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Res 14-002RESOLUTION NO. 14 -002 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA, AMENDING THE CITY OF POWAY RECORDS RETENTION SCHEDULE FOR CITY RECORDS AND RESCINDING RESOLUTION 08 -089 WHEREAS, the City Council of the City of Poway recognizes its responsibility and obligation to foster efficient and cost - effective government and further recognizes the central importance of the management and protection of its records; and 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 out -put; magnetic media, such as tape and disk; and WHEREAS, an effective Records Management Program demonstrates to legal and regulatory authorities that the City of Poway is making every reasonable effort to retain and dispose of its records in a responsible manner and in accordance with State and Federal regulations, applicable guidelines and good business practices. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway as follows: Section 1: The amended Records Retention Schedule as set forth in Exhibit 1" is hereby established, which provides for retention of records in accordance with legal, regulatory, and operating requirements; prompt disposition of records upon expiration of their retention periods; identification and protection of vital City records; and preservation of records, having archival or historical value to the City. Section 2: Resolution 08 -089 is hereby rescinded. PASSED, ADOPTED AND APPROVED by the City Council of the City of Poway, California, at a regular meeting this 7th day of January 2014. r Don Higginson, Mayor ATTEST: Sheila R. Cobian, CMC, City Clerk Resolution No. 14 -002 Page 2 STATE OF CALIFORNIA ) ) ss. COUNTY OF SAN DIEGO ) I, Sheila R. Cobian, City Clerk of the City of Poway, do hereby certify, under the penalty of perjury, that the foregoing Resolution No. 14 -002 was duly adopted by the City Council at a meeting of said City Council held on the 7th day of January 2014, and that it was so adopted by the following vote: AYES: CUNNINGHAM, VAUS, MULLIN, GROSCH, HIGGINSON NOES: NONE ABSENT: NONE DISQUALIFIED: NONE AA, Sheila R. Cobian, CMC, City Clerk City of Poway City of Poway Records Retention /Disposal Schedule Resolution No. 14 -002 Page 3 Amended December 16, 2008 Amended January 7, 2014 California Government Code Sections 34090 - 34090.7, plus other applicable state and federal codes govern retention and destruction of records. Original public records may not be destroyed until the passage of two years and until the other requirements of Section 34090 et seq. have been met. Litigation, claims, complaints, audits and /or investigations suspend destruction until they are settled /resolved. File # Record Description Total Retention Justification All City Council Staff Reports shall be maintained permanently by the City Clerk's Permanent State Law Office Administrative Decision Copies or Duplicates of Documents for which Destroy when no longer State Law a department is NOT the Office of Primary required Administrative Decision Responsibility ADMINISTRATION 0100 General Administration 0100 -20 Administrative Policies Permanent State Law Administrative Decision 0100 -30 Organization Charts Until Superseded State Law 0100 -90 Reports & Studies, Regulations & Policies Permanent State Law 0110 Departmental Administration 0110 -05 lAdministration 2 years State Law 0110 -10 Activity Reports 2 years State Law 0110 -20 Complaints & Inquiries, General 2 years after settlement State Law 0110 -25 Compliments, General 2 years State Law 0110 -30 Daily Work Logs /Reports /Work Orders 2 years State Law 0110 -35 Goals & Objectives, Departmental Until Superseded + 2 years State Law 0110 -40 Public Records Requests 2 years State Law 0110 -45 Staff Meetings Destroy When State Law No Longer Required 0110 -50 Staffing /Organization 2 years State Law 0110 -60 Status Reports 2 years State Law 0110 -70 Work /Vacation Schedules Destroy When State Law No Longer Required 0110 -80 Procedures, Departmental Until Superseded + State Law 2 years (minimum) 0110 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0115 Reference 0115 -10 Correspondence 2 years State Law 0115 -20 Chronological 2 years State Law 0115 -50 Suspense /Tickler Files 2 years State Law EXHIBIT 1 Resolution No. 14 -002 Page 4 File # Record Description Total Retention Justification 0120 Boards, Committees, and Commissions 0120 -05 Administration 2 years State Law Boards /Committees /Commissions 5 years State Law Administrative Decision Committee Applications- Unsuccessful 2 years State Law 0120 -10 Agendas, Successful Appointments, Resignations, Handbooks, Directories, Rosters, and Staff Reports Permanent State Law Administrative Decision Minutes (Bylaws) Permanent State Law 0120 -15 Regional Assignments - City Councilmembers Permanent State Law 0120 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0130 Local and Civic Organizations 0130 -05 Administration 2 years State Law 0130 Local and Civic Organizations 2 years State Law -10 Poway Today and Historical Society Permanent State Law 0140 Organizations -at -Large 0140 -05 Administration 2 years State Law 0140 -10 Organizations -at -Large 2 years State Law 0140 -85 Professional Associations 2 years State Law 0150 Governmental /Regulatory Agencies 0150 -05 Administration 2 years State Law 0150 -10 Cities /Towns, Other 2 years State Law 0150 -20 Regional Agencies 2 years State Law 0150 -30 County Offices 2 years State Law 0150 -40 Special Districts 2 years State Law 0150 -50 State Agencies 2 years State Law 0150 -60 Federal Agencies 2 years State Law 0150 -70 LAFCO Permanent State Law 0160 Public Relations and Information 0160 -05 Administration 2 years State Law 0160 -10 Awards & Donations Permanent State Law Administrative Decision 0160 -20 Brochures & Publications, City Permanent State Law Administrative Decision 0160 -25 Calendars 2 years State Law 0160 -30 Customer Service Programs 2 years State Law 0160 -35 Emblems & Flags Permanent State Law Administrative Decision Resolution No. 14 -002 Page 5 File # Record Description Total Retention Justification 0160 -45 Historical Records Permanent State Law Administrative Decision State Law 0160 -46 Military 5 years Administrative Decision 0160 -55 News Media 2 years State Law Destroy When 0160 -60 News Clippings Not a City record No Longer Required 0160 -70 Press Releases & Advertising 2 years State Law 0160 -71 Legal Advertising 4 years State Law 0160 -75 Public Ceremonies 2 years State Law 0160 -80 Public Questionnaires & Surveys 2 years State Law 0170 