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Home My WebLink About16-02 CC Resolution RESOLUTION NO. 16-02 ' A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TEMECULA APPROVING REVISIONS TO THE ESTABLISHED CITYWIDE RECORDS RETENTION SCHEDULE, THEREBY AMENDING AND RESTATING THE RECORDS RETENTION POLICY, AND APPROVING THE DESTRUCTION OF CERTAIN RECORDS WHEREAS, the Records Retention Schedule is a key element of the Records Management Program for the City of Temecula in administering and preserving records vital to the operation of the City and for legally disposing of records that have served their usefulness. WHEREAS, the Records Retention Schedule, attached hereto as Exhibit A, is a living, breathing document changing periodically based on the ongoing operational needs of the City. WHEREAS, Section 34090 et seq. of the California Government Code authorizes the destruction of City records upon approval of the legislative body of the City and with written consent of the City Attorney, provided that the records do not fall within certain specified categories, and are not less than two years old; and ' WHEREAS, the records described in Exhibit B and incorporated herein by this reference are more than two years old, are not subject to litigation hold, and are not otherwise required to be kept by the City by statute and therefore meet the criteria for destruction set forth in Government Code Section 34090 et seq.; and WHEREAS, in addition to the description of records provided in Exhibit B, bar code scans clearly identify each record retained and/or destroyed by the City. THE CITY COUNCIL OF THE CITY OF TEMECULA DOES HEREBY RESOLVE AS FOLLOWS: Section 1. The "City of Temecula Uniform Filing System Guide Records Retention Schedule" is hereby amended and restatated as set forth on Exhibit A. Section 2. The City Clerk or her designee is authorized to destroy the records described on Exhibit B. 1 Resos 16-02 1 Section 3. The City Attorney's signature on this resolution shall serve as ' evidence of his written consent to the destruction of the records described on Exhibit B. The City Attorney hereby consents to the destruction of the records described on Exhibit B. Peter M. Thorson City Attorney Section 4. The City Clerk shall certify to the passage and adoption of this resolution. PASSED, APPROVED, AND ADOPTED by the City Council of the City of Temecula this 12th day of January, 2016. qv Michael S. Naggar, Mayor ATTE ' Ran8tjohl, Clerk [SEAL] 1 Resos 16-02 2 STATE OF CALIFORNIA ) ' COUNTY OF RIVERSIDE ) ss CITY OF TEMECULA ) I, Randi Johl, City Clerk of the City of Temecula, do hereby certify that the foregoing Resolution No. 16-02 was duly and regularly adopted by the City Council of the City of Temecula at a meeting thereof held on the 12th day of January, 2016, by the following vote: AYES: 4 COUNCIL MEMBERS: Comerchero, Edwards, McCracken, Rahn NOES: 0 COUNCIL MEMBERS: None ABSTAIN: 0 COUNCIL MEMBERS: None ABSENT: 1 COUNCIL MEMBERS: Naggar Randi Johl, City Clerk 1 Resos 16-02 3 �A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) 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 2013 and prior GC 34090 101-02 Mail Log ALL N C+2 2013 and prior GC 34090 101-03 Telephone Record Books ALL N C+2 2013 and prior GC 34090 101-04 Suspense Files ALL N C+2 2013 and prior GC 34090 101-05 Mailing Requests ALL N C+2 2013 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 Defense/Terrorism 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 Until Superseded GC 6254 201-06 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 2013 and prior GC 34090 203 CITY PLANNING FILES 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 T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 1 E_A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 203-01 Tentative Map Files/Tentative Tract Maps PLG, PW Y P Permanent GC 34090; H&S 19850; 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 N C+2 2013 and prior GC 34090d 203-08 Conditional Use Permit Files PLG 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 GC 34090 Assessments 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 T TERM AD AFTERDISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 2 �A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 203-15 Comprehensive Sign Program PLG Y P Permanent GC 34090 203-16 Temporary Signs PLG N C+2 2013 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 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 2013 and prior GC 34090 203-35 Massage EslablishmentfTechnician PLG N P Permanent GC 34090 203-36 Findings of Public Convenience or PLG Y P Permanent Necessity 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 203-40 Minor Exception PLG Y P Permanent GC 34090 203-41 Model Home Complex PLG 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 UD UNTIL DISPOSED T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 3 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER 8 RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 203-42 Pre-Application Review PLG Y P Permanent GC 34090 203-43 Residential Tract Product Review PLG Y P Permanent GC 34090 203-44 Vendors License PLG Y P Permanent GC 34090 203-45 Wireless Antenna Facility PLG Y P Permanent GC 34090 203-46 Long Range Planning Projects PLG Y P Permanent GC 34090 203-47 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 Meeting Media CC, IT N P Permanent GC 34090 204-07 Meeting Audio Recordings ALL N C+2 2013 and prior