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Home My WebLink About15-013 CC ResolutionRESOLUTION NO. 15 -13 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TEMECULA APPROVING REVISIONS TO THE ESTABLISHED CITYWIDE RECORD RETENTION SCHEDULE AND REPEALING RESOLUTION NO. 07 -02 THE CITY COUNCIL OF THE CITY OF TEMECULA DOES HEREBY RESOLVE AS FOLLOWS: Section 1. The Records Retention Schedule is a key element in effectively administering the Records Management Program for the City of Temecula. The objective of the schedule is to administer and preserve records vital to the operation of the City and to legally dispose of records that have served their usefulness. Section 2. The Records Retention Schedule, attached hereto as Exhibit A, contains a listing of all records produced and maintained by the City. Section 3. The Records Retention Schedule is a living, breathing document which changes based on the operational needs of the City. Periodic revisions to the schedule ensure the ongoing records related needs of the City are being addressed. ' Section 4. Resolution No. 07 -02 is hereby repealed. Section 5. The City Clerk shall certify the adoption of this resolution with attached Exhibit A. PASSED, APPROVED, AND ADOPTED by the City Council of the City of Temecula this 24th day of February, 2015. ATTEST Randi Johl - Olson, City Clerk [SEAL] Resos 15 -13 1 Jett Comerchero, Mayor i STATE OF CALIFORNIA ) COUNTY OF RIVERSIDE ) ss CITY OF TEMECULA ) I, Randi Johl- Olson, City Clerk of the City of Temecula, do hereby certify that the foregoing Resolution No. 15 -13 was duly and regularly adopted by the City Council of the City of Temecula at a meeting thereof held on the 24th day of February, 2015, by the following vote: AYES: 5 COUNCIL MEMBERS: NOES: 0 COUNCIL MEMBERS: ABSTAIN: 0 COUNCIL MEMBERS: ABSENT: 0 COUNCIL MEMBERS: Resos 15 -13 2 Edwards, Naggar, Rahn, Washington, Comerchero None None None Randi Johl - Olson, City Clerk CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER ifs ecifled LEGAL CITATION (Updated each January) 100 GENERAL ADMINISTRATIVE FILES 100 -01 Mission Statement HR Y P Keep originals for historical purposes Permanent GC 34090 100 -02 Policies and Procedures (City Wide) HR Y P Keep originals for historical purposes Permanent GC 34090 101 CORRESPONDENCE CONTROL FILES 101 -01 Chronological Files ALL N C+2 2011 and prior GC 34090 101 -02 Mail Log ALL N C+2 2011 and prior GC 34090 101 -03 Telephone Record Books ALL N C+2 2011 and prior GC 34090 101 -04 Suspense Files ALL N C+2 2011 and prior GC 34090 101 -05 Mailing Requests ALL N C+2 2011 and prior GC 34090 200 PLANNING, BUDGET & PROGRAMMING FILES 201 EMERGENCY PLANNING FILES 201 -01 Emergency Planning Files HR, IT Y US + 2 Until Superseded + 2 GC34090 201 -02 Emergency Reporting Files HR Y P Permanent GC 34090 201 -03 Civil Disturbance & Riot Files HR Y P Permanent GC 34090 201 -04 Disaster Reporting Files HR Y P Permanent GC 34090 201 -05 Civil DefenserTerronsm Planning Files HR Y P Permanent GC 34090 201 -06 Emergency Communications Files HR Y P Permanent Includes 911 GC 6254 201 -07 Community Resources HR N US Permanent GC 6254 201 -08 Emergency Management Training HR Y P Permanent GC 6254 202 ORGANIZATION PLANNING FILES 202 -01 Organization Planning (City of Temecula) HR Y C+2 See 504-06 for Charts 2011 and prior GC 34090 203 CITY PLANNING FILES 203 -01 Tentative Map FilesrTentative Tract Maps PLG, PW Y P Permanent GC 34090; H & S 19850; LEGENDS: AA AFTERAUDIT AS AFTERSETTLED CL CLOSED P PERMANENT OINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF - FILE HOLDER & RECORDS NUMBER (if fspecified) LEGAL CITATION (Updated each January) GC 4003; GC 4004 203 -02 Tentative Parcel Map Files PLG, PW Y P Permanent GC 34090; H & S 19850; GC 4003; GC 4004 203 -03 Zone Change Files PLG Y P Permanent GC 34090; H & S 19850; GC 4003; GC 4004 203 -04 Variance Files PLG Y P Permanent GC 34090; H & S 19850; GC 4003; GC 4004 203 -07 Temporary Use Permit CSD, PLG, PW N C+2 2011 and prior GC 34090d 203 -08 Conditional Use Permit Files PLG, PW Y P Permanent GC 34090 H & S 19850; GC 4003; GC 4004 203 -10 Modifications (includes minor, major, review) PLG Y P Permanent GC 34090 H & S 19850; GC 4003; GC 4004 203 -11 General Plan/Development Code and PLG Y P Permanent Amendments GC 34090 203 -12 Lot Line Adjustment CC, PLG,PW Y P Permanent GC 34090 203 -13 Environmental Initial Study, Environmental PLG Y P Permanent Impact Report and Environmental Assessments GC 34090 203 -15 Comprehensive Sign Program PLG Y P Permanent GC 34090 203 -16 Temporary Signs PLG N C+2 2011 and prior GC 34090d 203 -17 Sign Permit PLG Y P Permanent GC 34090 203 -19 Parcel Merger CC, PLG, PW Y P Permanent GC 34090 LEGENDS: AA AFTERAUDIT AS AFTERSETTLED CL CLOSED P PERMANENT O /NR DESTROY WHEN NO LONGER RELEVANT AC AFTERCLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER if Specified) LEGAL CITATION (Updated each January) 203 -20 Home Occupation Permit PLG Y P Permanent GC 34090 203 -21 Specific Plans/Specific Plan Amendments PLG Y P Permanent GC 34090 203 -22 Certificate of Compliance CC, PLG, PW Y P Permanent GC 34090 203 -23 Waivers of Final Map PLG Y P Permanent GC 34090 203 -24 Development Plans PLG, PW Y P Permanent GC 34090 203 -25 Second Unit Permit PLG Y P Permanent GC 34090 203 -28 Development Agreements PLG Y P Permanent GC 34090 203 -31 Landscape Agreements /Bonds /Plans PLG Y P Permanent GC 34090 203 -32 Appeals PLG N C+2 2011 and prior GC 34090 203 -35 Massage Establishment/Technician PLG N P Permanent GC 34090 203 -36 Findings of Public Convenience or Necessity PLG Y P Permanent GC 34090 203 -37 Development Impact Fee Reduction PLG Y P Permanent GC 34090 203 -38 Extension of Time PLG Y P Permanent GC 34090 203 -39 Habitat Acquisition Negotiations Strategy PLG Y P Permanent HANS GC 34090 20340 Minor Exception PLG Y P Permanent GC 34090 203-41 Model Home Complex PLG Y P Permanent GC 34090 20342 Pre- Application Review PLG Y P Permanent GC 34090 20343 Residential Tract Product Review PLG Y P Permanent GC 34090 20344 Vendors License PLG Y P Permanent GC 34090 20345 Wireless Antenna Facility PLG Y P Permanent GC 34090 20346 Long Range Planning Projects PLG Y P Permanent GC 34090 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DMR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTILDISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER If specified) LEGAL CITATION (Updated each January) 20347 Certificate of Historical Appropriateness PLG Y P Permanent GC 34090 204 COMPUTER APPLICATIONS & DIRECTORIES 204 -01 Computer Files IT Y P Permanent GC 34090 204 -06 Council, Commission & Committee Meeting CC, IT N P Permanent Media GC 34090 205 BUDGET FILES 205 -01 Budget Working Paper Files ALL N C+2 2011 and prior GC 34090 205 -02 Proposed Budget ALL N C+2 2011 and prior GC 34090 205 -03 Approved Budget FIN Y P Permanent GC 34090 205 -04 Budget Adjustments FIN Y P Permanent GC 34090 205 -09 Capital Improvement Program Budget FIN Y P Permanent GC 34090 205 -11 GANN Appropriation Limit FIN Y P Permanent