (agreements CC CL P P Yes Yes G C. 34090(d); c.c.p 337 et
with City of Poway) while seq. , 343, permanent for
current historic/ eVIdential value;
administrative decision
0700-30 Special Districts (agreements with CC CL P P Yes Yes G.C. 34090(d); C c.p 337 et
City of Poway) while seq. , 343, permanent for
current historic/ evidential value;
administrative decision
0700-35 State of California (agreements CC WC P P Yes Yes G C. 34090(d); c.c.p 337 et
with City of Poway) while seq. ,343, permanent for
current historic/ evidential value;
administrative decision
0700-40 U.S. Government (agreements CC CL P P Yes Yes G.c. 34090(d); C c.p 337 et
with City of Poway) while seq. ,343, permanent for
current historic/ evidential 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.
52
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
0700-50 Employee Memoranda of CC CL P P Yes Yes G C. 34090(d); administrative
Understanding while decision
current
0700-60 Franchise Agreements (Cox CC CL P P Yes Yes G.c. 34090(d); C c.P 337 et
Communications. EDCO & Time while seq. , 343, permanent for
Warner) current historic/ evidential value;
administrative decision
0700- 70 Lease Agreements (pertains to CC T 4 T+4 No Yes G C. 34090(d); C c.P 337 et
real property) while seq. , 343, 4 years after
current expiration to cover the statute
oflimitations for written
contracts; administrative
decision
0700-80 Lease/Purchase Contracts (equip- CC T 4 T+4 No Yes G C. 34090(d); C c.P 337 et
ment maintenance & service while seq. , 343,4 years after
agreements) current expiration to cover the statute
of limitations for written
contracts; administrative
decision
~<!i01,to'*!:i
,t:w..>..;.I'.....".~"
0710-05 Administration (general
correspondence & memoranda,
verbatim transeri ts))
0710-10 Agendas CC 2 0 2 Yes G.C.34090(d)
0710-20 Meeting Notices/Affidavits of CC 2 0 2 No G,C 34090(d)
Postin
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
~J~~~~~ift~1~~~4;~:~~~.~\W~~~~~~;~;r~~~~~l:~rr~~~~1~M'~rft;:y;:' ~:~~:~..::.J.I:(:.\i;:"'~: 1~~f'?i.'~fit;]~11~H~~;.lR."1~,.ti"'\nm'.sP('f'1i;..tf'l."~~!f,f~lft"tIh;'i~R\f."f:J;,;\ I":....~.,~,~
~f,.;;,~_~~;,~;.:~'.1J:.1\~j.,i'!:.~.._.?__~~_ en _ 9 _ - .lSQS.l___ 9.:R~)',,}:~;~'~i\:;:.,;~_;,':"~,~~;,)
FiI~;:#;'~:~ >Hi:',;\diecorc:I1QescnptjOiif'i);'; c', .'OPR:._" iorne'il,' ,'Inactivi('1;Ii'ili(; Wimage,:;,iV:ltill'('
Y'o1oo;Y;ii' :j%'lf};Ci*Y;CO'un'cllRcol!tlllUed);},',:c' I'-T;.F"/' ';~;~\:~~?:\-Tl~ ~~"J.t~X'1,' ~'.' !!M~~\~~ifi;:,: ~:~~~.)j;;~~::' ~..., -, . -~~.<~W?~~1!fL:ft~~~~?:~~;J.#/fff;fiJ:?f .
0710-30 Minutes (originals) (audio tapes CC P P P Yes Yes G C. 34090(e); G C.
may be destroyed after 30 days 54953.5(b); may image
and avvroval o[the minutes) minutes, but keep hard coPy
0710-35 Public Oral Communication CC P P P No G C 34090(d);
0710-40 Commendations/Proclamations CC 2 3 5 Yes G.c. 34090(d); permanent;
(Received) administrative decision
0710-45 Petitions - not related to elections, CC I 0 1 No GC.50115
initiatives, recalls or
memorandums
0710-50 Appointments/Resignations CC CL P P Yes G.C 34090 (d); permanent
(elected ojjlces) for historic value
0710-55 City Council Sub-Committee's Cc CL P P No G. C. 34090(d)
0710-60 City Council, Outside Committee CC CL 2 2 No G C 34090(d)
Representati ves
0710-90 Reports & Studies, Regulations & DEPT US2 P P Yes G C 34090(d); pcrmanent
Policies (city related only) yrmm for research value;
administration decision
()7,(~)f.. PowavRedeveloPment"Aiiencv . "":,.'i ,"".",':: . . "><;;'
>
-' -
0715-05 Administration (general DEPT 2 0 2 No G.C 34090(d)
correspondence & memoranda)
0715-10 Agendas CC 2 0 2 Yes G C. 34090(d)
0715-20 Meeting Notices/Affidavits of CC 2 0 2 No G.c. 34090(d)
Posting
0715-30 Minutes (originals) CC CL P P Yes Yes G C. 34090(e); may image
but retain hard cOjlY
0715-90 Reports & Studies, Regulations & DEPT US2 P P Yes G C. 34090(d); permanent
Policies (city related only; may yrmm for research value;
include copy o[bylaws)) administration decision
WARNING: Retention requirements are temporal and may change as laws are crealed or amended; these schedules should be reviewed on an established basis.
54
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
s~~~~l1fIf.~~~r~~:L1i~%~$~:~t~~~~~:t?~fi.fi~'&~~~0;~i~t~t~\~::~~~ ;\{.;.~..'t;>"''';':'''''(,'!;'''').)~Im;n:'r''Wii'-'1ilJ).rsp~t'i(itt;:;~HS'" :"*"""'f'.l;\-~'~'~W!'I:~ ~i~~~!g{~~;'(~~f;j\~~~~~t.~:~~~~~~t{1~~J;,~~;_~:
~-~::~::~';:!fL:E;~1J~~___.'__~~_ .0: _ '.:. ,18 ,OSI on~'_:l,::~tl>i:t;:.~i~ih2'~
J<:'fei#1"," :~J~\~~.J.Ui:ora.)jescHptioii~~~~ [@:eR~ ' "Oftj'''C:~I\I=''"'ti'''''?;mm'YI'' ;: Image:; Z.--,-".-'1"<'--'~ If~~it~I;i!gt::J~~:~~~~~~~~f~]~t;"i~
' J, _.~ ;::!~\r-. :; i ceYr ~,; na.c-,- .~~~t fr _~o a i::. fiYltal~"2
:~\\~~ Q::~'~:$~~:~i~ tia1\g~hlic1.F;i.D:anCiiig:'Xutlfo~itY16~'%'~ ~.,;;1'>1''':il;m..,;:C.W?''''~ .c~ , ";,l .-.. ,.'....-1.'... 7:':Y:~
1.::1::. ':~ "'~} - z::,:' ,f'p!1l '~iYS~il~~)'~,f, ''',.. - ,=:...,~:::';'i'.."',;,:ij~U;
..N_,,,. , ,_:.-,. _.'.. . ;ok:':':';\!"'--;,,' t
0718-05 Administration (general DEPT 2 0 2 No G.c. 34090(d)
correspondence & memoranda)
0718-10 Agendas CC 2 0 2 Yes G C. 34090( d)
0718-20 Meeting Notices/Affidavits ofposting CC 2 0 2 No G C. 34090(d)
0718-30 Minutes (original) CC P P P Yes Yes G C. 34090(e); may image but
retain hard copy
0718-90 Reports & Studies, Regulations & DEPT US 2yr P P Yes G C. 34090(d); permanent for
Policies (Authority related only) min research value; administration
decision
:;~';QZ2~:~~ ~}}~.': X~' ";~,,,--;~:-;, -'''-''~'''-''In.-''~~'''$:~'t~ ~~-~~~-j tl}:~~~;~t;t?:t_~ ~~~~ti1t~~m ~~1%;.,;,( . ,IJ _ . ~~ t~~~}l~!~~~~ ~f~~)<~?~i~*t~;,;\;:f!~g1~~;i'!(i~~t~~~:11::~. ~
l,:7i~.~,,:'("~!Infllcts:'oflnt,erest, ,,~,,'.,,;t. . ...