GC 34090 205 BUDGET FILES 205-01 Budget Working Paper Files ALL N C+2 2013 and prior GC 34090 205-02 Proposed Budget ALL N C+2 2013 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 2013 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 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINH DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 4 �A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 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 Analysis 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 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 208-06 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 PLG N P Permanent (CDBG) 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 n32 Departmental Procedures ALL N US Until Superseded GC 6254 REPORTS MANAGEMENT FILES FORMS MANAGEMENT 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 T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 5 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 303-01 Forms ALL N US Until Superseded GC 6254 304 RECORDS MANAGEMENT FILES 304-01 Filing Systems&Procedures(Includes CC N US Until Superseded TUFFS) 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 305-01 Insurance CC Y P Permanent GC 34090 305-02 Claims CC, FIN, HR N 3 AS 2013 and prior years GC 34090 after settled 400 ACCOUNTING,PAYROLL& RETIREMENT 401 ACCOUNTING&REVENUE FILES Also see Section 409 401-03 General Ledger File/AJE/BJE FIN N P General Ledger Permanent FY10/11 and prior 4AA Journal entries 4AA GC 34090 CCP337 401-06 Accounts Payable FIN N 4 AA FY10/11 and prior GC 34090 401-07 Accounts Receivable FIN N 4 AA FY10/11 and prior GC 34090 401-10 Demands&Warrants FIN Y P Permanent GC 34090 401-11 Encumbrance Files FIN N 4 AA FY10 111 and prior GC 34090 401-13 List of Demands FIN N 4 AA FY10 111 and prior GC 34090 401-14 Petty Cash Files FIN Y 4 AA FY 10/11 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 LID UNTILDISPOSED T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 6 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Janua 401-16 Sales Tax FIN N 4 AA Also see 409-11 FY10/11 and prior GC 34090 401-18 Master Chart of Accounts FIN Y P Permanent GC 34090 401-19 Quarterly Financial Statements FIN Y 7AA FY08/09 and prior GC 34090& CCP 337 401-20 Stale 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 FY10/11 and prior Disbursement Journal) GC 34090 401-35 Internal Service Funds FIN N 4 AA FY10/11 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 FY10/11 and prior GC 34090 402-05 Permits and Permit Fees FIN Y P Permanent GC 34090 402-06 Business Licenses FIN N 4 AT 4 Years After GC 34090 Termination 403 CITY BANKING FILES 403-01 Bank Deposit Files FIN N 4 AA FY10/11 and prior GC 34090 403-02 Bank Statements FIN N 4 AA FY10/11 and prior GC 34090 403-03 Check Stubs,CancelledNoided Checks FIN N 5 AA Includes payroll,cancelled&voided FY 09/10 and prior GC 34090 checks E36 Signature Cards&Authority FIN N 5 AA FY 09/10 and prior GC 34090 Banking Service Files FIN N 3 AT 3 Years After GC 34090 Termination Bank Reconciliation FIN N 4 AA FY10/11 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 T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 7 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 403-07 Bank Proposals FIN N C+2 2013 and prior GC 34090 403-08 A/P Checks(Numerical Listing) FIN N 4 AA FY70/11 and prior GC 34090 404 PAYROLL FILES 404-01 Payroll Files(W2's, EDD,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 2013 and GC 34090 Benefit Reports Permanent prior/Permanent P29 CFR 1627.3 404-03 Payroll System Reports FIN N 6 AA FY08 109 and prior GC 34090 404-04 Time Sheets FIN N 6 AA FY08/09 and prior GC 34090 404-06 Vacation&Sick Leave FIN,HR N 4 AA FY1 Oil 1 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 5 Years After GC 34090 Termination 404-14 PERS–Payroll Reports FIN, HR N P Permanent 29 CFR 1627.3 404-15 Copies of Employee Paychecks&Direct FIN N 5 AA FY 09/10 and prior Deposit Stubs GC 34090 404-16 Workers Compensation FIN/HR N 5 AT 5 Years After GC 34090 Termination 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 337.5 465-1 1 Redevelopment Agency Y P Permanent 53921 & CCP337.5 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 T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 8 i MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Januar 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 FIN Y P Permanent Commission 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 FIN Y P Permanent Information PERS GC 34090 407-05 Disability Retirement FIN Y P Permanent 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 FY10/11 and prior GC 34090 408-06 Monthly Treasurer's Report FIN Y P Permanent GC 34090 408-07 1 Administration FIN N 4 AA FY10/11 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 UD UNTIL DISPOSED T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 9 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Janua 408-09 Brokers/Dealers FIN N C+2 2013 and prior GC 34090 408-10 State of California Local Agency Investment FIN N 4 AA FY10/11 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 FY10/11 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 FY 10/11 and prior GC 34090 409-15 TCSD Fees FIN Y P Permanent GC 34090 409-16 Documentary Transfer Tax FIN N 4 AA FY10/11 and prior GC 34090 409-17 Temecula Public Financing Corporation FIN Y P Permanent GC34090 409-18 Grants FIN Y P Permanent GC 34090 409-23 Gas