GC 34090 205 -13 State Budget Information FIN N C+2 2011 and prior GC 34090 206 REPORTING FILES - 206 -02 Annual Financial Reports FIN Y P Permanent GC 34090 206 -04 State Controller's Report (City) FIN Y P Permanent GC 34090 206 -05 Street Report (City) FIN Y P Permanent GC 34090 206 -06 Statement of Indebtedness (RDA) FIN Y P Permanent GC 34090 206 -07 State Controller's Report (RDA) FIN Y P Permanent GC 34090 206 -08 State Controller's Report (TCSD) FIN Y P Permanent GC 34090 207 COST ANALYSIS STUDIES 207 -01 Cost Anal is Studies Files FIN Y P Permanent 208 REDEVELOPMENT 208 -01 Redevelopment Plan PLG Y P Permanent GC 34090 208 -02 Redevelopment Projects PLG Y P Permanent LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DMR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER if specified) LEGAL CITATION (Updated each January) GC 34090 208 -03 Redevelopment Programs PLG Y P Permanent GC 34090 208 -04 Housing Programs PLG Y P Permanent GC 34090 208 -05 Housing Projects PLG Y P Permanent GC 34090 206-06 Owner Participation Rules PLG N US Until Superseded GC 34090 208 -07 Relocation Assistance, Rules & Guidelines PLG N US Until Superseded GC 34090 209 PROGRAM FILES 209 -01 Community Services Funding Program CM Y P Permanent GC 34090 209 -02 Community Development Block Grants (CDBG) PLG N P Permanent GC 34090; 7 CFR 3016.42 300 - MANAGEMENT FILES 301 DEPARTMENTAL MANAGEMENT FILES 301 -02 Conference and Meetings ALL N US Until Superseded GC 6254 301 -03 Departmental Procedures ALL N US Until Superseded GC 6254 302 REPORTS MANAGEMENT FILES 303 FORMS MANAGEMENT FILES 303 -01 Forms ALL N US Until Superseded GC 6254 304 RECORDS MANAGEMENT FILES 304 -01 Filing Systems & Procedures (Includes TUFFS) CC N US Until Superseded GC 6254 304 -02 Department Inventories and Worksheets CC Y P Permanent GC 6254 304 -03 Records Destruction Authorization Files and CC Y P Permanent Certificates GC 6254 304 -05 Imaging /Micrographics Program CC N US Until Superseded GC 6254 304 -06 Department Transfer Lists CC Y P Permanent GC 6254 304 -07 Retention Schedules CC N P Permanent GC 6254 305 RISK MANAGEMENT LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER Ifspecified) LEGAL CITATION (Updated each JanuaryI 305 -01 Insurance CC Y P Permanent GC 34090 305 -02 Claims CC, FIN N 3 AS 2011 and prior years after GC 34090 settled 400 ACCOUNTING, PAYROLL & RETIREMENT 401 ACCOUNTING &REVENUE FILES Also see Section 409 401 -03 General Ledger File /AJE/BJE FIN N 4AA FY08 109 and prior GC 34090 401 -06 Accounts Payable FIN N 4 AA FY08 /09 and prior GC 34090 401 -07 Accounts Receivable FIN N 4 AA FY08 /09 and prior GC 34090 401 -10 Demands & Warrants FIN Y P Permanent GC 34090 401 -11 Encumbrance Files FIN N 4 AA FY08 /09 and prior GC 34090 401 -13 List of Demands FIN N 4 AA FY08 /09 and prior GC 34090 401 -14 Petty Cash Files FIN Y 4 AA FY08 /09 and prior GC 34090 401 -16 Sales Tax FIN N 4 AA Also see 409 -11 FY08 /09 and prior GC 34090 401 -18 Master Chart of Accounts FIN Y P Permanent GC 34090 401 -19 Financial Statements FIN Y 7AA FY05 /06 and prior GC 34090 & CCP 337 401 -20 State Revenues FIN Y P Permanent GC 34090 401 -21 Fiscal Analysis FIN Y P Permanent GC 34090 401 -25 Vouchers and Voucher Register (Cash FIN 4 AA FY08 /09 and prior Disbursement Journal ) GC 34090 401 -35 Internal Service Funds FIN N 4 AA FY08 /09 and prior GC 34090 401 -36 Capital Improvement Program (CIP) FIN Y P Permanent GC 34090 401 -37 Asset Management Inventory FIN Y P Permanent GC 34090 402 RECEIPTS & BILLING FILES 402 -02 Daily Cash Receipts FIN N 4 AA FY08 /09 and prior GC 34090 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTERTERMINATION E ELECTION UD UNTILDISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER Ifspecified) LEGAL CITATION (Updated each January) 402 -05 Permits and Permit Fees FIN Y P Permanent GC 34090 402 -06 Business Licenses FIN N 4 AT 4 Years After Termination GC 34090 403 CITY BANKING FILES 403 -01 Bank Deposit Files FIN N 4 AA FY08 /09 and prior GC 34090 403 -02 Bank Statements FIN N 4 AA FY08 /09 and prior GC 34090 403 -03 Check Stubs, CancelledfVoided Checks FIN N 5 AA Includes payroll, cancelled & voided checks FY07 /08 and prior GC 34090 403 -04 Signature Cards & Authority FIN N 5 AA FY07 /08 and prior GC 34090 403 -05 Banking Service Files FIN N 3 AT 3 Years After Termination GC 34090 403 -06 Bank Reconciliation FIN N 4 AA FY08 /09 and prior GC 34090 403 -07 Bank Proposals FIN N C+2 2011 and prior GC 34090 403 -08 A/P Checks (Numerical Listing) FIN N 4 AA FY08I09 and prior GC 34090 404 PAYROLL FILES 404 -01 Payroll Files (W2's, EDO, 941, etc.) FIN N P Permanent GC 34090 CFR 1627.3 404 -02 Payroll Deductions/Benefit Reports FIN N C +2 /P Payroll Deductions C +2 2011 and GC 34090 Benefit Reports Permanent prior /Permanent P29 CFR 1627.3 404 -03 Payroll System Reports FIN N 6 AA FY06 /07 and prior GC 34090 404 -04 Time Sheets FIN N 6 AA FY06/07 and prior GC 34090 404 -06 Vacation & Sick Leave FIN, HR N 4 AA FY08 /09 and prior GC 34090 404 -07 Deferred Compensation FIN, HR N P Permanent GC 34090 29 CFR 1627.3 404 -09 Unemployment Compensation Files FIN, HR N 5 AT Permanent GC 34090 404 -14 PERS — Payroll Reports FIN, HR N P Permanent 29 CFR 1627.3 404 -15 Copies of Employee Paychecks & Direa De osit FIN N 5 AA FY07 /08 and prior LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED I 7 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER Ifspecified) LEGAL CITATION (Updated each January) Stubs GC 34090 404 -16 Workers Compensation FIN/HR N 5AT 5 Years After Termination GC 34090 405 BOND FILES 405 -01 Bond Issue Files Y P Permanent 53921 & CCP 337.5 405 -09 Bonds, Development and Performance Y P Permanent 53921 & CCP 337.5 405 -11 Redevelopment Agency Y P Permanent 53921 & CCP337.5 405 -12 Temecula Community Services District CSD Y P Permanent 53921 & CCP337.5 405 -13 Industrial Development Authority Y P Permanent 53921 & CCP337.5 405 -16 Bonds Other CC Y P Permanent 53921 & CCPcc7.5 406 AUDIT FILES 406 -07 City Annual Audit FIN Y P Permanent GC 34090 406 -08 Single Audit FIN Y P Permanent GC 34090 406 -09 Redevelopment Agency FIN Y P Permanent GC 34090 406 -10 Riverside County Transportation Commission FIN Y P Permanent GC 34090 406 -11 Other FIN Y P Permanent GC 34090 407 RETIREMENT FILES 407 -01 Individual Vested Interest Records FIN Y P Permanent GC 34090 407 -02 Deferred Compensation Files FIN Y P Permanent GC 34090 407 -03 Retirement Reports Files FIN Y P Permanent GC 34090 407 -04 Retirement Correspondence and Information FIN Y P Permanent PERS GC 34090 407 -05 Disability Retirement FIN Y P Permanent LEGENDS: AA AFTERAUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTERCLOSED AT AFTERTERMINATION E ELECTION UD UNTILDISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER ifspecified) LEGAL CITATION (Updated each January) GC 34090 408 INVESTMENTS FILES 408 -04 Certificates of Deposit Information FIN Y P Permanent GC 34090 408 -05 Investment Information Files FIN N 4 AA FY08 /09 and prior GC 34090 408 -06 Monthly Treasurers Report FIN Y P