0720-05 Administration (general DEPT 2 1 3 No G C. 34090(d)
correspondence & memoranda) Prop
(/72)
0720-10 Economic Interest Filings (Form
700)
Mayor, Council, City Manager, CC T P P Yes G.c. 81009(f)(g), permanent
City Treasurer/Finance Director, (only 4 years is required)'
City Attorney - originals filed administrati ve decision
with State
Designated employees, designated
board! commission members CC 2 5 7 No G C. 81009(e)(g)
0720-20 Filing Instructions & Forms CC US 0 US No not a citv record
0720-30 Conflict ofInterest Code, City CC CL P P Yes G C. 34090( d); pennanent
0720-40 Conflict of Interest Maps-Council CC US P P No G.c. 34090(d); permanent
0720-85 Procedures (Conflict ofInterest) CC US 0 US No not a city record
0720-90 Reports & Studies, Regulations & DEPT US2 P P Yes G,c. 340':J0(d); permanent for
Policies (city related only) yrmlll research value; administration
decision
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
55
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
fr~~~(~:)":B::~-:i-;::._<:\;:':::;.: _'(~:~~~fu~:m~~::f'~~Jl~:G~~lt,,-~~,S::'L:'~:',::,..'.-':~:;{ii,~gn~K:1i ~~~~~)}~~~ijft:Re.te:nfioijJ.j)'iS~QSi6Q!iiHj)f:j~~~~f~~~.
'iFlile'?#)1:.\i:' ,. R~C'oi\il;Dss:Ci;f"lfO"iij?l";,:,:: :' (QI',R(:ii.i ~<<>mcl!.'!J ijlDliCtive': ':-)lltat?~(-~}ig1t~1H~11~'fJjlsj-itl~ation;~h~~__~_~{{~~.;::~.~
;f,jlOjZ~~~~,; i~{:~?~Ele.{6QrrS1fgy~~:li;:;.~',':~~}r.;~,: '?tf2N~'~~ ~$i~~j~:~~ :~;~j:~):~.~~ift~~~~e?t,tjtfi:,t[~.~~\if~~~V~'f:y:~it~,~?'~)'
0725-05 Administration (general DEPT 2 0 2 G C. 34090(d)
corres ondence & memoranda
0725-10 Planning Materials/Reference/ CC D/R 0 D/R No Destroy when no longer
(general election material & relevant
information, election forms,
recinct materials)
0725-20 Initiatives (ballot propositions CC 2 0 2 No G C.34090(d)
submilled by the public to be
placed on the ballot & related
material) If certified. create
Election Case File, Includes
Recalls E.C. 17200, 17400; the 8
month retention applies after
Original Petitions (do not make 8 mos 0 8 mos No election results, or final
or retain any copies) examination if no election,
Applies unless a legallFPPC
roceedin .
0725-25 Referendum (aka ballot measures CC 2 0 2 No G.c. 34090(d)
to be placed on the ballot & related
materials.) If certified, create
Election Case File
Original Petition (do not make or 8 mos 0 8 mos No E.C. 17200; \he 8 month
retain any copies) retention applies after election
results, or final examination if
no election, Applies unless a
Ie al/FPPC roceeding.
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
56
CITY OF POW A Y RECORDS RETENTIONIDISPOSITION SCHEDULE
G c. 34090(d); administrative
decision; retain for historical!
research value
Nomination Papers CC CL E+4 E+4 Per SecretalY of State
Certificates Of Election. CC CL T+4 T+4 Per Secretary of State
0725-45 Campaign Filing Instructions & CCI US 0 US No Not a city record
Forms AGN
0725-50 Campaign Statements - Successful CC E 4 E+4 Yes G C. 81009(b)(g)
Candidates
Unsuccessful Candidates 2 3 5 No G.c. 81009(b)( ); 5 yeals
0725-55 Campaign Statements - CC 2 5 7 No G.c. 80109(b)(g)
Committees
0725-60 Voter AGN 2 0 2 No G C. 34090(d)
RegistrationlOutreachlHA V A
Programs conducted by the City
0725-65 Oaths of Office (elected only) CC CL T+6 p Yes G.C 34090(d); while current,
permanent for historic value;
administrative decision
0725-90 Reports & Studies, Regulations & DEPT US 2yr P P Yes G C. 34090(d); permanent for
Policies (city related only) mm 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.
57
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
1't.~{~~;V~~~--';>_;'l!~::%-l1~~'l'(~~4t!f~~Jr~,:-~~i'I:,':c~,,'}1:{-":~~,ct;....N';~,I"'::'~1~.:-~;~~~,"""<i,,'0:.t:?;.:;P,.f.:,'I.X~.."''1':t.iJ5t ~~~'I?"'-~;~~~-I~'S{,'ll~,~.R---":i'''"t''l'>:.P:'E,"'#-:,i!~m, ".~,..' ,~.. -.~ .',~?:ii~,Vr:'-;,'11;'~Zi,"\,:;(:;;~.'-~.ttf.:t~
~~- , "{::,:--:".1:~J'J:;:,~Hi~;?,:X;tS':i^J&~.1k*F*~~<:0;',:-., "",:, :;~~: ,'~n\}'~:i;":~~~.(~1t~#.;.~:k~'fAi'JC%';';_~..";;):::m> , -~ep-nowJ.!J:lS P_{)SlU_on'.~_;/!ilz.f!\17:r,~:';;i;'}:c~~P;; !