Tax FIN N 4 AA FY10/11 and prior GC 34090 409-24 Vehicle Impound Fee FIN Y P Permanent 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 1 County Revenues,Other FIN Y I P Permanent LEGENDS: AA AFTERAUDIT AS AFTERSETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTERCLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 10 = A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) GC 34090 409-29 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/ ED N C+2 2013 and prior Showcases 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 2005 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 Until Superseded GC 34090 502-04 Salary Schedules HR Y P Historical value 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 UD UNTIL DISPOSED T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 11 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Januar 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 HR AS+30 30 Years After Settled GC 34090 505 RECRUITMENT 505-01 Recruitment File HR N AC+3 2012 and prior if closed GC 34090 505-02 Department of Motor Vehicles Driving HR N AT+3 2012 and prior after Records(DMV) GC 34090 termination 505-04 Employment eligibility Verification HR N AT+3 2012 and prior after GC 34090 termination 505-06 Job Applications HR N C+3 2012 and prior 29 CFR 1627.3 505-08 Recruitment Consultants HR N AC+3 2012 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, HR Y P Permanent etc.) 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 LID UNTIL DISPOSED T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 12 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting 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 Accident/Safety Investigation Files(OSHA, HR N P Permanent etc.) 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 2013 and prior PACE) GC 34090 600 PURCHASING,CONTRACTING, EQUIPMENT AND SERVICE FILES 601 PURCHASING FILES 601-01 Purchase Orders FIN N 4 AA FY10/11 and prior GC 34090 601-02 Product,Services,Catalogs FIN N C+2 2013 and prior GC 34090 601-03 Bid Files CC N P Successful Successful Permanent and filed with Permanent 4 Unsuccessful contract;Unsuccessful 4 years Successful;2012 and CCP 337.5 prior 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 FY 09/10 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 Destroy when no GC 34090 longer relevant 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 FY 10111 and prior GC 34090 601-15 RFQ's/RFP's ALL N 3 Successful 2013 and prior 2 Unsuccessful Successful;2011 and GC 34090 prior Unsuccessful LEGENDS' AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTERTERMINATION E ELECTION HID UNTILDISPOSED T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 13 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER B RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Januar 601-16 Consultant Information FIN N C+2 2013 and prior GC 34090 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 General CC Y C+2 2013 and prior Correspondence 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 8 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 2013 and prior GC 34090 603-03 Vehicle Registration Records FIN N L Title transfers when vehicle sold Permanent GC 34090 VC 9900 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 2 AD 2012 and prior after GC 34090 disposition 605 PUBLICATION AND PRINTING FILES 605-01 Proof of Publication CC Y C+3 2012 and prior GC 34090,CCP 343,349 GC 911.2 605-02 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+2 AD 2013 and prior after GC 34090 dis osition 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 T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 14 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Janua 606-02 Equipment Log Book Files ALL N C+2 AD 2013 and prior after GC 34090 disposition 606-03 Equipment Service Records&Equipment ALL N C+2 AD 2013 and prior after Maintenance GC 34090 disposition 606-04 Work Orders and Service Requests PW N C+2 2013 and prior GC 34090 607 SERVICES CONTRACTED 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 Permanent Agendas GC 34090 701-04 Ordinance Files CC Y P Originals may not be destroyed; Permanent GC 34090 image for reference purposes only 701-05 Council Resolutions CC Y P Originals may not be destroyed; Permanent GC 34090 image for reference purposes only 701-06 Board,Committee,Commission&Agency CC Y P Originals may not be destroyed; Permanent Minutes GC 34090 image for reference PUFPOses only 701-07 Board,Committee,Commission&Agency CC Y P Originals may not be destroyed; Permanent Ordinances GC 34090 image for reference purposes only 701-08 Board,Committee,Commission&Agency CC Y P Originals may not be destroyed; Permanent Resolutions GC 34090 image for reference purposes only 701-09 Board,Committee,Commission&Agency CC Y P Successful Successful permanent for historical Permanent Reference Papers,Applications, C+2 purposes; Unsuccessful 3 years Successfu112013 and Appointments&Resignations Unsuccessful prior Unsuccessful GC 34090 701-10 Council Minutes CC Y P Originals may not be destroyed; Permanent GC 34090 image for reference purposes only 701-11 State Legislative Information& CC N C+2 2013 and prior Correspondence includes Brown Act GC 6254 701-12 1 Federal Legislative Information& CC N C+2 2013 and prior Correspondence(GFO A 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 ED UNTIL DISPOSED T TERM AD AFTERDISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 