Permanent GC 34090 408 -07 Administration FIN N 4 AA FY08 109 and prior GC 34090 408 -09 Brokers /Dealers FIN N C +2 2011 and prior GC 34090 408 -10 State of California Local Agency Investment FIN N 4 AA FY08 109 and prior Fund LAIF GC 34090 408 -11 Bank Investment Agreement FIN Y P Permanent GC 34090 409 REVENUE & TAXATION Also see Section 401 409 -01 Administration FIN N 4 AA FY08 /09 and prior GC 34090 409 -04 User Fee Studies FIN Y P Permanent GC 34090 409 -05 Development Impact Fees FIN Y P Permanent GC 34090 409 -06 Franchise Fees FIN Y P Permanent GC 34090 409 -07 Fee Schedules FIN Y P Permanent GC 34090 409 -10 Property Tax FIN N P Permanent GC 34090 409 -11 Sales Tax FIN N P Also see 401 -16 Permanent GC 34090 409 -12 Transient Occupancy Tax (TOT) FIN N 4 AA FY08 /09 and prior GC 34090 409 -15 TCSD Fees FIN Y P Permanent GC 34090 409 -16 Documentary Transfer Tax FIN N 4 AA FY08 /09 and prior GC 34090 409 -18 Grants FIN Y P Permanent GC 34090 409 -23 Gas Tax FIN N 4 AA FY08 109 and prior GC 34090 409 -24 Vehicle Impound Fee FIN Y I P Permanent LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D /NR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTERTERMINATION E ELECTION UD UNTILDISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER if specified) LEGAL CITATION (Updated each January) GC 34090 409 -25 Development Agreement Fees FIN Y P Permanent GC 34090 409 -27 Jarvis Prop 218 FIN Y P Permanent GC 34090 409 -28 County Revenues, Other FIN Y P Permanent GC 34090 409 -29 State Revenues, Other FIN Y P Permanent GC 34090 409 -30 Measure A FIN Y P Permanent GC 34090 409 -31 Parking Legal Citations FIN N 4AC 4 Years After Closed GC 34090 410 ECONOMIC DEVELOPMENT 410 -01 Loans & Incentives ED Y P Permanent GC 34090 410 -02 Studies /Research /Demographics ED Y P Permanent GC 34090 410 -03 Meetings /Seminars/Conferences /Showcases ED N C +2 2011 and prior GC 34090 410 -04 EDC's & Other Agencies ED Y P Permanent GC 34090 410 -05 Temecula Businesses ED N US Until Superseded GC 34090 410 -06 Business Development/Projects ED N US Until Superseded GC 34090 410 -07 Sponsorship & Funding Requests ED N US Until Superseded GC 34090 500 PERSONNEL, SALARY & BENEFITS, CLASSIFICATION, RECRUITMENT, TESTING, TRAINING, MEDICAL, COMPLIANCE, SAFETY, INCINTIVES & AWARDS 501 PERSONNEL RECORDS 501 -01 Individual Personnel Folders HR N CL + 10 2004 and prior if closed GC 34090 501 -02 Personnel Policy File HR Y P Historical Value Permanent GC 34090 502 SALARY & BENEFITS 502 -01 Employee Benefit Plans HR Y P Permanent GC 34090 502 -02 Salary Survey Files HR Y US Historical value Permanent GC 34090 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D/NR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 10 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER If specified) LEGAL CITATION U dated each January) 502 -04 Salary Schedules HR Y P Historical value Permanent GC 34090 502 -07 Management Compensation Plan HR Y P Permanent GC 34090 503 PERSONNEL CLASSIFICATION FILES 503 -01 Classification Specifications HR Y P Historical value Permanent GC 34090 504 PERSONNEL MANAGEMENT FILES 504 -06 Organization Charts HR Y US Until Superseded GC 34090 504 -07 Grievances, Complaints and Investigations AS + 30 30 Years After Settled GC 34090 505 RECRUITMENT 505 -01 Recruitment File HR N AC + 3 2011 and prior if closed GC 34090 505 -02 Department of Motor Vehicles Driving Records HR N AT + 3 2011 and prior if DMV GC 34090 terminated 505 -04 Employment eligibility Verification (Green card, HR N AT + 3 2011 and prior if work permits, etc. ) GC 34090 terminated 505 -06 Job Applications HR N C +23 2011 and prior 29 CFR 1627.3 505-08 Recruitment Consultants HR N AC + 3 2011 and prior if closed GC 34090 507 TRAINING FILES 507 -03 Employee Training HR N P Permanent GC 34090 508 WORKERS COMP 508 -02 Workers Compensation HR Y AT + 30 30 Years After CCR 14311; Termination 15400.2; CA Labor Code 110- 139.6 508 -04 Workers Compensation (litigated) HR Y P Permanent AT + 30 CCR 14311; 15400.2; CA Labor Code 110- 139.6 509 COMPLIANCE FILES 509 -05 Compliance Reports (EEO, SCO, OSHA, etc.) HR Y P Permanent GC 34090 510 SAFETY FILES LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER if Specified) LEGAL CITATION (Updated each January) 510 -01 Safety Reports /Minutes HR Y P Permanent GC 34090 510 -02 AccidenttSafety Investigation Files (OSHA, etc.) HR N P Permanent GC 34090 510 -03 Safety Manual HR N P Permanent GC 34090 510 -05 Department of Transportation DOT Program HR Y P Permanent GC 34090 511 INCENTIVE AND SERVICE AWARDS 511 -01 Employee Recognition HR Y P Permanent GC 34090 511 -02 City Sponsored Employee Activities (Team HR N C+2 2011 and prior PACE ) GC 34090 600 PURCHASING, CONTRACTING, EQUIPMENT AND SERVICE FILES 601. PURCHASING FILES 601 -01 Purchase Orders FIN N 4 AA FY08 /09 and prior GC 34090 601 -02 Product, Services, Catalogs FIN N C+2 2011 and prior GC 34090 601 -03 Bid Files CC N P Successful Successful Permanent and fled with Permanent 4 Unsuccessful contract; Unsuccessful 4 years Successful;2011 and prior CCP 337.5 Unsuccessful 601 -04 Authorization to Purchase other than Bid FIN N US Until Superseded GC 6254 601 -05 Department Requisition File FIN N 5 AA FY07 /08 and prior GC 34090 601 -06 Purchasing Policy and Procedures FIN N US Until Superseded GC 6254 601 -08 Vendors Lists FIN N D /NR Until Superseded GC 34090 601 -09 Lease /Purchasing Files FIN Y P Permanent GC 34090 601 -10 Administration FIN N US Until Superseded GC 34090 601 -13 Credit Applications FIN N 4 AA FY08 /09 and prior GC 34090 601 -15 RFQ's /RFP's ALL N 3 Successful 2011 and prior 2 Unsuccessful Successful; 2010 and GC 34090 prior Unsuccessful 601 -16 Consultant Information FIN N C +2 2011 and prior GC 34090 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTERCLOSED AT AFTERTERMINATION E ELECTION LID UNTILDISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 12 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER Ifspecified) LEGAL CITATION (Updated each January) 602 CONTRACTS & AGREEMENTS 602 -00 Contracts & Agreements CC Y P Permanent GC 34090 602 -01 Franchises CC Y P Permanent GC 34090 602 -02 Contracts and Agreements Correspondence CC Y C+2 2011 and prior GC 34090 602 -03 Lease Agreements CC Y P Permanent GC 34090 602 -04 Planning Agreements CC Y P Permanent GC 34090 603 INVENTORY SUPPLY FILES & FIXED ASSETS 603 -01 Master Inventory of Equipment FIN, IT Y P Permanent GC 34090 603 -02 Fuel Records File (Gasoline, Oil, etc.) FIN N C+2 2011 and prior GC 34090 603 -03 Vehicle Registration Records FIN N P Permanent GC 34090 603 -04 Inventory of Supplies FIN Y P Permanent GC 34090 603 -05 Vehicle Maintenance Policy N US Until Superseded GC 34090 604 SALVAGE AND SURPLUS SALES 604 -01 Salvage and Surplus Sales FIN N C + 3 AD 2010 and prior after GC 34090 disposition 605 PUBLICATION AND PRINTING FILES 605 -01 Proof of Publication CC Y C+3 2010 and prior GC 34090 605 -02 Minority Publication List CC Y P Permanent GC 34090 606 EQUIPMENT LOG, SERVICE RECORDS and WORK ORDERS 606 -01 Equipment