"File#'. \Yi:i;"{}&~~ol'lfi)escfiilfiilii' , ..'.,QB..Rfi"'i ,~Offici. Inacfive,;:Totl!f l;iIililii!:e '! ;'VHaI?tIT :T,r:'.:'JustificaHoIiW~1i:;'
;;:io,130.' ;'j/.:;}j~.\D!E~lialt()Pet'aiions' '!:,!} ,.)! 1,'tJ '{.;:;' ..,.+1:t',. 'n, . c.," ,j.:,',,, ..,;:'.'c'"
0730-05 Administration (general DEPT 2 0 2 No G.C.34090(d)
correspondence & memoranda)
0730-10 Affidavits of Posting (fJOsting of CC 2 0 2 No G.C 34090(d)
legislative meetin:< notices)
0730,20 Affidavits of Publication (postings DEPT 2 0 2 Yes G C 34090(d)
of public hearings & ordinance
summaries - should be filed with
case file)
0730,25 Amicus Brief Filings CM 2 0 2 No G C 34090(d)
0730-30 Petitions (Not related to Elections) CC 1 0 1 G C. 50115
0730-40 Legal Opinions (City Attorney & CM CL P P Yes G C. 34090(d)' administrative
outside counsel legal opinions decision
regarding various issues & legal
procedures)
0730-50 Notary Bonds/Certificates DEPT T 6 T+6 No G.c. 8209; G.C 34090(d);
until expired, 3 years after
expiration, administrative
decision
0730-60 Oaths of Office (City employees, CC T P P Yes G C. 34090rd); transfer to
boards/commissions & PERS employee file;
consultants) (For Mayor/Council, administrative decision
see 0725-65)
0730-70 Subpoena Duces Tecum CC 2 0 2 No G C. 34090(d)
0730-71 Summons CC CL 7 7 Yes G C. 34090(d); permanent;
administrative decision; file
with related litigation records
0730,90 Reports & Studies, Regulations & DEPT US 2 P P Yes G.C 34090(d); permanent for
Policies (city related only) yr mm 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.
58
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
?~"!;j!~~~~~$!::".~'~~i;i~*:I{e~&1rtl9WDl$w~ 'fQSfti~Il';:!!?~~(f[~~~f~~ ~~1t~~Y!f}!~,',:~t:tr,';;~:~~r;n~('r~pt;ft1!1n:?~~;.;..~::~
. RecordfO,escd' tioli,>:;)\1i'{[i ,OPR" "'J ,...tj'fj'....'t.,.",.'!g".., "
. . us lca. lOn3,"""'"", ;"
~,'?'~_+LfH:'a#Qili~~,d~:;:t "~;!~~;~?~1~Y~ ;~ ,
.
Administration (general DEPT 2 0 2 No G.c. 34090(d);
correspondence & memoranda) administrati ve decision
0735-10 Pending Litigation (general CM CL 5 CL+5 No Yes G C. 34090(d); CCP 337 et
information, investigation requests while seq., G.C 911.2,945
& cases that do not result in legal current PC832.5 until settled, 5
action) years after settled to meet
municipal government
auditing standards; G.c.
34090(b); until settled,
administration decision
0735-20 Existing Litigation - Civil Case CM CL P P Yes Yes G C 34090(d); CCP 337 et
(lawsuits on behalfof city and while Seq., G C. 911.2,945,
defense of cases a ainst the city) current administrative decision
0735,30 Existing Litigation - Criminal CM CL 7 7 Ycs Ycs G C. 34090(d); until
Case (lawsuits regarding while settled; administrative
violations 0 Powayordinances) current decision
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
59
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
~,~%~~~?1t~fit{~~Relel1HoDhll1S'''~Qflii9reir~Ett;!'4:1!3~~-j~T
Filc,# ", . . ,.i!R~EohIiJ)esl;ti'Hon' ' OPR';offi~c;:\: "InaCtive' ''Filial''
':".07.4.0,;,/ ""i", .j.'.';i;'W;ldt~' i~iatio'ilZ~['\i<" ......
0740,05 Administration (general DEPT 2 0 2 No G C. 34090( d);
corres ondence & memoranda) administrative decision
0740-10 Poway Municipal Code- The code CC CL P P No Yes G.c. 34090; originals filed
is a com ilation 0 all ordinances) permanently with City .Clerk
0740-45 Legislative Advocacy (Federal & CM/ 2 0 2 No G C 34090(d)
State lobbyist correspondence for AS
reference, contract salary &
financial re ortin information)
0740-50 Legislative Bulletins (received AGN D/R 0 D/R No destroy when no longer
from League of Ca. Cities) relevant; recommend retain
3-6 months for reference
0740-55 Legislation Pending, State & Federal DEPT 2 0 2 N G.C 34090(d)
(general correspondence regarding
Federal and/or State Ie islation)
0740-60 Legislation Enacted (State & AGN D/R 0 D/R No not a city record
Federal, (annual legislative
briefin s &bills)
0740-65 Brown Act DEPT D/R 0 D/R No not a city record
0740-70 Americans with Disabilities Act CC D/R 0 D/R No not a city record;
(general information & copies as administrative decision
this is a State law)
0740-75 Maddy Act - City Procedures CC US +2 0 US+ No G C 34090(d);
(procedures & general yr 2 administrative decision
correspondence re appointments to mm. yr
Boards & Commissions) mm.
0740-90 Reports & Studies, Regulations & DEPT US2 P P Yes G C 34090(d); until
Policics (city related only) yrmm 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.
60
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
~::~~~~~;%;~~3~~t(ii~AnO:ii7I)'ls' :'o'siu9ngl~if~~~%!~~:~i[1
/FU~;-'#l~~lq !~~?D.; ~,;,'i;<Rec~ar~tjj.~s~;iff,-.tion?~:0;\~_~:$,~~~::r : .'FotaJ
"9!~~i:BD ~.'<'!;':;,C.6de;GoiIl'lilinc~'{~~j-fli". ,I, ".";'
0750-05 Administration (general 2
corres ondence & memoranda)
0750,10 Complaints/Investigations (initial DS CL 5 CL+5 No G C 34090(d); until settled,
citations, follow-up correspond- 5 years after settled;
ence, various pleadings & work-up administrative decision
of investi ations)
0750-20 Code Compliance Case Files, (i.e. DS CL 5 CL+5 No G C. 34090( d); until settled,
Nuisance Abatement, Vehicle 3 years after settled;
Abatement - cases filed by excludes Liens, which must
address/name containing notice of be retained permanently;
violation, office notes & pertinent administrati ve decision
documentations, ictures, etc.)
0750-40 Vehicle Abatement Case Files DS CL 2 CL+2 G.C 34090( d); 2 years after
(Abandoned Vehicle) final close of case
0750-90 Reports & Studies, Regulations & DEPT US2 P P Yes G C. 34090(d); until
Policies (city related only; Le, yrmm superseded; permanent for
Abandoned Vehicle)) 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.