Records Management 0170 -05 Administration 2 years State Law 0170 -20 Destruction Lists /Authorizations Permanent State Law Administrative Decision 0170 -25 Email 30 days State Law 0170 -50 Records Inventories Until Superseded Administrative Decision 0170 -65 Records Transfer Lists Until Superseded State Law Administrative Decision 0170 -70 Retention Schedules Until Superseded State Law Destroy When 0170 -80 Publications &Reference State Law No Longer Required Until Superseded + 0170 -85 Procedures State Law 2 year (minimum) 0170 -90 Reports & Studies, Regulations & Policies Permanent State Law 0180 Information Technology 0180 -05 Administration 2 years State Law 0180 -40 Computer Information /Reference Destroy When State Law No Longer Required 0180 -80 Network Backup Tapes -Daily Until Superseded State Law 0180 -85 Network Backup Tapes - Weekly Until Superseded State Law 0180 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0190 Risk Management 0190 -05 Administration 2 years State Law Claims Against the City Closed + 7 years State Law 0190 -10 Administrative Decision Claims, Paid Closed + 7 years State Law Administrative Decision 0190 -15 Claims on Behalf of the City Closed + 5 years State Law Administrative Decision Resolution No. 14 -002 Page 6 File # Record Description Total Retention Justification 0190 -25 Accident /Injury /Incident Reports Closed + 2 years State Law State Law 0190 -30 Commercial Crime Bonds Permanent Administrative Decision State Law 0190 -40 City Insurance Policies Permanent Administrative Decision State Law 0190 -42 Certificates of Insurance, Other 11 years Administrative Decision 0190 -45 Liability Waivers 4 years State Law Administrative Decision 0190 -60 Workers' Compensation 2 years State Law 0190 -65 Workers' Compensation Case Files Closed + 30 years State Law Administrative Decision 0190 -75 Safety Investigations 5 years State Law Administrative Decision 0190 -80 Safety Programs 2 years State Law 0190 -85 Safety Committee 5 years State Law Administrative Decision 0190 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision COMMUNITY PLANNING AND DEVELOPMENT 0200 Development /Subdivisions 0200 -05 Administration 2 years State Law 0200 -15 Boundary Adjustments Permanent State Law 0200 -16 Blueprints Closed + 2 years State Law 0200 -20 Major Development Reviews /Approvals Permanent State Law 0200 -25 Minor Development Reviews /Approvals Permanent State Law Building Plans Commercial /Historical (Life of the Building) Permanent State Law Residential — Two -story or less, garages and other structures, farm or ranch buildings, one- State Law 0200 -27 Permanent story building where span between bearing Administrative Decision walls does not exceed 25 feet. Plan Check — Expired Permanent State Law Plans — CIP (Includes Street, Curbs, Gutters, Sidewalk and Storm Drains) Permanent State Law Pre - Development Conference /Preliminary 0200 -30 Closed + 2 years State Law Applications 0200 -50 Tentative Parcel Maps Permanent State Law 0200 -60 Tentative Tract Maps Permanent State Law 0200 -85 Procedures Permanent State Law 0200 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision Resolution No. 14 -002 Page 7 File # Record Description Total Retention Justification 0210 Land Use Controls 0210 -05 Administration 2 years State Law State Law 0210 -10 Appeals Permanent Administrative Decision 0210 -20 Home Occupation Permits Permanent State Law State Law 0210 -30 Major Conditional Use Permits Permanent Administrative Decision State Law 0210 -50 Minor Conditional Use Permits Permanent Administrative Decision State Law 0210 -52 Outdoor Display Permit Permanent Administrative Decision State Law 0210 -60 Temporary Use Permits Term + 3 years Administrative Decision State Law 0210 -70 Variance Case Files Permanent Administrative Decision 0210 -75 APN Case Files Permanent State Law 0210 -80 Zoning Changes Permanent State Law Administrative Decision State Law 0210 -85 Zoning Interpretations Permanent Administrative Decision State Law 0210 -90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0220 City and Regional Planning 0220 -05 Administration 2 years State Law Demographic & Statistical Data Not a City Record 0220 -10 Permanent (Census Records) Administrative Decision Destroy When 0220 -20 Economic Development Reference State Law No Longer Required 0220 -25 Economic Development Projects Permanent State Law Administrative Decision 0220 -30 General Plan & Elements Permanent State Law Administrative Decision 0220 -40 General Plan Amendments Permanent State Law Administrative Decision 0220 -60 Specific Plans Permanent State Law Administrative Decision 0220 -65 Master Plan Permanent State Law Administrative Decision Destroy When 0220 -70 Regional Planning State Law No Longer Required 0220 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision Resolution No. 14 -002 Page 8 File # Record Description Total Retention Justification 0230 City Organization and Formation 0230 -05 Administration 2 years State Law 0230 -10 Incorporation Records Permanent State Law 0230 -20 Annexation Case Files Permanent State Law 0230 -30 Detachments Permanent State Law State Law 0230 -40 Spheres of Influence Permanent Administrative Decision State Law 0230 -90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0240 Former Redevelopment Agency Records 0240 -05 Administration 2 years State Law State Law 0240 -10 Former Redevelopment Project Case Files Permanent Administrative Decision State Law 0240 -20 Former Relocation Assistance Closed + 5 years Administrative Decision 0240 -30 Former Redevelopment Plans Permanent State Law Administrative Decision 0250 Community Development Block Grant 0250 -05 Administration 2 years State Law 10 years after funding with CDBG Program Case Files Federal Law entry in audit 0250 -10 10 years after funding with Federal Law Financial Reports entry in audit 0250 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0260 Housing Programs 0260 -05 Administration 5 years State Law 0260 -10 Affordable Housing Case Files Permanent State and Federal Law 0260 -20 Mobile Home Park Case Files Permanent State and Federal Law 0260 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0270 Historic Site Preservation 0270 -05 Administration 2 years State Law 0270 -10 Case Files Permanent State Law Administrative Decision 0270 -80 Historic Site Inventories Permanent State Law Administrative Decision 0270 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision Resolution No. 14 -002 Page 9 File # Record Description Total Retention Justification 0280 Sign Control 