15 �A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 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 CC Y P Permanent Resolutions,Ordinances&Minutes GC 34090 701-16 Meeting Notifications&Public Hearings CC Y C+2 2013 and prior GC 34090 701-17 Certificates, Presentations&Proclamations CC N C+2 Historical value 2013 and prior GC 34090 701-18 City Seal/Logo CC Y P Permanent GC 34090 701-19 City of Temecula Incorporation CC Y P Historical value Permanent GC 34090 701-20 City Council/Commission 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 +2 2013 and prior GC 34090 702-01 Oaths of Office CC Y T+6 T+6 GC 34090,29 USC 1113 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 +7 Elected permanent Elected GC81009(b) Nonelected Election+7 Permanent/Non- Elected 2008 and dor 702-10 Annexation,Consolidation&Boundary Files CC Y P Permanent 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 UD UNTILDISPOSED T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 16 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Janua 702-11 Initiatives, Referendum and Recall Petitions CC Y C+2 2013 and prior Correspondence GC 34090 702-12 Initiatives, Referendum and Recall Petitions CC Y CL+8 months April 2015 and prior EC 17200, 17400; GC 7253.5 EC14700+ GC3756:8 703 LEGAL 703-01 Request for Records CC Y CL+2 2013 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 GC 34090 703-08 Subpoenas CC N C+2 2013 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 2011 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; 2009 and prior after E+5 Non-Elected Election plus 5 Years termination;2011 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 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 T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 17 =A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 704-10 Code Enforcement Citations/Liens CC N 3 AS/P Liens Permanent Citations 2012 after GC 34090 settled; liens ermanent 704-12 City Attorney Correspondence(General) ALL Y C+2 2013 and prior GC 34090 704-13 Claims Against the City CC N 3 AS 2012 and prior after GC 34090 settled 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- CC N C+2 2013 and prior 12 for election etitions) GC 6253,50115 704-22 FPPC Form 800 Series CC Y C+7 2009 and prior GC 34090,GC 81009 705 ASSESSMENT/SPECIAL DISTRICTS 705-01 Assessment/Special Districts Y P Permanent GC 34090 705-02 AD 159 Y P Permanent 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 601-01 Improvement Plans—Water PW 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 UD UNTIL DISPOSED T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 18 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 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 MAP FILES 803-01 Final Tract Maps PW Y P Permanent 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 PW Y P Permanent S ecifirations 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 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 T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 19 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Januar 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 GC 34090 901-01 Meet and Confer HR Y P Permanent GC 34090 901-02 Memorandum of Understanding HR Y P Permanent GC 34090 901-05 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 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 T TERM AD AFTERDISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 20 = A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Janua 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 GC 34090 1002-10 Eminent Domain Acquisition Y P Permanent GC 34090 1002-11 Appraisals Y P Permanent GC 34090 1003 BOUNDARY FILES 1003-01 Boundary Description PLG Y P Permanent GC 34090 F03-002 Sphere of Influence PLG Y P Permanent GC 34090 PUBLIC SERVICES AND PUBLIC RELATIONS STREET MAINTENANCE AND IMPROVEMENT FILES 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 T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 21 M CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Januar 1110-01 Street Improvement PW Y P Permanent GC 34090 1110-02 Off-Site Plans(Ramps,Sidewalks,Curbs, PW Y P Permanent etc.) 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 1120-01 Street Lighting Assessment Files PW Y P Permanent GC 34090 1120-02 Street Lighting Maintenance Files PW N C+2 2013 and prior GC 34090 1120-03 Street Lighting Information&Reference PW Y P Permanent Papers GC 34090 1130 SPECIAL SERVICES FILES 1130-01 Volunteer Program CSD N C+2 2013 and prior GC 34090 1130-02 Work Exchange Programs(Court Referral) N C+2 2013 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 T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 22 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Janua 1130-03 Contribution Programs N C+2 2013 and prior GC 34090 1130-04 Special Events Permits CSD N C+2 2013 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 PW 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 GC 34090 1150 ANIMAL CONTROL FILES 1150-01 Animal Control Correspondence CE,CM N C+2 2013 and prior GC 34090 1150-02 Animal Inoculations/Licensing N/A N C+2 2013 and prior GC 34090 1150-03 Animal Control Legal Citation Hearings CE,CM N C+2 2013 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 ED UNTIL DISPOSED T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 23 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Januar 1150-04 Wild and Exotic