Instruction and Information ALL N C + 3 AD 2010 and prior after GC 34090 disposition 606 -02 Equipment Log Book Files ALL N C + 3 AD 2010 and prior after GC 34090 disposition 606 -03 Equipment Service Records & Equipment ALL N C + 3 AD 2010 and prior after Maintenance GC 34090 disposition 606 -04 Work Orders and Service Requests PW N C+3 2010 and prior GC 34090 607 SERVICES CONTRACTED LEGENDS: AA AFTERAUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D /NR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 13 [ I CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER ifspecified) LEGAL CITATION U dated each January) 607 -01 Service Agreements Y P Permanent GC 34090 607 -02 Misc. Mechanics Lien & Stop Notices Y P Permanent GC 34090 700 LEGISLATIVE, ELECTIONS & LEGAL FILES 701 LEGISLATIVE FILES 701 -01 Council Reference Papers /Meetings CC Y P Permanent GC 34090 701 -02 City Council Agendas CC Y P Permanent GC 34090 701 -03 Board, Committee, Commission & Agency CC Y P Pennanent Agendas GC 34090 701 -04 Ordinance Files CC Y P Originals may not be destroyed; image for Permanent GC 34090 reference purposes only 701 -05 Council Resolutions CC Y P Originals may not be destroyed; image for Permanent GC 34090 reference purposes only 701 -06 Board, Committee, Commission & Agency CC Y P Originals may not be destroyed; image for Permanent Minutes GC 34090 reference purposes only 701 -07 Board, Committee, Commission & Agency CC Y P Originals may not be destroyed; image for Permanent Ordinances GC 34090 reference purposes only 701 -08 Board, Committee, Commission & Agency CC Y P Originals may not be destroyed; image for Permanent Resolutions GC 34090 reference purposes only 701 -09 Board, Committee, Commission & Agency CC Y P Successful Successful permanent for historical Permanent Reference Papers, Applications, Appointments & C + 2 Unsuccessful purposes; Unsuccessful 3 years Successful/2011 and prior Resignations GC 34090 Unsuccessful 701 -10 Council Minutes CC Y P Originals may not be destroyed; image for Permanent GC 34090 reference purposes only 701 -11 State Legislative Information & Correspondence CC N C+2 2011 and prior Brown Act GC 6254 701 -12 Federal Legislative Information & CC N C+2 2011 and prior Correspondence GFOA GC 34090 701 -13 Legislative Studies, Analysis, Mandates and CC Y P Permanent Districts GC 34090 701 -14 Municipal Code CC Y P Replace superseded copies Permanent GC 34090 701 -15 Rancho California Water District Resolutions, CC Y P Permanent Ordinances & Minutes GC 34090 701 -16 Meeting Notifications & Public Hearings CC Y C+2 2011 and prior GC 34090 701 -17 Proclamations CC N C+2 Historical value 2011 and prior GC 34090 701 -18 City Seal/Logo CC Y P Permanent LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINE DESTROY WHEN NO LONGER RELEVANT AC AFTERCLOSED AT AFTERTERMINATION E ELECTION UD UNTILDISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER Ifs ecHled LEGAL CITATION U dated each Janua GC 34090 701 -19 City of Temecula Incorporation CC Y P Historical value Permanent GC 34090 701 -20 City CouncillCommission Recordings CC N P City Council policy Permanent GC 34090 701 -22 City Council Vacancy CC Y P Do not destroy original Permanent GC 34090 702 ELECTION FILES 702 -00 Election Reference Papers CC N E+4 2010 and prior GC 34090 702 -01 Oaths of Office CC Y P Permanent GC 34090 702 -02 Election Operational Files CC Y P Permanent GC 34090 702 -03 Election Statistics Files CC Y P Permanent GC 34090 702 -04 Election Ballots (Miscellaneous) CC Y P Sample ballot retained permanently Permanent GC 34090 702 -06 Nomination Petition Files CC Y P Permanent EC 17100 702 -07 Election Historical Files CC Y P Historical Permanent GC 34090 702 -08 Campaign Statements CC Y P/E + 5 Elected permanent Elected Permanent/Non- GC81009 b Nonelected Election + 5 Elected 2009 and prior 702 -10 Annexation, Consolidation & Boundary Files CC Y P Permanent GC 34090 702 -11 Initiatives, Referendum and Recall Petitions CC Y C+2 2011 and prior Correspondence GC 34090 702 -12 Initiatives, Referendum and Recall Petitions CC Y CL + 8 months April 2014 and prior EC 17200,17400; GC 7253.5 EC14700 + GC3756:8 703 LEGAL 703 -01 Request for Records CC Y CL + 2 2011 and prior if closed GC 34090 703 -02 Legalized Gambling Files CC Y P Permanent GC 34090 703 -03 Litigation Against City CC, FIN Y P Permanent GC 34090 703 -06 Bankruptcy Filings/Foreclosure Notices CC Y P Permanent LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER if specified) LEGAL CITATION U dated each Janua GC 34090 703 -08 Subpoenas CC N C+2 2011 and prior GC 34090 703 -09 Litigation by City CC Y P Permanent GC 34090 704 LEGAL AFFAIRS FILES 704 -02 Notice of Violation Files CE N P Permanent GC 34090 704 -03 Notice To Comply Files CC, CE Y P Permanent GC 34090 704 -04 Affidavits Files CC N CL +5 2010 and prior GC 34090 704 -05 Judgment Files CC Y P Permanent GC 34090 704 -06 Rent Control CC Y P Permanent GC 34090 704 -07 Statements of Economic Interest CC N AT +7 Elected 7 Years After Termination; 2007 and prior after E +5 Non - Elected Election plus 5 Years termination; 2010 and 81009(e) prior non - elected 81009 b 704 -08 Conflict of Interest Code CC Y P Permanent GC 34090.7 704 -09 Garnishment & Levies CC Y P Permanent GC 34090 704 -10 Code Enforcement Citations/Liens CC N 3 AS /P Liens Permanent Citations 2011 after GC 34090 settled; liens permanent 704 -12 City Attorney Correspondence (General) ALL Y C+2 2010 and prior GC 34090 704 -13 Claims Against the City CC N 3 AS 2011 and prior GC 34090 704 -15 Notary Public Certification File CC Y P Permanent GC 34090 704 -18 Moratoriums CC Y P Permanent GC 34090 704 -19 Miscellaneous Petitions/Protests (See 702 -12 for CC N C+2 2011 and prior election petitions) GC 6253, 50115 704 -22 FPPC Form 800 Series CC Y P Permanent GC 34090 - 705 ASSESSMENT /SPECIAL DISTRICTS 705 -01 Assessment/Special Districts Y P Permanent GC 34090 705 -02 AD 159 Y P Permanent LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTERTERMINATION E ELECTION UD UNTILDISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED ILa 0 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD - RETENTION DATES SERIES RECORD CATEGORY RECORD- IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER III specified) LEGAL CITATION (Updated each January) GC 34090 705 -03 AD 161 Y P Permanent GC 34090 705 -05 Temecula Community Services District CSD Y P Permanent GC 34090 705 -07 Redevelopment Agency Y P Permanent GC 34090 705 -09 CSA 143 Y P Permanent GC 34090 705 -11 AD 155 Y P Permanent GC 34090 705 -12 Industrial Development Authority (IDA) Y P Permanent GC 34090 800 ENGINEERING, CONSTRUCTION, BUILDING AND CAPITAL PROJECTS 801 GENERAL ENGINEERING 801 -00 Reference Papers PW Y P Permanent GC 34090 801 -01 Improvement Plans -Water PW Y P Permanent GC 34090 801 -02 Improvement Plans - Sewer PW Y P Permanent GC 34090 801 -03 Improvement Plans - Storm Drain PW Y P Permanent GC 34090 801 -04 Improvement Plans - Street (All Weather PW Y P Permanent Access ) GC 34090 801 -05 Grading