61
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
~~~~~i~ ",< ;. ~
0760-05 Administration (general G C 34090(d);
corres ondence & memoranda) administrative decision
0760-10 Community Facilities Districts PW CL P P Yes G C. 34090(d); permanent;
Case Files (application & back- administrative decision
up information for implementa-
tion)
0760-20 Landscape Maintenance Districts PW CL P P Yes G,C 34090(d); permanent;
Case Files (application & backup administrati ve,decision
information for im lementation)
0760-30 Lighting Districts Case Files PW CL P P Yes G.C. 34090(d); permanent;
(application & backup information administrative decision
for im lementation)
0760,40 Sewer Assessment Districts Case PW CL P P Ycs G.c. 34090(d); permanent;
Files (application & backup administrative decision
information or im lementation)
0760-50 Water Assessment Districts Case PW CL P P Yes G.c. 34090(d); permanent;
Files (application & backup administrative decision
in ormation for im lementation)
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
62
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
File;#',,'.'Fiz..:f<t\;R~fol:d;DesC'fi"ii()n~;'J;:~!'i~;,i),"'oPR'
. j!7'70\H)'\iB';'~,iS'"'eeiilI<l'ehll.itsi<si:Eic~n~es;:,';~f:
0770-05 Administration (general DEPT 2 0 2 No G.C 34090(d)
cones ondence & memoranda
0770-40 Newsrack Permit (application & PW T 2 T+2 No G C. 34090( d); 2 years after
backu information) ex irati on
0770-60 Facility Use Permits (ie AS 2 0 2 No G C. 34090( d); 2 years after
permits/applications/or bingo, expiration
festivals, films, arades, etc.)
0770-90 Reports & Studies, Regulations & DEPT US 2yr P P Yes G.c. 34090(d); permanent
Policies (city related only) min for research value;
administration decision
0780 '; 'F:ReaIPro er .' .'
. .
0780-05 Administration (general DEPT 2 0 2 No G.C.34090(d)
corres ondence & memoranda}
0780,08 Property Acquisition (appraisals, AS! CL P P Yes Yes G C. 34090(a)(d); while
agreements, relocations, transfers RD! current; permanent; image
and correspondence regarding CC for safety only - RETAIN
acquisition of Real Property PAPER ORIGINAL OF
Includes Eminent Domain) APPRAISAL ONLY;
portions of file not affecting
the title of the property are
an administrative decision
0780-20 Property Disposal (records, AS! CL P P Yes G C 34090(a)(d); while
agreements & correspondence RD current; permanent;
regarding real property) microfilm for safety only;
portions of tile not affecting
the title of the property are
an admimstrative decision
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 Y RECORDS RETENTION/DISPOSITION SCHEDULE
AS! CL P P Yes Yes G.C 34090(a)(d); while
RD While current; permanent;
current & microfilm for safety only;
Order of
Condemn at portions of file not affecting
ion the title of the property are
an administrative decision
0780-40 Recorded Documents (original CC CL P P Yes Yes G C. 34090(a)(d); while
city deeds & easements recorded current; permanent; image
by County) for safety only - RETAIN
PAPER ORIGINAL
0780-50 Irrevocable Offers of Dedication CC CL P P Yes Yes G C. 34090(a); while
(correspondence and back-up current; permanent; image
information of successful & for safety only
unwccessfiJlofJers)
0780-60 Vacations! Abandonments! CC CL P P Yes Yes G.c. 34090(a); while
Relinquishments (correspondence current; permanent; image
& back round information) for safety only
0780-90 Reports & Studies, Regulations & DEPT US 2yr P P Yes G,c. 34090(d); until
Policies (city related only) min 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.
64
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
0800-10 Aerial Photography OS CL P P Yes Yes G C. 34090(d); while current;
current permanent for research!
historic value; administrative
decision
0800-30 Building Permit Reports -Annual OS 2 P P Yes G C. 34090(d); permanent for
research! historic value;
administrative decisIon
0800-40 Building Statistics -- Annual OS CL P P Yes G C. 34090(d); while current;
permanent for research!
historic value; administrative
decision
~j~:Q~X!!'!1:;i ~<iiiP,liin~;;R~rniiis1'&%tns'''ectfan1)~+f'
0810-05 Administration (general OEPT 2 0 2 No
corres ondence & memoranda)
0810-10 Building Permits & Plans - OS CL P P Yes Yes G C. 34090( d) H&S 19850;
Residential & Commercial current UAC 9303.2, CBC 91064.2,
(includes permits & inspections for while current; permanent for
commercial and residential(mulit- life of structure;
family) active and inactive files) administrative decision
** Plans for single-family residential OS CL 3 mo. 3 mo.
& appurtenances can be destroyed
after 90 days.
0810.25 Blasting Permits OS T 2 T+2 No Yes G.C 34090(d); 2 years after
ex iration
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
65
CITY OF POW A Y RECORDS RETENTIONillISPOSITION SCHEDULE
'""/'.!~'-~/~t-"~:'--!"""""..?'l'fm --iIJ'i"_.....~~-.'^.-l'"';'I"....'l!~.~~'?->-'-.N...'
~':f~~1~;,;~~~l~,\~~~\~~~~;~,~~~~!~~i.~llt,wll~ff'!
. -,,-'-t.,
0810-40 Demolition Permits T+2 G.c. 34090(d); 2 years after
current ex iration
0810-60 Right-of-Way Permits DS T 2 T+2 Yes G C. 34090(a)(d); until
ex ired
0810-62 Encroachment Permits DS 2 P P Yes Yes G.C 34090Cd); administrative
decision; Microfilm for safety
only retain pa er
0810-65 Excavation Permits & Inspections DS T 2 T+2 No G.C 34090(d); administrative
decision; until expired; 2
years after ex iration
0810-70 Grading Permits & Inspections DS T P P No Yes G.c. 34090(d); administrative
(includes inspection logs, permit current decision
issued after approval of grading
plan, administrative clearing
ermits)
0810-75 Moving Permits (oversized items DS T 2 T+2 No G.c. 34090(d); 2 years after
bein moved on ublic streets ex irati on
0810-80 Well Permits DS T P P No Yes G.C 34090(d); 2 years after
current ex iration
0810-82 Water Permits (Recycled, Potable, PW T P P No Yes G.c. 34090(d); 2 years after
Storm Water. Waste Water) current ex iration
0810-85 Plan Checks (Soil Studies, Plans & DS P P P Yes Yes G.C. 34090 et seq.,
Permits) current administrative decision
0810-90 Reports & Studies, Regulations & DEPT US2 P P Yes G.c. 34090(d); until
Policies (city related only) yrmm 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.