Animals N C+2 2013 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 PW Y C+5 2011 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 PW 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.) PW 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 8 STORMDRAINS 1170-01 Sewer Services,General N US Until Superseded GC 34090 1170-02 Deposits, Refunds and Rates N US Until Superseded 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 UD UNTIL DISPOSED T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 24 = A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Januar 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 TreatmentNVater 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 Permanent GC 34090 historical value 1180-03 Public Inquiry and Complaints(Except ALL N 2 AS 2014 and prior after Consumer) GC 34090 settled 1180-04 Press Releases ALL N C+2 Selected releases for historical value 2013 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 CM,CSD Y P Historical value 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 UD UNTIL DISPOSED T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 25 = A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER 8 RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Janua 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& N C+2 2013 and prior Corres ondence GC 34090 1202-03 Easements Granted TO Southern California Y P Permanent Edison GC 34090 1202-04 1 Facilities 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 T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 26 � A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Janua 1204 WATER SERVICE FILES 1204-01 Water Services,General N C+2 2013 and prior GC 34090 1204-02 Water Meters N C+2 2013 and prior GC 34090 1204-03 Water Service Application N C+2 2013 and prior GC 34090 1204-04 Water Service Application—Temporary N C+2 2013 and prior GC 34090 1204-05 Deposits,Refunds and Rates N C+2 2013 and prior GC 34090 1204-06 Water System Maintenance N C+2 2013 and prior GC 34090 1204-07 Water Conservation—Consumption N C+2 2013 and prior GC 34090 1204-08 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 2013 and prior GC 34090 1205-02 Cellular Telephone IT N C+2 2013 and prior GC 34090 1205-03 Pacific Bell IT N C+2 2013 and prior GC 34090 1205-04 Communication Facilities IT N C+2 2013 and prior GC 34090 1206 CABLE TELEVISION FILES 1206-01 Cable TV Reference Papers IT N C+2 2013 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 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 T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 27 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 1207-04 Cal Trans Ride Sharing Y P Permanent GC 34090 1207-05 Regional Issues Y P Permanent GC 34090 1207-06 Airports/Airport Issues CM Y P Permanent GC 34090 1207-07 City Bus Routes N C+2 2013 and prior GC 34090 1207-08 Taxi Service N C+2 2013 and prior GC 34090 1207-09 Horse Drawn Vehicles N C+2 2013 and prior GC 34090 1300 PUBLIC SAFETY FILES 1301 PUBLIC SAFETY 1301-01 Law Enforcement CM Y P Permanent GC 34090 1301-02 Public Safety,General CE,CM N C+2 2013 and prior GC 34090 1301-03 Crime Reports N C+3 2012 and prior GC 34090 1301-04 Sheriffs Department Quarterly Reports Y P Permanent GC 34090 1301-05 Alarm Systems N C+2 2013 and prior GC 34090 1301-06 Vehicle Code Enforcement CE N C+2 2013 and prior GC 34090 1301-07 Crossing Guard File N C+2 2013 and prior GC 34090 1301-08 Abandoned Vehicles&Houses CE N C+2 2013 and prior GC 34090 1301-09 Juvenile Anti-Delinquency Programs N C+2 2013 and prior GC 34090 1301-10 Accident Reports CSD, HR Y P Permanent GC 34090 1301-11 Substance Abuse N C+2 2013 and prior GC 34090 1301-12 Fire Arm License/Permits N P Permanent GC 34090 1301-13 Border Patrol CC,CM N C+2 2013 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 HID UNTIL DISPOSED T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 28 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 1302 FIRE DEPARTMENT 1302-02 Emergency Medical Service CC Y P Permanent GC 34090 1302-04 Fire Department Correspondence CC Y C+2 2013 and prior GC 34090 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 2013 and prior Registrations,Park/Facility Rentals,Sign-In GC 34090 Sheets, Rosters,Parental Consent, Registration Receipt,Vendor A lication,etc. 1402 CULTURAL RECREATION 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 T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 29 E A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 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 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 2005 and prior CAL OSHA;40 CFR 122.21 1403-06 Weed Abatement CE N CL+2 2013 and prior if closed GC 34090 1403-07 Resource Conservation Areas Y P Permanent GC 34090 1403-06 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 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTERCLOSED AT AFTER TERMINATION E ELECTION UD UNTILDISPOSED T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 30 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 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 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 2013 and prior GC 34090 1404-02 Equipment Rental CSD N C+2 2013 and prior GC 34090 1404-03 Recreation Programs CSD N C+2 2013 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 2013 and prior GC 34090 1404-07 Skateboarding/Rollerblading CSD N C+2 2013 and prior GC 34090 1405 EDUCATION FILES 