0280 -05 Administration 2 years State Law 0280 -20 Comprehensive Sign Program Permits Permanent State Law Administrative Decision Term + 0280 -30 Sign Permits, Temporary State Law 2 years after expiration 0280 -40 City Identification Signs Permanent State Law Administrative Decision 0280 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0290 Transportation 0290 -05 Administration 2 years State Law 0290 -40 Ride Sharing Program 5 years State Law 0290 -60 Transit Services 2 years State Law 0290 -70 Transportation Planning, General 2 years State Law 0290 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision PUBLIC SAFETY, HEALTH, AND SOCIAL SERVICES 0300 Animal Control 0300 -90 Reports & Studies, Regulations & Policies Permanent / State Law Administrative Decision 0310 -05 Administration 2 years State Law 0320 Emergency Preparedness 0320 -05 Administration 2 years State Law 0320 -10 Disaster Planning 3 years State Law CaIEMA /FEMA 0320 -20 Communications 3 years State Law CaIEMA /FEMA 0320 -25 Community Resources Destroy When Not a City Record No Longer Required 0320 -30 Disaster Case Files Permanent State Law Administrative Decision 0320 -35 Emergency Call Lists 3 years State Law CaIEMA /FEMA 0320 -40 Emergency Operations Center 3 years State and Federal Law CaIEMA /FEMA State and Federal Law 0320 -45 Emergency Shelters Reimbursement + 7 years CaIEMA /FEMA Administrative Decision Resolution No. 14 -002 Page 10 File # Record Description Total Retention Justification State and Federal Law 0320 -50 Financial Assistance Reimbursement + 7 years CaIEMA /FEMA Administrative Decision State Law 0320 -55 Mutual Assistance Reimbursement + 7 years CaIEMA /FEMA Administrative Decision 0320 -60 Operational Plans Permanent State Law Administrative Decision 0320 -65 Public Education Programs 2 years State Law 0320 -70 Training Programs Until Superseded + 5 years State and Federal Law 0320 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0330 Environmental Issues and Conservation 0330 -05 Administration 2 years State Law Destroy When 0330 -10 Air Quality Management State Law No Longer Required 0330 -20 Archaeological Surveys Permanent State Law Administrative Decision 0330 -30 Community Gardens 2 years State Law 0330 -35 Energy Conservation Programs 2 years State Law 0330 -40 Environmental Health Issues 2 years State Law Hazardous Materials Safety Data Sheets 0330 -45 (MSDS) or Database containing list of 30 years Federal Law chemical, substance or agent 0330 -50 Hazardous Materials Permits Permanent State Law Administrative Decision 0330 -55 Noise Pollution 2 years State Law 0330 -60 Resource Conservation Areas 2 years State Law 0330 -65 Wildfire Defensible Space Program Until Superseded State Law 0330 -70 Weed Abatement Closed + 3 years State Law 0330 -75 Recycling Program 2 years State Law Wildlife Conservation - (general information, City brochures and publications) 3 years State Law 0330 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0340 Health Protection and Services 0340 -05 Administration 2 years State Law 0340 -10 Hospitals, Trauma Care Centers & Clinics 2 years State Law 0340 -30 Vector Control Destroy When State Law No Longer Required Resolution No. 14 -002 Page 11 File # Record Description Total Retention Justification State Law 0340 -90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0350 Human Social Services and Programs 0350 -05 Administration 2 years State Law 0350 -10 Drunken Driving Program (DUI) 2 years State Law 0350 -20 211 Program 2 years State Law Domestic Violence Program/ 0350 -22 2 years State Law For Parents' and Kids' Sake 0350 -30 Safe Surrender 2 years State Law State Law 0350 -90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0360 Fire Protection and Services 0360 -05 Administration 2 years State Law 0360 -10 Ambulance & Paramedic Services Permanent State Law 0360 -15 Ambulance Service Authorization Forms Permanent State and Federal Law 0360 -17 Apparatus & Equipment Equipment Life +_3 years State Law 0360 -19 Daily Activity Reports & Logs Permanent State Law 0360 -20 Fire Safety Programs Closed + 2 years State Law 0360 -22 Fit Testing Permanent State Law Administrative Decision Geographical Files - Commercial Industrial (inspector's reports, 0360 -25 sprinkler plans, underground plans, hazardous Permanent State Law Administrative Decision permits, alarm plans, occupancy permits, Fire and Life Safety Inspections.) Geographical Files — 0360 -30 Residential (Sprinkler plans and inspections Permanent State Law sheets.) Administrative Decision 0360 -40 Knox Box Location List Closed State Law 0360 -45 ISO Insurance Ratings Permanent State Law Administrative Decision 0360 -47 Personnel- Training File Permanent State Law 0360 -49 Rapid Intervention Crew Permanent State and Federal Law Administrative Decision 0360 -60 Reports, Fire Incidents Term + 30 years State Law Administrative Decision 0360 -65 Reports, Investigations Permanent State Law Administrative Decision 0360 -70 Reports, Fire Prevention Activity 2 years State Law 0360 -80 HIPAA Policies & Procedures 6 years State Law 0360 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision Resolution No. 14 -002 Paee 12 File # Record Description Total Retention Justification 0370 Police Protection and Services 0370 -05 Administration 2 years State Law 0370 -17 Equipment Term + 3 years State Law 0370 -20 Alarm Systems Closed + 2 years State Law Reports, Monthly /Quarterly from 0370 -40 3 years State Law San Diego County Sheriff 0370 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0380 Integrated /Solid Waste Management 0380 -05 Administration 2 years State Law 0380 -10 Refuse /Trash Collection & Exemptions Closed + 2 years State Law 0380 -20 Recycling Programs 2 years State Law 0380 -30 Solid Waste Facilities /Landfills 4 years State Law 0380 -40 Special Waste Programs Closed + 2 years State Law 0380 -50 Public Education & Information 2 years State Law 0380 -85 Master Plans Permanent State Law Administrative Decision 0380 -90 Reports & Studies, Regulations& Policies Permanent State Law Administrative Decision FINANCE & FISCAL 0400 Accounting 0400 -05 Administration 2 years State Law 0400 -10 Chart of Accounts Permanent State Law Administrative Decision 0400 -25 Check Registers 5 years State Law Administrative Decision 0400 -30 Developer Trust Accounts /Deposit Accounts Closed + 5 years State Law Administrative Decision 0400 -35 Fixed Assets Permanent State Law Administrative Decision 0400 -40 General Ledgers Year -End Permanent State Law Administrative Decision 0400 -45 Journal