Plans PW Y P Permanent GC 34090 802 ENGINEERING AND CONSTRUCTION PERMITS 802 -01 Excavation Permits PW Y P Permanent GC 34090 802 -02 Grading Permits PW Y P Permanent GC 34090 802 -05 Encroachment Permits PW Y P Permanent GC 34090 802 -07 Right of Entry CE, PW Y P Permanent GC 34090 802 -08 Flood Plain Development Permits PW Y P Permanent GC 34090 803 1 MAP FILES 803 -01 1 Final Tract Maps PW Y P Permanent LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 17 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER If specified) LEGAL CITATION U tlatetl each Janua GC 34090 803 -02 Final Parcel Maps PW Y P Permanent GC 34090 805 BUILDING PLANS, PERMITS AND SPECIFICATIONS 805 -00 Reference Papers BS Y P Permanent GC 34090 805 -01 Sewer Specifications BS Y P Permanent GC 34090 805 -03 Landscape Specifications PLG Y P Permanent GC 34090 805 -04 Regional Standard Drawings and Specifications PW Y P Permanent for Public Works GC 34090 805 -06 Building Codes BS Y P Permanent GC 34090 805 -07 Building Permits BS Y P Permanent GC 34090 805 -08 Building Plans BS Y P For life of structure Permanent GC 34090 H & S 19850 806 CAPITAL PROJECTS 806 -01 5 -Year Plan Y P Permanent GC 34090 806 -02 10 -Year Plan Y P Permanent GC 34090 806 -03 Project Planning Reference Papers Y P Permanent GC 34090 806 -04 Projects in Progress CM Y P Permanent GC 34090 806 -05 Completed Projects PW Y P Permanent GC 34090 807 INSPECTION FILES 807 -01 Inspectors Daily Reports CSD, BS, PW Y P Permanent GC 34090 807 -02 Billboard and Sign Files BS Y P Permanent GC 34090 807 -03 Deputy Inspectors /City Fee Required BS Y P Permanent GC 34090 807 -04 Confidential Investigations N P Permanent GC 34090 900 LABOR RELATIONS FILES 901 -00 Labor Relations HR Y P Permanent LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UO UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER III specified) LEGAL CITATION (Updated each January) GC 34090 901 -01 Meet and Confer HR Y P Permanent GC 34090 901 -02 Memorandum of Understanding HR Y P Permanent GC 34090 901 -03 City Sponsored Employee Activities (Team N C+2 2011 and prior PACE ) HR GC 34090 901 -05 Employee Organization Files Y P Permanent HR GC 34090 1000 RIGHT -OF -WAY, BOUNDARY AND PROPERTY FILES 1001 RIGHT -OF -WAY FILES 1001 -01 Easements Granted BY City CC Y P Permanent GC 34090 1001 -02 Easements Granted BY County CC Y P Permanent GC 34090 1001 -03 Irrevocable Offers of Dedication (I.O.D.) CC Y P Permanent GC 34090 1001 -04 Encroachment Files Y P Permanent GC 34090 1001 -05 Quitclaims CC Y P Permanent GC 34090 1001 -06 Easement Grant TO City CC Y P Permanent GC 34090 1002 PROPERTY FILES 1002 -01 Property Acquisition Files CC Y P Permanent GC 34090 1002 -02 Property Lease Files CC Y P Permanent GC 34090 1002 -03 Property Sale Files CC Y P Permanent GC 34090 1002 -04 Address Change Y P Permanent GC 34090 1002 -05 Geographical Site Names /Signs Y P Permanent GC 34090 1002 -06 Vacations Y P Permanent GC 34090 1002 -07 Annexations CC, CM, PLG Y P Permanent GC 34090 1002 -08 Property Management Y P Permanent GC 34090 1002 -09 Archaeological Sites Y P Permanent LEGENDS: AA AFTER AUDIT AS AFTER SETTLED OL CLOSED P PERMANENT O /NR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 19 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER ifspecified) LEGAL CITATION U dated each arO GC 34090 1002 -10 Eminent Domain Acquisition Y P Permanent GC 34090 1002 -11 Appraisals Y P Pennanent GC 34090 1003 BOUNDARY FILES 1003 -01 Boundary Description PLG Y P Permanent GC 34090 1003 -02 Sphere of Influence PLG Y P Permanent GC 34090 1100 PUBLIC SERVICES AND PUBLIC RELATIONS 1110 STREET MAINTENANCE AND IMPROVEMENT FILES 1110 -01 Street Improvement PW Y P Permanent GC 34090 1110 -02 Off -Site Plans (Ramps, Sidewalks, Curbs, etc.) PW Y P Pemlanent GC 34090 1110 -03 Bridges PW Y P Permanent GC 34090 1110 -04 Street Planning PW Y P Permanent GC 34090 1110 -05 Street Maintenance and Repairs PW N 3 GC 34090 1110 -06 Striping (Crosswalks, Bike Lanes, etc.) PW Y P Permanent GC 34090 1110 -07 Street Names and Signs PW Y P Permanent GC 34090 1110 -08 Street Furniture (Bus Benches, etc.) PW Y P Permanent GC 34090 1110 -09 State Highways & Freeways PW Y P Permanent GC 34090 1110 -10 Street Inventory PW Y P Permanent GC 34090 1110 -11 Medians PW Y P Permanent GC 34090 1110 -12 Slopes PW Y P Permanent GC 34090 1110 -13 Street Numbering Y P Permanent GC 34090 1110 -14 Detour Plans PW Y P Permanent GC 34090 1120 STREET LIGHTING FILES LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTERCLOSED AT AFTERTERMINATION E ELECTION UD UNTILDISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 20 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER fill specified) LEGAL CITATION U dated each Janua 1120 -01 Street Lighting Assessment Files PW Y P Permanent GC 34090 1120 -02 Street Lighting Maintenance Files PW N C+2 2011 and prior GC 34090 1120 -03 Street Lighting Information & Reference Papers PW Y P Permanent GC 34090 1130 SPECIAL SERVICES FILES 1130 -01 Volunteer Program CSD N C+2 2011 and prior GC 34090 1130 -02 Work Exchange Programs (Court Referral) N C+2 2011 and prior GC 34090 1130 -03 Contribution Programs N C+2 2011 and prior GC 34090 1130 -04 Special Events Permits CSD N C+2 2011 and prior GC 34090 1140 RESEARCH, STUDIES & SPECIAL PROJECTS 1140 -01 Economic Development Y P Permanent GC 34090 1140 -02 Misc. Studies /Surveys Y P Permanent GC 34090 1141 SPECIAL STUDIES FILES 1141 -01 Flood Control Studies Y P Permanent GC 34090 1141 -02 Demographic & Statistical Studies Y P Permanent GC 34090 1141 -03 Wastewater Reclamation Studies Y P Permanent GC 34090 1141 -04 Water Studies Y P Permanent GC 34090 1141 -05 Personnel Studies Y P Permanent GC 34090 1141 -06 Capital Improvement Studies Y P Permanent GC 34090 1141 -07 Finance Studies Y P Permanent GC 34090 1141 -08 Parking Studies Y P Permanent GC 34090 1141 -09 Research and Studies: General Y P Permanent GC 34090 1141 -10 Special Projects Studies Y P Permanent 1 GC 34090 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D /NR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 21 � r � CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER If specified) LEGAL CITATION U dated each Janua 1150 ANIMAL CONTROL FILES 1150 -01 Animal Control Correspondence CE, CM N C+2 2011 and prior GC 34090 1150 -02 Animal Inoculations/Licensing N/A N C+2 2011 and prior GC 34090 1150 -03 Animal Control Legal Citation Hearings CE, CM N C+2 2011 and prior GC 34090 1150 -04 Wild and Exotic Animals N C+2 2011 and prior GC 34090 1150 -05 Animal Control Facilities Y P Permanent GC 34090 1160 TRAFFIC CONTROL AND PARKING 1160 -01 Traffic Control Files PW Y P Permanent GC 34090 1160 -02 Traffic Studies and Surveys PW Y P Permanent GC 34090 1160 -04 Traffic Requests — Public Inquiry PW Y P Permanent GC 34090 1160 -06 Traffic Consultants Y C+5 2010 and prior GC 34090 1161 TRAFFIC MAPS 1161 -01 Topographical Traffic Maps Y P Permanent GC 34090 1161 -02 Street Maps Y P Permanent GC 34090 1161 -03 Speed Survey Y P Permanent GC 34090 1162 TRAFFIC