1405-01 Temecula Valley Unified School District N C+2 2013 and prior GC 34090 1405-02 Universities,College&Higher Education N C+2 2013 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 T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 31 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Janua 1405-03 Private&Christian Schools N C+2 2013 and prior GC 34090 1405-04 High Schools N C+2 2013 and prior GC 34090 1405-05 Murrieta Unified School District N C+2 2013 and prior GC 34090 1500 GOVERNMENT ORGANIZATIONS AND OFFICES: INTERNATIONAL,NATIONAL AND LOCAL 1500-02 International City Managers Association N C+2 2013 and prior ICMA GC 34090 1500-03 InternationalNs.Sister Cities Organization CM,CSD N C+2 2013 and prior GC 34090 1500-04 Technical Advisory Committee—March Air N C+2 2013 and prior Force GC 34090 1501 UNITED STATES OFFICES AND ORGANIZATIONS 1501-00 Intergovernmental Agency&Organization N C+2 2013 and prior Reference Papers GC 34090 1501-01 U.S.Department of Transportation N C+2 2013 and prior GC 34090 1501-02 U.S. Department of Commerce-Bureau of N C+2 2013 and prior Census GC 34090 1501-03 U.S. Post Office N C+2 2013 and prior GC 34090 1501-04 National Flood Insurance Program N C+2 2013 and prior GC 34090 1501-05 Internal Revenue Service N C+2 2013 and prior GC 34090 1501-06 Department of Interior N C+2 2013 and prior GC 34090 1501-07 Federal Communications Commission N C+2 2013 and prior GC 34090 1501-08 Federal Budget N C+2 2013 and prior GC 34090 1501-09 Equal Employment Opportunity(EEOC) N C+2 2013 and prior GC 34090 1501-10 Federal Emergency Management Agency N C+2 2013 and prior FEMA 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 T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 32 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER 8 RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 1501-11 Environmental Protection Agency N C+2 2013 and prior GC 34090 1501-12 All American Cities N C+2 2013 and prior GC 34090 1501-13 NAFTA N C+2 2013 and prior GC 34090 1501-14 GFOA(Government Finance Officers N C+2 2013 and prior Association) GC 34090 1502 CALIFORNIA OFFICES AND ORGANIZATIONS 1502-01 Department of Real Estate N C+2 2013 and prior GC 34090 1502-02 Air Resources Board N C+2 2013 and prior GC 34090 1502-03 Alcoholic Beverage Control N C+2 2013 and prior GC 34090 1502-04 Board of Equalization N C+2 2013 and prior GC 34090 1502-05 Fair Political Practices Commission N C+2 2013 and prior GC 34090 1502-06 Highway Patrol N C+2 2013 and prior GC 34090 1502-07 Public Employees Retirement N C+2 2013 and prior GC 34090 1502-08 Department of Forestry N C+2 2013 and prior GC 34090 1502-09 Department of Industrial N C+2 2013 and prior Relations/Prevailing Wage GC 34090 1502-10 Land Commission N C+2 2013 and prior GC 34090 1502-11 Fish and Game N C+2 2013 and prior GC 34090 1502-12 General Services N C+2 2013 and prior GC 34090 1502-13 Controller N C+2 2013 and prior GC 34090 1502-14 Department of Motor Vehicles CE N C+2 2013 and prior GC 34090 1502-15 California Conservation Corps. N C+2 2013 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 UD UNTIL DISPOSED T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 33 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Janua 1502-16 Office of Planning&Research—Newsletter N C+2 2013 and prior GC 34090 1502-17 Department of Transportation N C+2 2013 and prior GC 34090 1502-18 Transportation Commission N C+2 2013 and prior GC 34090 1502-19 California Parks&Recreation Society CSD N C+2 2013 and prior GC 34090 1502-20 Workers Compensation Insurance N C+2 2013 and prior GC 34090 1502-21 Debt Advisory Commission(AB 1192) N C+2 2013 and prior GC 34090 1502-22 California Energy Commission N C+2 2013 and prior GC 34090 1502-23 Office of Management&Budget N C+2 2013 and prior GC 34090 1502-24 Secretary of State N C+2 2013 and prior GC 34090 1502-25 Industrial Development Financing Advisory N C+2 2013 and prior Committee GC 34090 1502-26 State Department of Health N C+2 2013 and prior GC 34090 1502-27 State Water Resources Commission& N C+2 2013 and prior Control Board GC 34090 1502-28 Municipal Business Tax Association N C+2 2013 and prior GC 34090 1502-29 Housing and Community Development N C+2 2013 and prior GC 34090 1502-30 Office of Criminal Justice Planning N C+2 2013 and prior GC 34090 1502-31 Employment Development Department N C+2 2013 and prior GC 34090 1502-32 Water Quality Control Board N C+2 2013 and prior GC 34090 1502-33 Geology&Mining Board N C+2 2013 and prior GC 34090 1502-34 Department Of Finance N C+2 2013 and prior GC 34090 1502-35 Bureau of Automotive Repairs N C+2 2013 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 UD UNTIL DISPOSED T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 34 MA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Janua 1502-36 Wildlife Conservation Board N C+2 2013 and prior GC 34090 1502-37 California Department of Commerce N C+2 2013 and prior GC 34090 1502-38 3CMA(City-County Communications& N C+2 2013 and prior Marketing) GC 34090 1502-39 California Association for Local Economic N C+2 2013 and prior Development CALED GC 34090 1502-40 California Redevelopment Association N C+2 2013 and prior CRA GC 34090 1502-41 California Contract Cities Association N C+2 2013 and prior GC 34090 1502-42 CSMFO(California Society of Municipal N C+2 2013 and prior Finance Officers) GC 34090 1502-43 CMBTA(California Municipal Business Tax N C+2 2013 and prior Association) GC 