66
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
;j~'?,~:~::\~~:~~~tl~{~~i~Il~Jmon,';;'!t;';~~~~~f;~~
iEii~I#;J?;~\,{},':~%i:;~Re~(lra:,j;j"est~i"'tioil ; ',.Li1t;.:i ;;()PRm';
~~~~7~00";': ;~M~~l~1{t~~ft~;~~~'~:~[~~r[~;~~'~ ,I
0820-05 Administration (general 2
corres ondence & memoranda)
0820-10 Individual Street Files (general OS/ CL P P Yes G C 34090(d); permanent for
and crack sealin ) PW research! historic value
0820-15 Inventories/surveys (streets, PW US 2 2 No G C. 34090(d)
sidewalks, curbs, etc)
0820-20 Maintenance, General PW 2 0 2 Yes G C. 34090
(Ins ections, re airs, com laints)
0820-25 Maintenance Pro rams PW 2 0 2 Yes G.c. 34090
0820-30 Medians OS/ US P P Yes G.c. 34090(d); permanent for
PW historic value; administrative
decision
0820-60 Street Mileage Inventories DS US 0 2 No G C 34090(d); 34090.5, until
(inventory of city street) su erseded
0820-70 Street Names OS CL P P Yes G. C. 34090(d); permanent
for research! historic value;
administrative decision
0820-85 Master Plans, City PW US P P Yes G.C. 34090(d); permanent for
research/historic value;
administrative decision
0820,90 Reports & Studies, Regulations & OEPT US2 P P Yes G C. 34090(d); permanent for
Policies (city related only) yrmm research val ue; 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.
67
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
..._;
:,,,.;-,
Administration 2 No G C.34090( d)
Bridge Case Files P No G.C.34090(d); permanent for
research value
0830-20 Calculations DS CL P P No G C.34090(d); permanent for
research value
0830-90 Reports & Studies, Regulations & DEPT US 2yr P P Yes G C. 34090(d) permanent for
Policies (city related only) min research value; administration
decision
~~~Q:~~~l\~ ~t~l{;Z;~":.ytHf.-liwa"':'sY~~1V~e~Wa"~s)n:~8;:~iD~ <
,. ;.
0840-05 Administration (general 2 0 2 No
corres ondence & memoranda)
0840-10 Case files (projects files for DS CL P P Yes G C. 34090(d); while current;
highways &freeways) permanent for resean;h1
historic value; administrative
decision
0840-80 Caltrans Develo ment Review DS 2 0 2 No G C. 34090(d)
0840-90 Reports & Studies, Regulations & DEPT US2yr P P Yes G C. 34090( d); permanent for
Policies (city related only) mm 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.
68
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
~~,\11j"\~!~"'1~'~~rj'1i"M,Il"'''''~~il\~~''!1\':~~r''''~'''~~'''''''"'~""(""""'\.~'!iR'rr''''''f'''''D1D'~i''''"'fi''''''''''''~~i\'1)~. ~
.:",.,i;~~;~~~;4:;-::._:?li;*~'~;,~\,~.\,,~;'{;:}";i,:t;'~\;~~it~~,;~-1ti "%;~tW.,,,..,Mj.:ifj iL "~~-t-~,-~~ji'ia-~\'-.:;":"~:'.'; ~-;;;:_:'-'i':)/:~f~~,jtt:tL:3"- ~ _,e. e~. IQ n__'_ _' IS Jl.Sl_ _ _OQ%t~~;4"'O~ ~;,.'" 3::.-"
Itr''tf'''' ~V''1';;J.C''ifIY"''''1Pt'''''W"''~:'''\m''' 'OPR" ,COffl '~;';'J..""""if"';':' .iJ..:'~Cr[ '. , I"'f{ge''''!i~'M''FliW J 'iifi"ti"""""'-!""'"''
:: _;1 ~.t .f?::.'.~;~; :1,,::.i:f!/!/ii!:!,;,,:~-ec_or, _':' ~ _es.cm _~.lon~[~~'}t~k:ti:;;~ ,i,. -- ::.,,:',' :.;: -" lce~A; ~'t: n~.~ ___ v.ej,:\,~:,f \~ .aj' ,'J:' m.a ~,~.~ ~dl_ 3".;;};, _._,US lea ___9_:P.t<t~;;:~'::~~j.:.
'i"0850"'''''\':t''''~'ffl'<E'~gmr'''''':lg~~''';"'tm>~''H~j''~;""',1) ~\i'i>fjW""""""~' "'Ml.t~IFit'" . ,;'.' ~
(t9ti~.<.". ,j~i~~l'~,;-,\ }~a_. l_C.~; 'l~ ..ee_tm l-~O.Q,.U~.__',~ ~_:~+;11\ti;~1 ;~};'::'r.~~~:"..,N.~:f(",~i " .,
0850-05 Administration (general OEPT 2 0 2 No G C 34090(d)
correspondence & memoranda)
0850-20 Circulation (street circulation OS US 2 US+2 No G C. 34090(d); administrative
information) decision
0850-25 Pavement Markings/Striping OS 2 P P No G.c. 34090(d); permanent for
(striping & pavement marking research value; administrative
information) decision
0850,30 Pedestrian Safety (pedestrian OS P 2 P No G C. 34090( d); permanent for
safety orOf!ram information) research val ue
0850-40 Signal & Lighting Maintenance PW 2 0 2 No G.C.34090
0850-50 Signalized Intersections (Counts, OS CL P P No G.C. 34090(d); permanent for
Collisions & Accidents) research value
0850-60 Signing & Hardware (Inventory & OS CL 2 2 No G C. 34090
Locations)
0850~65 Speed Zone Surveys OS 7 2 9 No G C. 34090(d); speed surveys
must be conducted every 5
years; administrative decision
0850-70 Street Lighting, General OS US 2 US+2 No G.c. 34090; until superseded
0850-75 Traffic Surveys (general informa- OS US 5 US+5 No G C. 34090(d); until
tion about traffic studies & superseded, minimum of 5
surveys) years per administrative
deCision
0850-85 Vehicular Volume Counts OS US 2 US+2 No G C. 34090( d); until
superseded
0850-86 Maintenance OS US 2 US+2 No G.c. 34090(d); until
superseded
0850-87 Master Plans OS CL 0 P Yes Yes G C. 34090(d); permanent for
current researchlhistoric value
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
69
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
us 2 P P Yes G C 34090(d); permanent
yrmm for research value;
administration decision
~"'r.'."'...':'$
,~~Q"86:~~li~
0860-05 Administration (general
corres ondence & memoranda)
0860-10 Curb Zones DS CL P P Yes G.c. 34090(dt
administrative decisIon
0860-20 Parking Facilities I Lots, City DS CL P P Yes G C. 34090(dt
administrative decision
0860-25 Parking Facilities / Lots, Private DS CL P P Yes G C 34090(d);
administrative decision
0680,60 Statistical Data DS CL P P Yes G C. 34090(d);
admimstrative decISIon
0860-90 Reports & Studies, Regulations & DEPT US 2yr P P Yes G C. 34090(d); permanent
Policies (city related only) min for research value,
admimstration decIsion
Administration (general
corres ondence & memoranda)
0870-10 Improvement Projects (includes DSI CL P P Yes G.C 34090(d); permanent
standards & specifications - also see PW for resear~h1hisloric value