Entries 7 years after audit State Law Administrative Decision 0400 -84 Reports, General (City Investments) 7 years after audit State Law 0400 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0410 Audits 0410 -05 Administration 2 years State Law 0410 -10 jAudits, Comprehensive Annual - CAFR Permanent State Law Resolution No. 14 -002 Page 13 File # Record Description Total Retention Justification State Law 0410 -20 Audits, Grants Permanent Administrative Decision State Law 0410 -80 Audit Preparation Records 3 years Administrative Decision State Law 0410 -90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0420 Banking 0420 -05 Administration 2 years State Law State Law 0420 -15 Banking Correspondence Term + 3 years Administrative Decision State Law 0420 -20 Bank Statements & Reconciliation 7 years after audit Administrative Decision State Law 0420 -25 Checks, Returned 7 years after audit Administrative Decision 0420 -30 Checks, Voided /Cancelled 7 years after audit State Law Administrative Decision 0420 -50 Signature Cards /Authorizations Closed + 3 years State Law Administrative Decision State Law 0420 -55 Stop Payments 7 years after audit Administrative Decision 0420 -82 Reports, Monthly Reconciliation 7 years after audit State Law Administrative Decision 0420 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0430 Budgeting 0430 -05 Administration 2 years State Law 0430 -10 Budget Requests, Internal 3 years State Law Administrative Decision State Law 0430 -30 Revenue Estimates 7 years after audit Administrative Decision 0430 -40 Operating Budgets 5 years State Law 0430 -50 Capital Improvement Budget 10 years State Law 0430 -60 Departmental Budget 2 years State Law 0430 -70 Budget Preparation Files 2 years State Law 0430 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0440 Bond Issues /Debt Service 0440 -05 Administration 2 years State Law 0440 -10 Bond Issue Records Maturity + 10 years State Law 0440 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision Resolution No. 14 -002 Page 14 File # Record Description Total Retention Justification 0450 Investments 0450 -05 Administration 2 years State Law State Law 0450 -10 Certificates of Deposit 7 years after audit Administrative Decision 0450 -20 Investment Information, General 2 years State Law State Law 0450 -30 Investment Portfolio Permanent Administrative Decision 0450 -40 Local Agency Investment Fund (LAIF) 2 years State Law State Law 0450 -80 Reports, Investment 7 years after audit Administrative Decision State Law 0450 -90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0460 Payroll 0460 -05 Administration 2 years State Law 0460 -30 W -2 Forms 7 years State and Federal Law State Law 0460 -40 Time Cards 7 years Administrative Decision 0460 -50 Payroll Registers Permanent State Law State and Federal Law 0460 -60 Quarterly Payroll Tax Reports 7 years Administrative Decision State Law 0460 -65 Deferred Compensation Accounting Permanent Administrative Decision State Law 0460 -75 Vacation & Sick Leave Accounting 7 years Administrative Decision 0470 Pension & Retirement Funds Reports 0470 -05 Administration 2 years State Law Destroy When 0470 -10 Deferred Compensation Reports Not a City Record No Longer Required PERS (Public Employees Retirement Accounts) End of Coverage and /or Death + 0470 -40 State and Federal Law Re Reports p 2 Y ears End of Coverage and /or Death + 0470 -45 PARS (Retirement Enhancement Plan) State and Federal Law 2 years 0470 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0475 Accounts Payable 0475 -05 Administration 2 years State Law 0475 -20 Accounts Payable 7 years after audit State Law Administrative Decision 0475 -30 1099 Forms 7 years after audit State and Federal Law Administrative Decision 0475 -40 Redevelopment Agency — Obligation Payment 7 years after audit State Law Administrative Decision Resolution No. 14 -002 Pap-e 15 File # Record Description Total Retention Justification 0475 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0480 Purchasing 0480 -05 Administration 2 years State Law 0480 -30 Purchase Requisitions 7 years after audit State Law Administrative Decision 0480 -40 Purchase Orders 7 years after audit State Law Administrative Decision 0480 -42 Unsuccessful Bids 2 years State Law 0480 -55 Central Supply Requisitions 7 years after audit State Law Administrative Decision 0480 -60 Supply Inventories Until Superseded State Law 0480 -70 Surplus Property Disposition 3 years after disposition State Law Administrative Decision 0480 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0490 Revenue & Taxation 0490 -05 Administration 2 years State Law 0490 -10 Accounts Receivable 7 years after audit State Law Administrative Decision Billings & Receipts 7 years after audit State Law 0490 -15 Administrative Decision Water /Sewer Rates — Master Fee Schedule 2 years State Law 0490 -28 Business Certificates Closed + 3 years State Law Administrative Decision 0490 -30 Regulatory Licenses Closed + 3 years State Law 0490 -45 Fee Studies Permanent State Law 0490 -50 Donations to the City 3 years State Law 0490 -51 Grants — All 5 years after audit State and Federal Law 0490 -54 Grants — Unsuccessful Closed + 2 years State Law 0490 -55 Parking Citations 3 years State Law Administrative Decision 0490 -60 Receipts, Daily Cash 7 years after audit State Law Administrative Decision 0490 -75 Taxes 7 years after audit State and Federal Law 0490 -76 Weed /Nuisance Abatement 7 years after audit State Law Administrative Decision 0490 -80 County Funding Programs 3 years State Law Administrative Decision 0490 -84 Regional Funding Programs 3 years State Law Administrative Decision Resolution No. 14 -002 Paee 16 File # I Record Description Total Retention Justification 0490 -85 City Funding Programs, General (Neighborhood Loan Programs) 3 years State Law 0490 -86 State Funding Programs, General State Reimbursement + 7 years State Law Administrative Decision 0490 -88 Federal Funding Programs, General 3 years State Law 0490 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision HUMAN RESOURCES 0500 Personnel Administration 0500 -05 Administration 2 years State Law 0500 -25 Employee Orientation 2 years State Law Administrative Decision 0500 -35 New Position Requests 2 years State Law 0500 -40 Potential Programs 2 years State Law 0500 -50 Temporary Agencies Destroy When No Longer Required Not a City Record 0500 -55 DOT Testing 5 years State and Federal Law 0500 -85 Procedures, Personnel Permanent State Law Administrative Decision 0500 -90 Reports, Studies, Regulations Policies