34090 1502-44 CAPPO(California Association of N C+2 2013 and prior Purchasing Professionals Assc.) GC 34090 1502-45 State Transportation Improvement Program N C+2 2013 and prior STIP GC 34090 1502-46 Board of Governors N C+2 2013 and prior GC 34090 1503 REGIONAL ORGANIZATIONS 1503-00 LAFCO—Local Agency Formation N C+2 2013 and prior Commission GC 34090 1503-01 Intergovernmental Training&Development N C+2 2013 and prior GC 34090 1503-02 Water Agencies Associations N C+2 2013 and prior GC 34090 1503-03 Mayors&Councilmembers of Riverside N C+2 2013 and prior County GC 34090 1503-04 ARJIS(Area Regional Justice Information N 2013 and prior System) C+2 GC 34090 1503-05 Southern California Joint Powers Insurance N C+2 2013 and prior Authority GC 34090 1503-06 League of California Cities and National N C+2 2013 and prior League of Cities 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 T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 35 = A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER 8 RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 1503-07 Metropolitan Water District of Southern N C+2 2013 and prior California GC 34090 1503-08 WRCOG(Western Riverside Council of N C+2 2013 and prior Governments) GC 34090 1503-09 Inland Empire Relocation Group N C+2 2013 and prior GC 34090 1503-10 SWRCoCC(Southwest Riverside County N C+2 2013 and prior Care Coalition) GC 34090 1503-11 SCAG(Southern California Association of N C+2 2013 and prior Governments) GC 34090 1503-12 Airport Land Use Commission N C+2 2013 and prior GC 34090 1503-13 CARE(Coalition for a Reasonable N C+2 2013 and prior Environment) GC 34090 1503-14 CVAG(Coachella Valley Association of N C+2 2013 and prior Governments) GC 34090 1503-15 SANDAG(San Diego Association of N C+2 2013 and prior Governments) GC 34090 1504 RIVERSIDE COUNTY FILES 1504-01 Riverside County Correspondence,General N C+2 2013 and prior GC 34090 1504-02 Assessor N C+2 2013 and prior GC 34090 1504-03 Auditor and Controller N C+2 2013 and prior GC 34090 1504-04 Board of Supervisors N C+2 2013 and prior GC 34090 1504-05 Office of Disaster Preparedness N C+2 2013 and prior GC 34090 1504-06 Flood ControlNJater Conservation District N C+2 2013 and prior GC 34090 1504-07 Housing and Community Development N C+2 2013 and prior Department GC 34090 1504-08 Public Works Department N C+2 2013 and prior GC 34090 1504-09 Registrar of Voters N C+2 2013 and prior GC 34090 1504-10 Sheriff N C+2 2013 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 T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED 36 � A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 16-02, January 12, 2016 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 1504-11 Traffic Advisory Commission N C+2 2013 and prior GC 34090 1504-12 Treasurer—Tax Collector N C+2 2013 and prior GC 34090 1504-13 Public Health Services N C+2 2013 and prior GC 34090 1504-14 Department of Transportation N C+2 2013 and prior GC 34090 1504-15 Department of Animal Control N C+2 2013 and prior GC 34090 1504-16 Economic Development Program N C+2 2013 and prior GC 34090 1504-17 Planning&Land Use N C+2 2013 and prior GC 34090 1504-18 General Services N C+2 2013 and prior GC 34090 1504-19 County Recorder&Clerk N C+2 2013 and prior GC 34090 1504-20 Social Services N C+2 2013 and prior GC 34090 1504-21 Library System N C+2 2013 and prior GC 34090 1504-22 Parks and Recreation N C+2 2013 and prior GC 34090 1504-23 Waste Management N C+2 2013 and prior GC 34090 1504-24 Centennial N C+2 2013 and prior GC 34090 1504-25 Riverside Operational Area Organization N C+2 2013 and prior GC 34090 1504-26 County Courts N C+2 2013 and prior GC 34090 1504-27 Riverside County Abandoned Vehicle CE N C+2 2013 and prior Service Authority AVA 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 UD UNTIL DISPOSED T TERM AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED 37 Exhibit B CITY OF TEMECULA 2016 Annual Records Destruction ALL DEPARTMENTS: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENT/RECORDTYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 101-01 Chronological Files ALL Current+2 General Correspondence 2013 and prior GC 34090 101-02 Mail Lag ALL Current+2 Logs 2013 and prior GC 34090 101-03 Telephone Record Books ALL Current+2 Books,notes 2013 and prior GC 34090 101-04 Suspense Files ALL Current+2 General Correspondence 2013 and prior GC 34090 101-05 Mailing Requests ALL Current+2 General Correspondence,requests 2013 and prior GC 34090 204-07 Meeting Audio Recordings ALL Current+2 Meeting audio 2013 and prior GC 34090 205-01 Budget Working Paper Files ALL Current+2 Drafts,general correspondence,working papers 2013 and prior GC 34090 205-02 Proposed Budget ALL Current+2 Proposed budget documents 2013 and prior GC 34090 601-15 RFQ's/RFP's ALL 3 Successful Requests for Quotes/Proposals,supporting 2013 and prior 2 Unsuccessful documents,lists,logs Successful;2011 and GC 34090 nor Unsuccessful 606-01 Equipment Instruction and Information ALL Current+2 After Booklets,information,instructions 2013 and prior after Disposition disposition GC 34090 606-02 Equipment Log Book Files ALL Current+2 After Logs 2013 and prior after Disposition disposition GC 34090 606-03 Equipment Service Records&Equipment Maintenance ALL Current+2 After Service and/or maintenance records 2013 and prior after Disposition disposition GC 34090 704-12 City Attorney Correspondence(General) ALL Current+2 General Correspondence 2013 and