SIGNAL FILES 1162 -01 Traffic Signals PIN Y L Life of signal Life GC 34090 1162 -02 Traffic Signal Maintenance PW Y L Life of signal Life GC 34090 1162 -03 Red Light Enforcement (Cameras, etc.) PIN N L Life of equipment Life GC 34090 1163 PARKING FILES 1163 -01 Parking Permits and Control N US Until Superseded GC 34090 1163 -02 Curb Zone Files (Red, Green, Striping, etc.) N US Until Superseded GC 34090 1163 -03 Off - Street Parking N US Until Superseded GC 34090 1170 SANITATION, SEWERS & STORMDRAINS LEGENDS: AA A ER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D.RJR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 22 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER ifspecified) LEGAL CITATION (Updated each January) 1170 -01 Sewer Services, General N US Until Superseded GC 34090 1170 -02 Deposits, Refunds and Rates N US Until Superseded GC 34090 1170 -03 Sewer System Maintenance N US Until Superseded GC 34090 1170 -04 Solid Waste Management N US Until Superseded GC 34090 1170 -05 Drainage Correspondence N US Until Superseded GC 34090 1170 -06 Septic System N US Until Superseded GC 34090 1170 -07 Refuse Collection /Haulers N US Until Superseded GC 34090 1170 -08 Sewage Treatment/Water Reclamation N US Until Superseded GC 34090 1170 -09 Storm Drains and Flood Control N US Until Superseded GC 34090 1170 -10 Sewer Facilities N US Until Superseded GC 34090 1170 -11 Sewer District Annexation N US Until Superseded GC 34090 1170 -12 Sewer Capacity N US Until Superseded GC 34090 1170 -13 Sewer Connections /Applications N US Until Superseded GC 34090 1180 PUBLIC RELATIONS FILES 1180 -01 Public Relations Reference Papers Y P Historical value Permanent GC 34090 1180 -02 News Clippings N P Keep only selected clippings for historical Permanent GC 34090 value 1180 -03 Public Inquiry and Complaints (Except ALL N 2 AS 2012 and prior after Consumer ) GC 34090 settled 1180 -04 Press Releases ALL N C+2 Selected releases for historical value 2011 and prior GC 34090 1180 -05 Community Relations CM Y P Permanent GC 34090 1180 -06 Public Ceremony Files CM Y P Historical value Permanent GC 34090 1180 -07 Professional Organization Files Y P Historical value Permanent GC 34090 1180 -08 Public Questionnaires I CM, CSD Y P Historical value Permanent LEGENDS: AA AFTERAUDIT AS AFTERSETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 23 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER ifspecified) LEGAL CITATION (Updated each January) GC 34090 1180 -09 Municipal Newsletter CM Y P Historical value Permanent GC 34090 1180 -10 Donations TO the City CM, CSD Y P Historical value Permanent GC 34090 1180 -11 Organizations and Clubs, General CM, CSD Y P Historical value Permanent GC 34090 1180 -12 Community Education CSD Y P Historical value Permanent GC 34090 1180 -13 Special Events CM, CSD Y P Historical value Permanent GC 34090 1180 -14 City Promotional Campaign CSD Y P Historical value Permanent GC 34090 1180 -15 Donations FROM the City CM Y P Historical value Permanent GC 34090 1180 -16 Sister City Program CM, CSD Y P Historical value Permanent GC 34090 1180 -17 Flags and Emblems CM Y P Historical value Permanent GC 34090 1180 -18 City Publications & Brochures CSD Y P Historical value Permanent GC 34090 1180 -19 Photographs CSD N P Historical value Permanent GC 34090 1180 -20 Speeches CM N P Historical value Permanent GC 34090 1200 PUBLIC UTILITIES, COMMUNICATIONS, . AND TRANSPORTION FILES 1201 GENERAL UTILITIES. FILES 1201 -01 Public Utilities Commission Y P Permanent GC 34090 1201 -02 Underground Utilities Y P Permanent GC 34090 1202 GAS AND ELECTRIC FILES 1202 -01 Franchise Files Y P Permanent GC 34090 1202 -02 Rules, Regulations, Rates & Correspondence N C+2 2011 and prior GC 34090 1202 -03 Easements Granted TO Southern California Y P Permanent Edison GC 34090 1202 -04 Facilities Y P Permanent GC 34090 1204 WATER SERVICE FILES LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D /NR DESTROY WHEN NO LONGER RELEVANT AC AFTERCLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 24 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER ifspecified) LEGAL CITATION (Updated each January) 1204 -01 Water Services, General N C+2 2011 and prior GC 34090 1204 -02 Water Meters N C+2 2011 and prior GC 34090 1204 -03 Water Service Application N C+2 2011 and prior GC 34090 1204 -04 Water Service Application — Temporary N C+2 2011 and prior GC 34090 1204 -05 Deposits, Refunds and Rates N C+2 2011 and prior GC 34090 1204 -06 Water System Maintenance N C+2 2011 and prior GC 34090 1204 -07 Water Conservation — Consumption N C+2 2011 and prior GC 34090 1204 -06 Water Mains N P Historical value Permanent GC 34090 1204 -09 Reservoirs and Dams N P Historical value Permanent GC 34090 1205 TELEPHONE FILES 1205 -01 General Telephone IT N C+2 2011 and prior GC 34090 1205 -02 Cellular Telephone IT N C+2 2011 and prior GC 34090 1205 -03 Pacific Bell IT N C+2 2011 and prior GC 34090 1205 -04 Communication Facilities IT N C+2 2011 and prior GC 34090 1206 CABLE TELEVISION FILES 1206 -01 Cable TV Reference Papers IT N C+2 2011 and prior GC 34090 1206 -02 Cable TV Franchise IT Y P Permanent GC 34090 1207 TRANSPORTATION FILES 1207 -01 Transit Service Reference Papers /Reports CSD Y P Permanent GC 34090 1207 -02 Dial -A -Ride Y P Permanent GC 34090 1207 -03 County Transportation System Y P Permanent GC 34090 1207 -04 Cal Trans Ride Sharing Y P Permanent GC 34090 1207 -05 1 Regional Issues Y P Permanent LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D/NR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTERTERMINATION E ELECTION UD UNTILDISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 25 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER ifspecified) LEGAL CITATION U dated each Janua GC 34090 1207 -06 Airports /Airport Issues CM Y P Permanent GC 34090 1207 -07 City Bus Routes N C+2 2011 and prior GC 34090 1207 -08 Taxi Service N C+2 2011 and prior GC 34090 1207 -09 Horse Drawn Vehicles N C+2 2011 and prior GC 34090 1300 PUBLIC SAFETY FILES 1301 PUBLIC SAFETY 1301 -01 Law Enforcement CM Y P N/A GC 34090 1301 -02 Public Safety, General CE, CM N C+2 2011 and prior GC 34090 1301 -03 Crime Reports N C+3 2010 and poor GC 34090 1301 -04 Sheriffs Department Quarterly Reports Y P Permanent GC 34090 1301 -05 Alarm Systems N C+2 2011 and prior GC 34090 1301 -06 Vehicle Code Enforcement CE N C+2 2011 and prior GC 34090 1301 -07 Crossing Guard File N C+2 2011 and prior GC 34090 1301 -08 Abandoned Vehicles & Houses CE N C+2 2011 and prior GC 34090 1301 -09 Juvenile Anti - Delinquency Programs N C+2 2011 and prior GC 34090 1301 -10 Accident Reports CSD, HR Y P Permanent GC 34090 1301 -11 Substance Abuse N C+2 2011 and prior GC 34090 1301 -12 Fire An License /Permits N P Permanent GC 34090 1301 -13 Border Patrol CC, CM N C+2 2011 and prior GC 34090 1302 FIRE DEPARTMENT 1302 -02 Emergency Medical Service CC Y P Permanent GC 34090 1302 -04 1 Fire Department Correspondence CC Y C+2 2011 and prior GC 34090 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UO UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 26 M M CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER ifspecified) LEGAL CITATION U datetl each Janua 1302 -06 Fire Department Facilities CC Y P Permanent GC 34090 1302 -08 Fire Permit Files FP Y P Permanent GC 34090 1400 PARKS, RECREATION, ENVIRONMENTAL AND EDUCATION FILES 1401 PARKS AND FACILITIES 1401 -00 Community Service Rules & Regulations CSD Y P Permanent Council Adopted) GC 34090 1401 -01 Parks Reports, Studies & Regulations CSD Y P Permanent GC 34090 1401 -02 Parks Sites PW Y P Historical value Permanent GC 34090 1401 -03 Park Donations CSD Y P Historical value Permanent GC 34090 1401 -04 Recreation Centers & Sites CSD Y P Historical value Permanent GC 34090 1401 -05 Recreation Centers Reports & Studies CSD Y P Permanent GC 34090 1401 -06 City Hall Reports and Studies PW Y P Permanent GC 34090 1401 -07 City Hall Construction/Capital Improvements PW Y P Permanent GC 34090 1401 -08 City Hall Facilities PW Y P Permanent GC 34090 1401 -09 Senior Center CSD Y P Permanent GC 34090 1401 -10 Recreation Forms (Liability Waivers, Activity CSD N C+2 2011 and prior Registrations,Park/Facility Rentals, Sign -In GC 34090 Sheets, Rosters, Parental Consent, Registration Receipt, Vendor A lication,etc. 1402 CULTURAL RECREATION FILES 1402 -01 Performing Arts CSD Y P Permanent GC 34090 1402 -02 Library CSD Y P Permanent GC 34090 1402 -03 Museums CSD Y P Permanent GC 34090 1402 -04 Tourism & Visitors Center Y P Permanent GC 34090 1402 -05 Cultural Reports and Studies CSD Y P Permanent GC 34090 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UO UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 27 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD - RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER jif specified) LEGAL CITATION jUpdated each January) 1403 ENVIRONMENTAL FILES 1403 -01 Community Design Manual Y P Permanent GC 34090 1403 -02 Proposed Landscaping Guidelines Y P Permanent GC 34090 1403 -03 Air Pollution/Air Element Y P Permanent GC 34090 1403 -04 Archaeological Surveys Y P Permanent GC 34090 1403 -05 Hazardous Waste and Materials Y C + 10 2004 and prior CAL OSHA; 40 CFR 122.21 1403 -06 Weed Abatement CE N CL + 2 2012 and prior if Closed GC 34090 1403 -07 Resource Conservation Areas Y P Permanent GC 34090 1403 -08 Energy Conservation Y P Permanent GC 34090 1403 -09 City -Wide Clean -up Campaigns Y P Permanent GC 34090 1403 -10 Noise Pollution Y P Permanent GC 34090 1403 -11 Tree Trimming and Removal Y P Permanent GC 34090 1403 -12 Recycling Y P Permanent GC 34090 1403 -13 Safe Drinking Water Act Y P Permanent GC 34090 1403 -14 Congestion Management Y P Permanent GC 34090 1403 -15 Stephen's Kangaroo Rat Mitigation Y P Permanent GC 34090 1403 -16 Multi- Species Habitat Conservation Plan Y P Permanent GC 34090 1403 -17 CEQA Y P Permanent GC 34090 1403 -18 Landfills Y P Permanent GC 34090 1403 -19 Erosion Control Plans Y P Permanent GC 34090 1403 -20 Earthquake Standards / Hazardous Buildings Y P Permanent GC 34090 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D /NR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 28 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER if specified) LEGAL CITATION (Updated each January) 1403 -21 Mining Projects Y P Permanent GC 34090 1403 -22 Federal Endangered Species Act (FESA) Y P Permanent GC 34090 1403 -23 Santa Ana Watershed Project Authority Y P Permanent GC 34090 1403 -24 Environmental Pests Y P Permanent GC 34090 1404 PHYSICAL RECREATION FILES 1404 -01 Lake Oriented Sports CSD N C+2 2011 and prior GC 34090 1404 -02 Equipment Rental CSD N C+2 2011 and prior GC 34090 1404 -03 Recreation Programs CSD N C+2 2011 and prior GC 34090 1404 -04 Golf Courses Y P Permanent GC 34090 1404 -05 Trails, Hiking, Biking, Equestrian CSD Y P Permanent GC 34090 1404 -06 Parades CSD N C+2 Also see Special Events 1180 -13 2011 and prior GC 34090 1404 -07 Skateboarding /Rollerblading CSD N C+2 2011 and prior GC 34090 1405 EDUCATION FILES 1405-01 Temecula Valley Unified School District N C + 2 Publications, flyers, etc. 2011 and prior GC 34090 1405-02 Universities, College & Higher Education N C+2 2011 and prior GC 34090 1405-03 Private & Christian Schools N C+2 2011 and prior GC 34090 1405 -04 High Schools N C+2 " 2011 and prior GC 34090 1405-05 Murieta Unified School District N C+2 2011 and prior GC 34090 1500 GOVERNMENT ORGANIZATIONS AND OFFICES: INTERNATIONAL, NATIONAL AND LOCAL 1500 -02 International City Managers Association (ICMA) N C+2 2011 and prior GC 34090 1500 -03 IntemationaWs. Sister Cities Organization CM, CSD N C+2 Travel docs and related purchases 2011 and prior GC 34090 1500 -04 Technical Advisory Committee — March Air N C +2 2011 and rior LEGENDS: AA AFTERAUDIT AS AFTERSETTLED CL CLOSED P PERMANENT D/NR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER III s ecifletl LEGAL CITATION U dated each Janua Force GC 34090 Publications, flyers, etc. 1501 UNITED STATES OFFICES AND ORGANIZATIONS 1501 -00 Intergovernmental Agency & Organization N C+2 2011 and prior Reference Papers GC 34090 Publications, flyers, etc. 1501 -01 U.S. Department of Transportation N C+2 2011 and prior GC 34090 1501 -02 U.S. Department of Commerce- Bureau of N C+2 2011 and prior Census GC 34090 " 1501 -03 U.S. Post Office N C+2 2011 and prior GC 34090 1501 -04 National Flood Insurance Program N C +2 2011 and prior GC 34090 1501 -05 Internal Revenue Service N C+2 2011 and prior GC 34090 1501 -06 Department of Interior N C +2 2011 and prior GC 34090 1501 -07 Federal Communications Commission N C+2 2011 and prior GC 34090 1501 -08 Federal Budget N C+2 2011 and prior GC 34090 1501 -09 Equal Employment Opportunity (EEOC) N C+2 2011 and prior GC 34090 1501 -10 Federal Emergency Management Agency N C+2 2011 and prior FEMA GC 34090 " 1501 -11 Environmental Protection Agency N C+2 " 2011 and prior GC 34090 1501 -12 All American Cities N C +2 " 2011 and prior GC 34090 1501 -13 NAFTA N C +2 2011 and prior GC 34090 1501 -14 GFOA (Government Finance Officers N C+2 2011 and prior Association ) GC 34090 11602 CALIFORNIA OFFICES AND ORGANIZATIONS 1502 -01 Department of Real Estate N C+2 Publications, flyers, etc. 2011 and prior GC 34090 1502 -02 Air Resources Board N C+2 2011 and prior GC 34090 1502 -03 Alcoholic Beverage Control N C+2 2011 and prior GC 34090 1502 -04 Board of Equalization N C+2 2011 and prior LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D /NR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER III specified) LEGAL CITATION (Updated each January) GC 34090 1502 -05 Fair Political Practices Commission N C+2 " 2011 and prior GC 34090 1502 -06 Highway Patrol N C+2 " 2011 and prior GC 34090 1502 -07 Public Employees Retirement N C+2 " 2011 and prior GC 34090 1502 -08 Department of Forestry N C+2 2011 and prior GC 34090 1502 -09 Department of Industrial Relations/Prevailing N C+2 2011 and prior Wage GC 34090 " 1502 -10 Land Commission N C +2 2011 and prior GC 34090 1502 -11 Fish and Game N C+2 2011 and prior GC 34090 1502 -12 General Services N C +2 2011 and prior