Permanent State Law 0510 Classifications & Compensation 0510 -05 Administration 2 years State Law 0510 -20 Classification Specifications Until Superseded State Law 0510 -30 Compensation Surveys 5 years State Law 0510 -50 Reclassification Requests 2 years State Law 0510 -90 Reports & Studies, Regulations & Policies (Classification & Compensation Studies) Permanent State Law Administrative Decision 0520 Salaries, Wages & Benefits 0520 -05 Administration 2 years State Law 0520 -10 Cost of Living /Consumer Index Until Superseded Not a City Record 0520 -20 Compensation Plans 6 years State and Federal Law 0520 -30 Deferred Compensation Plan 3 years State Law 0520 -40 Employee Benefits 5 years State and Federal Law 0520 -45 Employee Assistance Program 7 years State Law 0520 -70 Retirement Plans 5 years State Law Administrative Decision 0520 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0530 Employee Records Resolution No. 14 -002 Page 17 File # Record Description Total Retention Justification 0530 -05 Administration 2 years State Law Term of Employment and /or 0530 -10 Disciplinary Actions State and Federal Law Death + 3 years Term of Employment and /or 0530 -15 1 -9's State and Federal Law Death + 3 years 0530 -20 Leave Requests 2 years State Law Term of Employment and /or Employee Personnel Files State and Federal Law 0530 Death + 3 years -30 Term of employment and /or Firefighters State and Federal Law Death + 10 years 0530 -40 DMV Physicals 4 years State Law 0540 Labor Relations 0540 -05 Administration 2 years State Law 0540 -10 Negotiations 7 years State Law 0540 -20 Memoranda of Understanding Reference 20 years State Law Administrative Decision 0540 -30 Discipline Policy /Procedures 3 years State and Federal Law 0540 -40 Discrimination Complaints Closed + 5 years State and Federal Law 0540 -50 Grievances Closed + 3 years State and Federal Law 0540 -60 Employee Associations Permanent State Law Administrative Decision 0540 -70 Fair Labor Laws & Standards Destroy When Not a City Record No Longer Required 0540 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0550 Recruitment & Selection 0550 -05 Administration 2 years State Law 0550 -20 Requests for Transfer 2 years State and Federal Law 0550 -60 Position Recruitment Records 3 years State and Federal Law 0550 -80 Complaints /Investigations /Appeals Closed + 5 years State and Federal Law 0550 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0560 Training, Education & Employment Programs 0560 -05 Administration 2 years State Law 0560 -20 Educational Programs 5 years State Law Volunteer Applications, 0560 -40 Successful Candidates Separation + 3 years State Law Unsuccessful Candidates 2 years 0560 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision Resolution No. 14 -002 Pase 18 File # Record Description Total Retention Justification PUBLIC FACILITIES & GROUNDS 0600 General Administration 0600 -10 Building Security Services 2 years State Law 0600 -30 Facility Use Permits Term + 2 years State Law 0610 Municipal Facilities 0610 -05 Administration 2 years State Law State Law 0610 -10 City Hall Permanent Administrative Decision State Law 0610 -20 Community Services Facilities Permanent Administrative Decision 0610 -25 Trailer Facilities Permanent State Law Administrative Decision State Law 0610 -30 Fire Facilities Permanent Administrative Decision 0610 -40 Library Permanent State Law Administrative Decision 0610 -45 Materials Handling Yard Permanent State Law Administrative Decision 0610 -46 Household Hazardous Waste/ RSWA Permanent State and Federal Law Administrative Decision 0610 -50 Mobilehome Parks Permanent State Law Administrative Decision 0610 -60 Public Works Facilities Permanent State Law Administrative Decision 0610 -65 Sheriff's Substations Permanent State Law Administrative Decision 0610 -70 Vehicle Maintenance Facilities Permanent State Law Administrative Decision 0610 -75 Water Reclamation Facilities Permanent State Law Administrative Decision 0610 -80 Water Treatment Plants Permanent State Law Administrative Decision 0620' Creeks / Open Space / Parks 0620 -05 Administration 2 years State Law 0620 -10 Bikeways & Equestrian Lanes Permanent State Law Administrative Decision 0620 -15 Creeks Permanent State Law Administrative Decision 0620 -20 Lake Poway Facilities Permanent State Law Administrative Decision Resolution No. 14 -002 Paee 19 File # Record Description Total Retention Justification 0620 -30 Mini -Parks Permanent State Law Administrative Decision 0620 -40 Parks Permanent State Law Administrative Decision 0620 -50 Trails Permanent State Law Administrative Decision 0620 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0630 Recreation & Cultural Facilities 0630 -05 Administration 2 years State Law 0630 -07 Community Park Facilities Permanent State Law Administrative Decision 0630 -10 Community Services Administration Building Permanent State Law Administrative Decision 0630 -20 Multi- Purpose Centers Permanent State Law Administrative Decision 0630 -25 Midland Railroad Permanent State Law Administrative Decision 0630 -30 Performing Arts Center Permanent State Law Administrative Decision 0630 -40 Sports Fields /Complexes Permanent State Law Administrative Decision 0630 -50 Tennis Courts Permanent State Law Administrative Decision 0630 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0640 City Properties, Other 0640 -05 Administration 2 years State Law 0650 Landscaping & Beautification 0650 -05 Administration 2 years State Law 0650 -10 Landscape Projects 2 years State Law 0650 -15 Chemical Treatment 2 years State and Federal Law 0650 -20 Irrigation 2 years State Law 0650 -40 Litter /Clean -up Programs 3 years State Law Administrative Decision 0650 -50 Tree Programs Permanent State Law Administrative Decision 0650 -55 Tree Surveys & Inventories 2 years State Law 0650 -60 Tree Trimming & Removal 2 years State Law 0650 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision Resolution No. 14 -002 Pap,e 20 File # Record Description Total Retention Justification LEGAL & LEGISLATIVE Legal and Legislative Agreements and 0700 Contracts 0700 -05 Administration 2 years State Law Agreements /Contracts State Law 0700 (Infrastructure /Land /Mutual Aid /JPA/MOU) Permanent Administrative Decision -10 Agreements /Contracts — other Term plus 10 years State Law Insurance Certificates 11 years State Law 0700 -25 San Diego County Permanent State Law Administrative Decision 0700 -30 Special Districts Permanent State Law Administrative Decision 0700 -35 State of California Permanent State Law Administrative