0700,10 Contracts)
WARNING: Retention requiremenlS are lemporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
70
CITY OF POW A Y RECORDS RETENTIONIDISPOSITION SCHEDULE
0870-15 DS! CL 7 CL+7 No G C 34090(d)
PW
0870-20 PW US 0 US+2 No G C. 34090(d); 2 years after
settled; administrative
decision
0870-40 Federal Flood Insurance Program DS! US 0 US No G.C. 34090(d); until
(aka FEMA reports, maps) PW superseded (not a city
record)
0870-50 NPDES/JURMP (National Pol/utant DS! 3 0 3 No G.C. 34090(d); 40 CFR
Discharge Elimination System - PW 122.21,40 CFR 122.41
Monitoring Records)
0870-55 NPDES Permits DS! P P P No G C. 34090; administrative
PW decision
0870-80 Master Plans (city related only, DSI CL 0 P Yes G.e 34090(d); permanent
copies of maps, studies, general PW for researchlhistonc value
in o. & corres ondence)
0870-90 Reports & Studies, Regulations & DEPT US 2yr P P Yes G.C.34090(d):pemlanent
Policies (city related only) mm for research value;
administration decision
;''<'';;" ',- 8'rnim!"~ Y{g7; , - :<;-'-1,";"'IIi,}'"","'5.'~'i;#')~f';":;ri," .t~" -'~P>~'."\'!*f~'",'0~j!;B;\'it~il't
"tlli.Q,l!,1$'i11l'a\ "a Jtll1,Im .Ir9X~IIl.~'p~IEl'o e~ SlIi; !&~,.(~l~t,
0880-05 General Correspondence DS
0880-10 erp ~ De t only DS
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
71
CITY OF POW A Y RECORDS RETENTIONIDISPOSITION SCHEDULE
';:~.' ~"1<'!J!?~~~~~<f,iiI!"""i"'<"""~~~#i'~!i1i,*,P'fi;""i~ "'I'""1f'l""i";W;"'R"'f""'f"'D7Ir'sp?".t'9""""""",i'Ii'\'w'!,~,,,""'I
, ,,:~if;! (I':'c';;j~,M~,l!JBJilI~i(;);EH:;I;:rcmsi'i1\""~~';""'; ~F ~ ~j!,
0900"'" ''\i''''..".,,''''.ne''''''''''''"'''''''f'''''''''''Ei.'''1i'ii''Yr.." i'({>:~':,"'" 'i'(' ,'" ',":',Oo'F;/ ;,'.1. .~:'-:/. ,>
' _ .. _, f:j~{ ':~'"i/f.';:i-"'\fr;-V;ilj ('.-omm UnlCa lOnS::'~'~"..;ji':;_-:j:~.~:\~'~,~ ,", . c.~ .. - .' ,_ , I' ^, :-:,- :: ~:~', __ ' ,_."",,','; 1'.
0900-05 Administration (general DEPT 2 0 2 No G. C 34090(d)
correspondence & memoranda)
0900-10 Cable Companies CS 2 0 2 No G C. 34090(d)
0900-20 Fiber Optics PW 2 0 2 No G C. 34090( d)
0900-30 Paging Devices PW 2 0 2 No G C. 34090(d)
0900-40 Radio Devices PW 2 0 2 No GC.34090(d)
0900-45 Radio Logs PW 2 0 2 No G C. 34090( d)
0900-50 Satellite Antennas PW 2 0 2 No G.c. 34090(d)
0900-60 Telephone Systems PW 2 0 2 No G C 34090(d)
0900- 70 Pay Telephones CS 2 0 2 No G.C 34090(d)
0900-75 Wireless Communications PW 2 0 2 No G.c. 34090(d)
0900-90 Reports & Studies, Regulations & DEPT US 2yr P P Yes G C. 34090(d); untit
Policies (city related only) mm superseded; permanent for
research value; administration
decision
"091It:::, '::";i:i~."i1lJh'a~fl!f()uiid'Utinnes":'Ei;:::Xi~l :,( Ii". \:' ..~'.. ","0,.:, '... .:L:;;::.'" ,"', ii:.""." ."" ,'H':' ....,')'...
",,' .
0910-05 Administration (reference DEPT 2 0 2 No GC 34090(d)
material, general correspondence
& memoranda)
0910-10 Underground Waivers (formerly' DS CL P P Yes G.c. 34090(d); permanent;
Deferments) administratIve decision
0910-20 Underground Utility Districts DS! 2 P P Yes G.C. 34090(d) and 34090 7,
(backup information regarding CC Original records maintained
creation of districts) by the City Clerk
0910-30 Underground Plans DS P 0 P Yes G C 34090 et seq.
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should he reviewed on an established basis.
72
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
~, ;;~~A"'t'~:"'~t,~fi\t~P,J~if.)I.q;tl~~~~t}~lS.'lYif>.Hiilf~:~~;';Y(iI';:'~i\>>:-t-(\~,~1:;,~;1I'li ~1~~lt:ril;h"~;.tj~~Rer~'iNiOii7Dirl.':8S.;ti"w;;,:\yJj_:,!ti(",*""'~Pt~:;j~i'~'"2J
-::".:{~,:'i~~,:hW:~(~\}::~~~;,.;!_+~t'<<~J:'J:S1,~".?;i'i\li';.;:t"'" ,;';: "''''' _wh&.:;i}J;?"'!,t,,::/(,;.",<,,;..-",:~.r; . /':._.....,_ ;:if::~, :0';;,).'glf{,~ti~>.:':&-iN' - _ __ _, _. _.:. .1_' ,_ _ _ _ ,I _ OR;-!"':: ~'.;:;:,,~"~:i.'::k~i..;,
f""'.;"'?,!",'.-'; ReciiitafD,es!;rr~tion'.';:"':'..,,? :
!.Elle!#[;,
il~li~~'f!t (~~i11(ci!?1~~,~~~~~r&~~i!{tt~~!et~,~;i~);;;
0910-40 Underground Service Alert Program
from utility companies (work
erformed by others on Ci Pro e
0910-90 Reports & Studies, Regulations & DEPT US 2 yr P P Yes G.C. 34090(d); until
Policies (city related only) mm superseded; permanent for
research val ue; administration
decision
;,.:O~,2,~~!~); ?.i;'?i"').Ga~j~'iEleHfil'i" :'?~ti\\,
0920-05 Administration (general DEPT 2 0
correspondence & memoranda)
0920-10 Rate Information (general AGN US 0 US No Until superseded; destroy
information concerning rates) when no longer relevant; not
a city record
0920-20 Usage Information (general AGN US 0 US No Until superseded; destroy
information concerning usage) when no longer relevant, not a
city record
0920-60 Hydroelectric Power (general AGN US 0 US No Until superseded, destroy
information concerning usage) when no longer relevant, not a
city record
0920-70 Gas & Electric CompanIes AGN US 0 US No Until superseded, destroy
(general information concerning when no longer relevant; not
usage) a city record
0920-80 Public Utilities Commission AGN US 0 US No Until superseded; destroy
(general information concerning whenno longer relevant; not
usage) a city record
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 POWAY RECORDS RETENTION/DISPOSITlON SCHEDULE
~~=~~rt1tT~""""""' ;
.ot!99.2.o1;J,o; %:lGa-~;-&iEle(:tnCiiY;(eonmi'iielI)'"i~\~'; " ~ ;".", i")}~' ~ ;'"
0920-90 Reports & Studies, Regulations & DEPT US 2 yr P P Yes G.C. 34090(d); permanent for
Policies (city related only) min research value; administration
decision
';ri09~()!;~~ '(';;,;',;1',' WilteriMallal!:ement'j;:;:'/i\,';: ~;:;)",:'3 ~,:' 'f-"' :;<""'P', _""""",,-"',C
,. .-,-, " "
0930-05 Administration (general DEPT 2 0 2 No G.C 34090(d)
correspondence & memoranda) \.