GC 34090 1502 -13 Controller N C+2 " 2011 and prior GC 34090 1502 -14 Department of Motor Vehicles CE N C+2 For vehicle registration 2011 and prior GC 34090 1502 -15 California Conservation Corps. N C+2 " 2011 and prior GC 34090 1502 -16 Office of Planning & Research — Newsletter N C+2 2011 and prior GC 34090 1502 -17 Department of Transportation N C+2 " 2011 and prior GC 34090 1502 -18 Transportation Commission N C+2 2011 and prior GC 34090 1502 -19 California Parks & Recreation Society CSD N C+2 2011 and prior GC 34090 1502 -20 Workers Compensation Insurance N C+2 " 2011 and prior GC 34090 1502 -21 Debt Advisory Commission (AB 1192) N C+2 2011 and prior GC 34090 1502 -22 California Energy Commission N C +2 2011 and prior GC 34090 1502 -23 Office of Management & Budget N C+2 2011 and prior GC 34090 1502 -24 Secretary of State N C+2 2011 and prior GC 34090 1502 -25 1 Industrial Development Financing Advisory N C+2 2011 antl rior LEGENDS: AA AFTERAUDIT AS AFTERSETTLED CL CLOSED P PERMANENT DMR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER 8 RECORDS NUMBER ifSpecified) LEGAL CITATION (Updated each January) Committee GC 34090 " 1502 -26 State Department of Health N C+2 2011 and prior GC 34090 1502 -27 State Water Resources Commission & Control N C+2 2011 and prior Board GC 34090 " 1502 -28 Municipal Business Tax Association N C+2 2011 and prior GC 34090 1502 -29 Housing and Community Development N C+2 2011 and prior GC 34090 1502 -30 Office of Criminal Justice Planning N C+2 2011 and prior GC 34090 1502 -31 Employment Development Department N C+2 2011 and prior GC 34090 1502 -32 Water Quality Control Board N C+2 " 2011 and prior GC 34090 1502 -33 Geology & Mining Board N C+2 2011 and prior GC 34090 1502 -34 Department of Finance N C+2 2011 and prior GC 34090 1502 -35 Bureau of Automotive Repairs N C+2 2011 and prior GC 34090 1502 -36 Wildlife Conservation Board N C+2 2011 and prior GC 34090 1502 -37 California Department of Commerce N C+2 2011 and prior GC 34090 1502 -38 3CMA (City-County Communications & N C+2 2011 and prior Marketing) GC 34090 1502 -39 California Association for Local Economic N C+2 2011 and prior Development CALED GC 34090 " 150240 California Redevelopment Association (CRA) N C+2 2011 and prior GC 34090 " 150241 California Contract Cities Association N C+2 2011 and prior GC 34090 150242 CSMFO (California Society of Municipal Finance N C+2 2011 and prior Officers ) GC 34090 150243 CMBTA (California Municipal Business Tax N C+2 2011 and prior Association ) GC 34090 150244 CAPPO (California Association of Purchasing N C+2 " 2011 and prior Professionals Assc. ) GC 34090 150245 State Transportation Improvement Program N C+2 2011 and prior STIP GC 34090 150246 Board of Governors N C+2 2011 and prior LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D/NR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 32 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER ifspecified) LEGAL CITATION (Updated each January) GC 34090 1503 REGIONAL ORGANIZATIONS 2011 and pnor 1503 -00 LAFCO — Local Agency Formation Commission N C+2 2011 and prior GC 34090 Publications, flyers, etc. 1503 -01 Intergovernmental Training & Development N C+2 2011 and prior GC 34090 1503 -02 Water Agencies Associations N C+2 2011 and prior GC 34090 1503 -03 Mayors & Councilmembers of Riverside County N 0+2 2011 and prior GC 34090 1503 -04 ARMS (Area Regional Justice Information N 2011 and prior System) C+2 " GC 34090 1503 -05 Southern California Joint Powers Insurance N C+2 2011 and prior Authority GC 34090 " 1503 -06 League of California Cities and National League N C+2 2011 and prior of Cities GC 34090 " 1503 -07 Metropolitan Water District of Southern N C+2 2011 and prior California GC 34090 " 1503 -08 WRCOG (Western Riverside Council of N C+2 2011 and prior Governments ) GC 34090 " 1503 -09 Inland Empire Relocation Group N C+2 2011 and prior GC 34090 1503 -10 SWRCoCC (Southwest Riverside County Care N C+2 2011 and prior Coalition ) GC 34090 " 1503 -11 SCAG (Southern California Association of N C+2 2011 and prior Governments ) GC 34090 " 1503 -12 Airport Land Use Commission N C+2 2011 and prior GC 34090 1503 -13 CARE (Coalition for a Reasonable Environment) N C+2 2011 and prior GC 34090 1503 -14 CVAG (Coachella Valley Association of N C+2 2011 and prior Governments ) GC 34090 1503 -15 SANDAG (San Diego Association of N C+2 2011 and prior Governments ) GC 34090 1504 RIVERSIDE COUNTY FILES 2011 . and prior 1504 -01 Riverside County Correspondence, General N C+2 Publications, flyers, etc. 2011 and prior GC 34090 1504 -02 Assessor N C+2 2011 and prior GC 34090 1504 -03 Auditor and Controller N C+2 2011 and prior GC 34090 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED OL CLOSED P PERMANENT OINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UO UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 33 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER Ifspecified) LEGAL CITATION (Updated each January) 1504 -04 Board of Supervisors N C+2 2011 and prior GC 34090 1504 -05 Office of Disaster Preparedness N C+2 2011 and prior GC 34090 1504 -06 Flood ControWVater Conservation District N C+2 2011 and prior GC 34090 1504 -07 Housing and Community Development N C+2 2011 and prior Department GC 34090 " 1504 -08 Public Works Department N C+2 2011 and prior GC 34090 1504 -09 Registrar of Voters N C+2 2011 and prior GC 34090 1504 -10 Sheriff N C+2 2011 and prior GC 34090 1504 -11 Traffic Advisory Commission N C+2 2011 and prior GC 34090 1504 -12 Treasurer — Tax Collector N C +2 2011 and prior GC 34090 1504 -13 Public Health Services N C+2 2011 and prior GC 34090 1504 -14 Department of Transportation N C+2 2011 and prior GC 34090 1504 -15 Department of Animal Control N C+2 2011 and prior GC 34090 1504 -16 Economic Development Program N C+2 2011 and prior GC 34090 1504 -17 Planning & Land Use N C+2 2011 and prior GC 34090 1504 -18 General Services N C+2 2011 and prior GC 34090 1504 -19 County Recorder & Clerk N C+2 2011 and prior GC 34090 1504 -20 Social Services N C+2 2011 and prior GC 34090 1504 -21 Library System N C+2 2011 and prior GC 34090 1504 -22 Parks and Recreation N C+2 2011 and prior GC 34090 1504 -23 Waste Management N C+2 2011 and prior GC 34090 1504 -24 Centennial N C + 2 2011 and prior GC 34090 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D /NR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFfERTERMINATION E ELECTION UD UNTILDISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 34 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE (WORKING DRAFT) RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER III specified) LEGAL CITATION (Updated each January) 1504 -25 Riverside Operational Area Organization N C+2 2011 and prior GC 34090 1504 -26 County Courts N C+2 2011 and pdor GC 34090 1504 -27 Riverside County Abandoned Vehicle Service CE N C+2 2011 and prior Authority AVA) GC 34090 LEGENDS: AA AFTERAUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UO UNTIL DISPOSED AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 35