Decision 0700 -40 U.S. Government Permanent State Law Administrative Decision 0700 -50 Memorandums of Understanding Permanent State Law Administrative Decision 0700 -60 Franchise Agreements Permanent State Law Administrative Decision 0700 -70 Lease Agreements Term + 4 years State Law Administrative Decision 0700 -80 Lease /Purchase Contracts Term + 4 years State Law Administrative Decision 0710 City Council 0710 -05 Administration 2 years State Law 0710 -10 Agenda Packets Permanent State Law (Only Scanned Image) Administrative Decision Reorganization — Secretary of State 0710 -15 (Statement of Facts) Permanent State Law Meeting Notices /Affidavits of Permanent 0710 -20 Posting /Teleconferencing (Only Scanned Image) State Law 0710 -30 Minutes Permanent State Law 0710 -35 Public Oral Communication Permanent State Law 0710 -36 Speakers List 3 years State Law 0710 -40 Commendations /Proclamations 5 years State Law Administrative Decision 0710 -45 Petitions 1 year State Law 0710 -50 Appointments /Resignations Permanent State Law Administrative Decision 0710 -51 Disclosure Waivers 3 years State Law City Council, Outside Committee 0710 -60 Representatives 2 years State Law Resolution No. 14 -002 Page 21 File # Record Description Total Retention Justification 0710 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0712 Poway Housing Authority 0712 -05 Administration 2 years State Law 0712 -90 Reports & Studies, Regulations & Policies Permanent Oversight Board to the Successor Agency of 0714 the Poway Redevelopment Agency 0714 -05 Administration 2 years 0714 -10 Agenda Packets Permanent (Only Scanned Image) State Law 0714 -20 Meeting Notices /Affidavits of Posting Permanent (Only Scanned Image) 0714 -30 Minutes Permanent (Only Scanned Image) 0714 -90 Reports & Studies, Regulations & Policies Permanent 0715 Former Poway Redevelopment Agency 0715 -05 Administration 2 years State Law 0715 -10 Agenda Packets Permanent State Law (Only Scanned Image) 0715 -20 Meeting Notices /Affidavits of Posting 2 years State Law 0715 -30 Minutes Permanent State Law 0715 -80 Disclosure Waivers 3 years State Law 0715 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0718 Public Financing Authority 0718 -05 Administration 2 years State Law 0718 -10 Agenda Packets Permanent State Law (Only Scanned Image) 0718 -20 Meeting Notices /Affidavits of Posting 2 years State Law 0718 -30 Minutes Permanent State Law 0718 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0720 Conflicts of Interest 0720 -05 Administration 2 years State Law Economic Interest Filings (Form 700) Permanent Mayor, Council, City Manager, City Treasurer, (After 2 years, State Law City Attorney — Originals Filed with State only scanned image.) Designated Employees; Designated 0720 -10 Board /Commission Members 7 years State Law FPPC Form 801 4 years State Law FPPC Form 802 7 years State Law Resolution No. 14 -002 Page 22 File # Record Description Total Retention Justification FPPC Form 806 Agency Report of Public Official Appointments 2 years State Law 0720 -15 AB 1234 Ethics Training Certificates 5 years State Law 0720 -20 Filing Instructions & Forms Until Superseded Not a City Record 0720 -30 Conflict of Interest Code, City Permanent State Law Administrative Decision 0720 -40 Conflict of Interest Maps — Council Term + 1 year State Law Administrative Decision 0720 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0725 Elections 0725 -05 Administration 2 years State Law 0725 -10 Planning Materials /Reference Destroy When State Law No Longer Required 0725 Initiatives 2 years State Law -20 Original Petitions 8 months State Law Referendum (aka ballot measures to be 0725 -25 placed on the ballot & related materials.) If 2 years State Law certified, create Election Case File Original Petition 8 months State Law Signature Requirement for Petitions; Recall 0725 -30 2 years State Law etc. Election Case Files Permanent State Law 0725 -40 Administrative Decision Nomination Papers Election + 4 years Per Secretary of State Certificates Of Election Term of Election + 4 years Per Secretary of State 0725 -41 Campaign Disclosure Log 5 years State Law Permanent 0725 -50 Campaign Statements - Successful Candidates (After 2 years, State and Federal Law only scanned image.) Unsuccessful Candidates 5 years State and Federal Law Secretary of State (website - local Committee 0725 -51 clean up) 7 years State Law 7 years 0725 -55 Campaign Statements — Committees (After 2 years, State and Federal Law only scanned image.) Voter Registration /Outreach /Help America 0725 -60 Vote Act 2 years State Law 0725 -65 Oaths of Office Permanent State Law Administrative Decision 0725 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0730 Legal Operations 0730 -05 Administration 2 years State Law Resolution No. 14 -002 Page 23 File # Record Description Total Retention Justification 0730 -10 Affidavits of Posting 2 years State Law 0730 -20 Affidavits of Publication 2 years State Law 0730 -30 Petitions 1 year State Law State Law 0730 -40 Legal Opinions Permanent Administrative Decision 0730 -50 Notary Bonds /Certificates Term + 6 years State Law Administrative Decision Term of employment and /or 0730 -60 Oaths of Office State Law Death + 3 years 0730 -70 Subpoena Duces Tecum 2 years State Law 0730 -71 Summons 2 years State Law State Law 0730 -90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0735 Litigation 0735 -05 Administration 2 years State Law 0735 -10 Litigation Closed + 5 years State Law 0735 -20 Litigation - Civil Case Closed + 5 years State Law 0735 -30 Litigation - Criminal Case Closed + 5 years State Law 0740 Legislation 0740 -05 Administration 2 years State Law 0740 -10 Poway Municipal Code Permanent State Law 0740 -20 Ordinances Permanent State Law 0740 -45 Legislative Advocacy 2 years State Law Destroy When 0740 -50 Legislative Bulletins State Law No Longer Required 0740 -55 Legislation Pending, State & Federal 2 years State Law 0740 -60 Legislation Enacted (State & Federal) Destroy When 0740 -65 Brown Act Not a City Record No Longer Required 0740 -70 Americans with Disabilities Act Until Superseded State Law 0740 -75 Maddy Act — City Procedures (2 year minimum) Administrative Decision 0740 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0750 Code Compliance 0750 -05 Administration 2 years State Law 0750 -10 Complaints /Investigations Closed + 5 years State Law Administrative Decision 0750 -20 Code Compliance Case Files Closed + 5 years State Law Administrative Decision 0750 -40 Vehicle Abatement Case Files Closed + 2 years State Law