0930-10 Conservation Programs PW US 2 US+2 No G C 34090( d); 2 years after
superseded
0930-15 Cross Connection Control/ PW CL 3 CL+3 No G.C 34090; meets Health
Backflow Inspections/Tests Department regulations for
drinking water
0930-22 Water Improvement Projects PW CL P P No G C 34090 et seq.,
administrative decision
0930-25 Rate Information (information, AS US 2 US+2 No Yes; G C. 34090 (d); 2 years after
documents and records pertaining While superseded
to water rates) Current
0930,30 Usage Information (logs, reports, PW 2 0 2 No G C 34090 (d)
information, documents and
records pertaining to water rates)
0930-35 Reservoirs & Dams PW 2 P P No Yes G.C. 34090 et seq"
administrative decision
0930AO Water Mains/Improvement Plans PW 2 P P No Yes G,C. 34090 et seq.,
administrati ve decision
0930-45 Water Service Applications AS 2 0 2 No G.C.34090(d)
(includes on/off cards & change of
address cards)
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
74
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
AS T+2 0 T+2 No G C. 34090( d); 2 years after
term mated
0930-55 Water Com anieslDistricts PW 2 0 2 No G.c. 34090(d)
0930-60 Water Recycling PW 2 0 2 No G.c. 34090(d)
0930-70 Water Quality (monthly summary PW 2 10 12 Yes 22 CCR 64692: 22 CCR
of water quality on city-wide 64453(b) et seq., 40 CFR
system, includes lab results, storm 141.33(a); 40 CFR 1419],
water discharge records, drinking 40 CFR 792.195,
water chain of custody, log books. administrative decision to
HPC analysis, water quality cover lead and copper
com laints, testin re uirements
0930-75 Wells PW 2 P P No Yes G C. 34090 et seq,
administrative decision
0930,80 Master Plans, City (backup PW 2 P P Yes G.c. 34090(d); permanent for
information regarding the research! historic value;
implementation and updates of the administrative decision
water master Ian)
0930-90 Reports & Studies, Regulations & DEPT US2 P P Yes G C 34090(d); permanent for
Policies (city related only; yrmm research value; administration
monthly activity reports, Best decision
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;
SSO re orts)
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
::tT:;t~i~fi~i1*s~w~q~~~~~~~~~IKf~:~f:~~~t~~.tff:~:2r~t~~(~~J.1~ ~]rt*~~~:t'~~i0:iNRC't~~it'1i)~i.rn'Q$ifion?t/~'1}:';~\'-;(~}_~~~~~ ~~!;~~f~~t~;~?~!0~'i~~!~~
...Fi~;~().'i;!i ~';~;;,~1~~~~,~~;~~~:~~i~i'}';;}~I::Q~R:if:; 50ffice;; ''Inacti\!tjijl~'EQfal\\, ;~!.n(age'. '. Vital?,;)! .".. ...,.;,..."...Justification . "'0'"
~.
.'.. c. ,<,%,*,1;' ,;'i{f;;"" '~~,' , ,:''''N "! ),[ ,;~i7{,,;:
:..,~;/i -'':;i~j~ 'fi.'{:}..';j,i;,c'l.,;~ .
~,""~~< -,,",<ene.'- . c'~,
0940-05 Administration (general DEPT 2 0 2 No G.C 34090(d)
correspondence & memoranda)
0940,10 Improvements Projects DS CL P P G.c. 34090 et seq.,
administrative decision
0940,15 Complaints & Investigations DS CL 3 CL+3 No G C. 34090(d); NPDES
(initial complaints, follow-up monitoring records required
investigations) for 3 years; 40 CFR 122.21,
122,4
0940-20 Septic Systems AGN US 0 US No Until superseded; destroy
when no longer relevant; S.D
County is office of record
0940-30 Sewer Availability & Capacity- DS/ CL P P No G. C. 34090(d);
(contains LOA's - Letters of PW administrative deCision
Availability)
0940-40 Sewer Connections PW US P P No G C.34090(d);
administrative decision
0940-50 Sewer Maintenance PW 2 P P No G. C. 34090(d); permanent
for research/ historic value;
administrative decision
0940-80 Master Plans PW CL P P Yes G C. 34090(d); permanent for
research/historic value
0940-85 Wastewater Planning Issues PW CL 2 CL+2 No G.c. 34090(d); 2 years after
current
0940-90 Reports & Studies, Regulations & DEPT US2 P P Yes G.c. 34090(d); permanent
Policies (city related only' BMP yrmm for research value;
sewer overflow response plans; administration decision
TDS/ Chloride content reports /
evaluations of soils handling))
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
76
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
77
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Administration (general
corres ondence & memoranda)
1000-10 Public Art Programs (general CS P P P Yes G. C 34090(d); historical,
correspondence, slides, drawings, administratlve decision
paintings used in the selection,
installation & promotion of public
art pieces installed throughout the
community, musical concerts, city
arts & craft shows
1000,70 Monuments & Statutes (backup CS 2 P P Y G.C 34090(d), historical,
information & corres ondence) administrative deciSIon
1000-90 Reports & Studies, RegulatIOns & DEPT US2 P P Yes G C 34090(d); permanent for
Policies (city related only) yrmm research value; administration
deciSIOn
~1I!(;'(g0MM;"tiNJ:m~SERMI@ES':IlI~' t:~11~'~,",.1
,lfr.,$'f~,. "...~_....., . ,"--.'- \.", .__"l,l,_",. _.. .... ~_ t -._"n_'____~,;t~~ '--"'__'b_'}";~'"
~~;l-(jl0'~~ -~!~~tl';l~,~;r~~~~Eauca?ti(;n~l~~w~~i~T~~7&~~jJfi~}j$~~n~
. .,.,..,.,.....,'.,.,.,..,,'" ..' ~~-.,.\: .~;"". ..."" ,.L.t".-;,,,,,,, .",>.:. ._......,.. .._......., :. :. :. _.:.:. .. "....,.,..,,, ,>"._, ',_', ,.i,.,(.,~.',. r".'\(' _ ,~"""",,,,,,:':"'.
1010-05 Administration (general CS
corres ondence & memoranda)
1010,10 Colleges & Universities AGN D/R 0 D/R No not a city record
(informational material)
10 10-20 Craft, Trade & Professional AGN D/R 0 D/R No not a city record
Schools
10 I 0-30 Public & Private Schools (general AGN D/R 0 D/R No not a city record
information on schools in Poway)
1010,40 School Districts AGN D/R 0 D/R No not a city record
]010-50 Educational Programs (general AGN D/R 0 D/R No not a city record
information)
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
78
CITY OF POWAY RECORDS RETENTION/DISPOSITION SCHEDULE
1020-10 CS US 5 US+5 No G.C 34090(d); administrative
decision for grant audit
possibilities
1020,30 Recreation Classes (registration, CS T '1 T+2 G C. 34090( d)
~
liability waivers, rosters,
information pertaining to various
recreation classes)
1020-40 Facility Use Permits (Field Use, CS 2 3 5 No G C. 34090(d); administrative
Rentals) decision
1020,70 Special Events Programs (General CS US 2 US+2 G C 34090(d)
information for large gatherings
such as carnivals, festivals, street
fairs such as Youth Day,
Christmas -in-the-Park, etc.)
1020-90 Reports & Studies, Regulations & DEPT US2 P P Yes G.C 34090(d); permanent for
Policies (city related only) yrmm research value; administration
decision
W ARNrNG: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
79
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
r:~~TIj~~I~A~$~~tf;~f~ff~?~~~},1?;~~fi~~!r~W\~y;:~::j~ ~~\~1KiTM~~rr~fl11~ffQi1m'{s ;::QsJtIQnX~i;~~~;)l~,$t~~~b~ {~ttt~"m~~1\1?il~%-t~1f~r~~:~?~~~~~~~':~i~:
Fiie'(#tK~: f~\~~[;:i~R~?ordn-escn "tioni;!~!J{~{a ;!!)r'R",\; 'Offic~Jj i:ln.acdve-01 ;'/)JotaC',Iiiiage' ;;YiiiH1\ :<~:',')"t;J:'!is'ti1tcadon ~,":
;WE~tT1i"MEN.:t;SE.Ri\7I€E'f&r,':2i\~
" ;~~t~Ji~t~%:;~:FENAN~E~gi4~1J~~(~~
;:'-~:.:-m:~(!~~~ ~riS~:'~1~~?r)~o'mm:u_nl~~rtfo'n~:~;;\::{tYJ?2~N
1100-05 Administration (general DEPT 2 0 2 No G.c. 34090(d)
corres ondence & memoranda)
1100-10 Re air Orders/Service Re uests PW 2 0 2 No G C. 34090(d)
1100-20 MaintenancelRepair Records PW CL+2 0 CL+2 No G.c. 34090(d); until
disposition of equipment; 2-
year minimum; administrative
decision
1100-30 Equipment Manuals/Warranties PW CL 0 CL No G C 34090(d); until
dis osition of e ui ment
1100-90 Reports, Studies, Regulations & DEPT US P P Yes G C 34090(d); permanent for
Policies (city related only; may 2 yr min researchlhistoric value
include copies of inventories, (original inventones filed
originals in AS) with fixed assets in AS);
administrative decision
i!:;~iJ!f;g~i~!QIfjce~r€ofujiiib'r::E' 'uiDl'eift:~j <: .N .',.
1110-05 Administration (general DEPT 2 0 2 No G C. 34090(d)
con'es ondence & memoranda)
1110-10 Re air Orders/Service Re uests AS 2 0 2 No G C 34090(d)
1110,20 Maintenance/Repair Records AS CL 0 CL No G C 34090(d); until
disposition of equipment; 2-
year minimum, administrative
decision
1110-30 Equipment Manuals/Warranties DEPT CL 0 CL No G C. 34090(d); until
dis osition of equipment
WARNING: Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
80
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
,FiI~'#
. ~ I .
"'j1lio'
)~~:ZfS .
1110-90 Reports, Studies, Regulations & DEPT US Yes G C. 34090(d); permanent for
Policies (city related only; may 2 yr research/historic value
include copies of inventories, mm (original inventories filed
originals in AS) with fixed assets in AS);
administrative decision
":,;1.)29>'." :;iF'I~et;M'a:ilJ;(enanc.l~(ini'fi'~1StO'ck?)
1120-05 Administration (general DEPT 2 0 2 No G C 34090(d)
corres ondence & memoranda)
1120-10 Work Orders/Service Requests DEPT 2 0 2 No G C 34090(d)
(requests for maintenance of
e ui ment)
1120-30 Equipment Manuals/Warranties PW CL 0 CL No G.C 34090(d); until
disposition of equi ment
1120-50 Maintenance Schedules PW CL 0 CL No G.c. 34090(d); until
su erseded
1120-60 Registrations & Identifications PW CL 0 CL No G C. 34090(d); until disposl-
(includes pink slips [kept in A. S tion of equipment; after
vault , smo certi lcates) dis osition
1120-80 Vehicle Records (includes vehicle PW CL+2 0 CL+2 No G C. 34090( d); after
purchases, fuel records, tire disposition; administrative
records, maintenance schedules, decision (vehicles are sold on
vehicle inspection records, an "as-is" condition)
operating inspections, inventories,
tri tickets)
1120-90 Reports, Studies, Regulations & DEPT US P P Yes G C 34090(d); permanent for
Policies (city related only) 2 yr. research/ historic value
mm
WARNING Retention requirements are temporal and may change as laws are created or amended; these schedules should be reviewed on an established basis.
81
CITY OF POW A Y RECORDS RETENTION/DISPOSITION SCHEDULE
Office':: .
1130-05 DEPT 2 0 No G C. 34090(d)
1130-10 PW 2 0 2 No G.c. 34090(d)
1130-20 PW CL 0 CL No G.c. 34090(d); until disposi-
tion of equipment; minimum
of2 ears
1130-30 Equipment Manuals/Warranties PW CL 0 CL No G C. 34090( d); until
o eratin insifuctionslmanua~) dis osition of e ui ment
1130-90 Reports, Studies, Regulations & DEPT US P P Yes G C. 34090( d); permanent for
Policies (city related only, may 2 YR research! historic value - file
include copies of inventories) MIN original inventories with fixed
assets in A.S., 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.
82