Administrative Decision Resolution No. 14 -002 Paee 24 File # Record Description Total Retention Justification State Law 0750 -90 Reports & Studies, Regulations & Policies Permanent Administrative Decision Assessment & Community Facilities District 0760 Formation 0760 -05 Administration 2 years State Law 0760 -10 Community Facilities Districts Case Files Permanent State Law Administrative Decision 0760 -20 Landscape Maintenance Districts Case Files Permanent State Law Administrative Decision 0760 -30 Lighting Districts Case Files Permanent State Law Administrative Decision State Law 0760 -40 Sewer Assessment Districts Case Files Permanent Administrative Decision 0760 -50 Water Assessment Districts Case Files Permanent State Law Administrative Decision 0770 Special Permits & Licenses 0770 -05 Administration 2 years State Law 0770 -60 Facility Use Permits 2 years State Law 0770 -70 Health Related Permits Closed + 3 years State Law 0770 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0780 Real Property 0780 -05 Administration 2 years State Law 0780 -08 Property Acquisition Permanent State Law 0780 -20 Property Disposal Permanent State Law Administrative Decision 0780 -30 Condemnation Proceedings Permanent State Law Administrative Decision 0780 -40 Recorded Documents Permanent State Law 0780 -50 Irrevocable Offers of Dedication Permanent State Law 0780 -60 Vacations /Abandonments/ Relinquishments Permanent State Law 0780 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision CONSTRUCTION & ENGINEERING 0800 Building 0800 -05 Administration 2 years State Law 0800 -10 Aerial Photography Permanent State Law Administrative Decision Resolution No. 14 -002 Page 25 File # Record Description Total Retention Justification 0800 -30 Building Permit Reports - Annual Permanent State Law Administrative Decision State Law 0800 -40 Building Statistics - Annual Permanent Administrative Decision 0800 -50 Uniform Code Books /California Building Codes Permanent State Law 0810 Plans, Permits & Inspections 0810 -05 Administration 2 years State Law Building Plans Commercial /Historical (Life of the Building) Permanent State Law Residential — 2 story or less, garages and other 0810 -10 structures, farm or ranch buildings, one -story State Law Permanent building where span between bearing walls Administrative Decision does not exceed 25 feet. Plan Check — Expired Permanent State Law Plans — CIP Permanent State Law 0810 -25 1131asting Permits Term + 2 years State Law 0810 -40 Demolition Permits Term + 2 years State Law 0810 -60 Right -of -Way Permits Term + 2 years State Law 0810 -62 Encroachment Permits Permanent State Law 0810 -65 Excavation Permits & Inspections Term + 2 years State Law Administrative Decision 0810 -67 Floodplain Development Permits Permanent State Law 0810 -70 Grading Permits & Inspections Permanent State Law Administrative Decision 0810 -75 Moving Permits Term + 2 years State Law 0810 -80 Well Permits Term + 30 years State Law Water Permits 0810 -82 (Recycled, Potable, Waste Water) Term + 30 years State Law Stormwater /discharge monitoring 3 years Federal Law 0810 -85 Plan Checks Permanent State Law Administrative Decision 0810 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0820 Streets, Sidewalks, Curbs & Gutters 0820 -05 Administration 2 years State Law 0820 -10 Individual Street Files Permanent State Law Administrative Decision 0820 -15 Inventories surveys 2 years State Law 0820 -20 Maintenance, General 2 years State Law 0820 -25 Maintenance Programs 2 years State Law Resolution No. 14 -002 Pase 26 File # Record Description Total Retention Justification State Law 0820 -30 Medians Permanent Administrative Decision 0820 -60 Street Mileage Inventories 2 years State Law State Law 0820 -70 Street Names Permanent Administrative Decision State Law 0820 -85 Master Plans, City Permanent Administrative Decision State Law 0820 -90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0830 Bridges 0830 -05 Administration 2 years State Law State Law 0830 -10 Bridge Case Files Permanent Administrative Decision State Law 0830 -20 Calculations Permanent Administrative Decision State Law 0830 -90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0840 Highways & Freeways 0840 -05 Administration 2 years State Law State Law 0840 -10 Case files Permanent Administrative Decision 0840 -80 Caltrans Development Review 2 years State Law State Law 0840 -90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0850 Traffic Engineering 0850 -05 Administration 2 years State Law 0850 -20 Circulation Until Superseded + 2 years State Law Administrative Decision 0850 -25 Pavement Markings /Striping Term + 10 years State Law 0850 -30 Pedestrian Safety Permanent State Law Administrative Decision 0850 -40 Signal & Lighting Maintenance 5 years State Law 0850 -50 Signalized Intersections Permanent State Law Administrative Decision 0850 -60 Signing & Hardware 2 years State Law 0850 -65 Speed Zone Surveys 7 years State Law 0850 -70 Street Lighting, General Until Superseded + 2 years State Law 0850 -75 Traffic Surveys Until Superseded + 5 years State Law Administrative Decision 0850 -85 Vehicular Volume Counts Until Superseded + 2 years State Law 0850 -86 Maintenance Until Superseded + 2 years State Law 0850 -87 Master Plans Permanent State Law Administrative Decision Resolution No. 14 -002 Page 27 File # Record Description Total Retention Justification State Law 0850 -90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0860 Parking Control 0860 -05 Administration 2 years State Law State Law 0860 -10 Curb Zones Permanent Administrative Decision State Law 0860 -20 Parking Facilities /Lots, City Permanent Administrative Decision 0860 -25 Parking Facilities /Lots, Private Permanent State Law Administrative Decision State Law 0680 -60 Statistical Data Permanent Administrative Decision State Law 0860 -90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0870 Storm Drainage & Flood Control 0870 -05 Administration 2 years State Law State Law 0870 -10 Improvement Projects Permanent Administrative Decision 0870 -15 Inspections /Investigations Closed + 7 years State Law State Law 0870 -20 Service Requests, Inquiries, and Outcomes Until Superseded + 2 years Administrative Decision 0870 -40 Federal Flood Insurance Program Until Superseded State Law 0870 -50 NPDES/JURMP 3 years State and Federal Law State and Federal Law 0870 -55 NPDES Permits Permanent Administrative Decision 0870 -60 SSOs (Sanitary Sewer Overflows) 5 years Federal Law State Law 0870 -80 Master Plans Permanent Administrative Decision State Law 0870 -90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0880 Capital Improvements Projects 0880 -05 Administration Term + 10 years State Law 0880 -10 CIP Closed + 10 years State Law PUBLIC UTILITIES 0900 Communications 0900 -05 Administration 2 years State Law 0900 -10 Cable Companies 2 years State Law 0900 -20 Fiber Optics 2 years State Law 0900 -30 Paging Devices 2 years State Law 0900 -40 Radio Devices 2 years State Law Resolution No. 14 -002 Page 28 File # Record Description Total Retention Justification 0900 -45 Radio Logs 2 years State Law 0900 -50 Satellite Antennas 2 years State Law 0900 -60 Telephone Systems 2 years State Law 0900 -70 Pay Telephones 2 years State Law 0900 -75 Wireless Communications 2 years State Law 0900 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0910 Underground Utilities 0910 -05 Administration 2 years State Law 0910 -10 Underground Waivers Permanent State Law Administrative Decision 0910 -20 Underground Utility Districts Permanent State Law 0910 -30 Underground Plans Permanent State Law 0910 -40 Underground Service Alert Program from utility companies 3 years State Law 0910 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0920 Gas & Electricity 0920 -05 Administration 2 years State Law 0920 -10 Rate Information Until Superseded Not a City Record 0920 -20 Usage Information Until Superseded Not a City Record 0920 -60 Hydroelectric Power Until Superseded Not a City Record 0920 -70 Gas & Electric Companies Until Superseded Not a City Record 0920 -80 Public Utilities Commission Until Superseded Not a City Record 0920 -85 Natural Gas Pipeline Until Superseded Not a City Record 0920 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 0930 Water Management 0930 -05 Administration 2 years State Law 0930 -10 Conservation Programs Until Superseded + 2 years State Law 0930 -15 Cross Connection Control/ Backflow Inspections /Tests Closed + 5 years State Law 0930 -22 Water Improvement Projects Permanent State Law Administrative Decision 0930 -25 Rate Information Until Superseded + 2 years State Law 0930 -30 Usage Information 2 years State Law 0930 -35 Reservoirs & Dams Permanent State Law Administrative Decision 0930 -40 Water Mains /Improvement Plans Permanent State Law Administrative Decision 0930 -45 Water Service Applications 2 years State Law 0930 -50 Water Service, Temporary Term + 2 years State Law 0930 -55 Water Companies /Districts 2 years State Law Resolution No. 14 -002 Page 29 File # Record Description Total Retention Justification 0930 -60 Water Recycling 2 years State Law 0930 -70 Water Quality 12 years State and Federal Law 0930 -75 Wells Life of well + 2 years State Law State Law 0930 -80 Master Plans, City Permanent Administrative Decision State Law 0930 -90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0940 Wastewater Management 0940 -05 Administration 2 years State Law State Law 0940 -10 Improvements Projects Permanent Administrative Decision 0940 -15 Complaints & Investigations Closed + 3 years State and Federal Law 0940 -20 Septic Systems Until Superseded Not a City Record 0940 -30 Sewer Availability & Capacity Permanent State Law Administrative Decision State Law 0940 -40 Sewer Connections Permanent Administrative Decision State Law 0940 -50 Sewer Maintenance Permanent Administrative Decision State Law 0940 -80 Master Plans Permanent Administrative Decision 0940 -85 Wastewater Planning Issues Closed + 2 years State Law State Law 0940 -90 Reports & Studies, Regulations & Policies Permanent Administrative Decision 0950 Pomerado County Water District Records 0950 -90 Pomerado Co. Water District Records Permanent State Law Administrative Decision COMMUNITY SERVICES 1000 Cultural Arts 1000 -05 Administration 2 years State Law 1000 -10 Public Art Programs Permanent State Law Administrative Decision 1000 -20 Ticket Sales Stubs 3 years State Law Administrative Decision 1000 -70 Monuments & Statues Permanent State Law Administrative Decision 1000 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision 1010 Education 1010 -05 Administration 2 years State Law Resolution No. 14 -002 Page 30 File # Record Description Total Retention Justification Destroy When 1010 -10 Colleges & Universities Not a City Record No Longer Required Destroy When 1010 -20 Craft, Trade & Professional Schools Not a City Record No Longer Required Destroy When 1010 -30 Public & Private Schools Not a City Record No Longer Required Destroy When 1010 -40 School Districts Not a City Record No Longer Required Destroy When 1010 -50 Educational Programs Not a City Record No Longer Required 1020 Recreation Programs 1020 -05 Administration 2 years State Law 1020 -10 After - School Programs Until Superseded + 5 years State Law Administrative Decision 1020 -30 Recreation Classes Term + 2 years State Law 1020 -35 Recreation Class - Liability Waivers Term + 18 years State Law Administrative Decision 1020 -40 Facility Use Permits 5 years State Law Administrative Decision 1020 -70 Special Events Programs Until Superseded + 2 years State Law 1020 -90 Reports & Studies, Regulations & Policies Permanent State Law Administrative Decision EQUIPMENT SERVICE & MAINTENANCE 1100 Communications 1100 -05 Administration 2 years State Law 1100 -10 Repair Orders /Service Requests 2 years State Law 1100 -20 Maintenance /Repair Records Closed + 2 years (minimum) State Law 1100 -25 Capital Replacement Program Closed + 2 years (minimum) State Law 1100 -30 Equipment Manuals /Warranties Closed + 2 years (minimum) State Law 1100 -90 Reports, Studies, Regulations & Policies Permanent State Law Administrative Decision 1110 Office & Computer Equipment 1110 -05 Administration 2 years State Law 1110 -10 Repair Orders /Service Requests 2 years State Law 1110 -20 Maintenance /Repair Records Closed State Law 1110 -30 Equipment Manuals /Warranties Closed State Law 1110 -90 Reports, Studies, Regulations & Policies Permanent State Law Administrative Decision Resolution No. 14 -002 Paize 31 File # Record Description Total Retention Justification 1120 Fleet Maintenance /Rolling Stock 1120 -05 Administration 2 years State Law 1120 -10 Work Orders /Service Requests Closed + 2 years State Law Administrative Decision 1120 -90 Reports, Studies, Regulations & Policies Permanent State Law Administrative Decision 1130 Mechanical Equipment 1130 -05 Administration 2 years State Law Repair Orders /Service Requests/ 1130 -10 IVlaintenance /Repair Records/ Equipment Closed + 2 years State Law IVlanuals /Warranties 1130 -90 Reports, Studies, Regulations & Policies Permanent State Law Administrative Decision