prior GC 34090 1180-03 Public Inquiry and Complaints(Except Consumer) ALL 2 After Settled Complaints and inquiries 2014 and prior after GC 34090 settled 1180-04 Press Releases ALL Current+2 Press Release copies,General Correspondence 2013 and prior GC 34090 CITY CLERK DEPARTMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENT/RECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION NUMBER RECORDS 305-02 Claims CC, FIN 3 After Settled Claims,general correspondence,supporting 2013 and prior years after GC 34090 documents settled 601-03 Bid Files CC 4 Unsuccessful Unsuccessful bids,general correspondence and 2012 and prior CCP 337.5 supporting documents Unsuccessful 1 602-02 Contracts and Agreements General Correspondence CC Current+2 General Correspondence 2013 and prior GC 34090 605-01 Proof of Publication CC Current+3 Proof of Publication for notices of public hearings, 2012 and prior GC 34090 inviting bids,meeting notices,election notices, nominees for public office,proposed mitigated negative declaration,workshops,unclaimed funds, positions available, rates&charges,public review, intent to release funds,etc. 701-09 Board,Committee,Commission&Agency Reference CC P Successful Unsuccessful applications,general correspondence, Permanent Papers,Applications,Appointments&Resignations Current+2 reports,resumes Successful/2013 and prior Unsuccessful Unsuccessful GC 34090 701-11 State Legislative Information&General Correspondence CC Current+2 General Correspondence and reference papers 2013 and prior Includes Brown Act GC 6254 701-12 Federal Legislative Information&General Correspondence Cc Current+2 General Correspondence and reference papers 2013 and prior GFOA GC 34090 701-16 Meeting Notifications&Public Hearings CC Current+2 Notices,reference papers 2013 and prior GC 34090 701-17 Certificates,Presentations&Proclamations cc Current+2 Certificate copies,logs,proclamation copies,notes, 2013 and prior GC 34090 reference papers 702-00 Election Reference Papers cc Election+2 Reference papers 2013 and prior GC 34090 702-01 Oaths of Office CC T+6 Oaths,reference papers,general correspondence 2010 and prior after GC 34090,29 USC termination 1113 702-08 Campaign Statements CC Election+7 General Correspondence Elected Permanent; GC 81009(b) Nonelected 2008&prior 702-11 Initiatives,Referendum and Recall Petitions General CC Current+2 General Correspondence 2013 and prior Correspondence GC 34090 702-12 Initiatives,Referendum and Recall Petitions CC Closed+8 months General Correspondence, petitions,statements by April 2015 and prior EC 17200, 17400; proponents,certificates,receipts,tally of votes, GC 7253.5 notice of intention,requests to prepare ballot title EC14700+ and summary,flyers GC3756:8 703-01 Request for Records CC Closed+2 General Correspondence,records requests 2013 and prior GC 34090 703-08 Subpoenas cc Current+2 Subpoenas for records/appearance and general 2013 and prior GC 34090 correspondence 704-04 Affidavits Files Cc Closed +5 Affidavits of deliveries,mailings and postings 2011 and prior GC 34090 704-07 Statements of Economic Interest cc After Termination+7 General Correspondence,FPPC forms,lists 2009 and prior after Election+5 termination;2011 and 81009(e) prior non-elected 81 009 b 704-10 Code Enforcement Citafions/Liens Cc 3 After Settled Citations Citations 2012 after GC 34090 Liens Permanent settled;liens perman ent 704-13 Claims Against the City cc 3 After Settled Claims,general correspondence,supporting 2012 and prior years after GC 34090 documents,logs settled 704-19 Miscellaneous Petitions/Protests cc Current+2 General Correspondence, petitions/protests 2013 and prior GC 6253,50115 704-22 FPPC Form 800 Series cc C+7 Forms,general correspondence 2009 and prior GC 34090,GC 81009 1302-04 Fire Department General Correspondence CC Current+2 General Correspondence 2013 and prior GC 34090 2 M CITY MANAGER/ECONOMIC DEVELOPMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENTIRECORD TYPE RETENTION DATES SERIES HOLDER 8 OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 410-03 Meetings/Seminars/Conferences/Showcases ED Current+2 Logs,General Correspondence,reference papers 2013 and prior GC 34090 1150-01 Animal Control General Correspondence CE,CM Current+2 General Correspondence 2013 and prior GC 34090 1150-03 Animal Control Legal Citation Hearings CE,CM Current+2 General Correspondence,notes, reference papers, 2013 and prior GC 34090 recordings 1301-02 Public Safety,General CE,CM Current+2 General Correspondence,reference papers 2013 and prior GC 34090 1301-13 Border Patrol CC,CM Current+2 General Correspondence,reference papers 2013 and prior GC 34090 1500-03 International/vs. Sister Cities Organization CM,CSD Current+2 Travel dots and related purchases 2013 and prior GC 34090 COMMUNITY SERVICES DEPARTMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENT/RECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 203-07 Temporary Use Permit CSD, PLG Current+2 Application,corresponding paperwork,permits 2013 and prior GC 34090d 1130-01 Volunteer Program CSD Current+2 Applications,general correspondence,reference 2013 and prior GC 34090 papers 1130-04 Special Events Permits CSD Current+2 Applications,general correspondence,reference 2013 and prior GC 34090 papers 1401-10 Recreation Forms(Liability Waivers,Activity CSD Current+2 Applications,general correspondence,forms,lists, 2013 and prior Registrations,Park/Facility Rentals,Sign-In Sheets,Rosters, GC 34090 logs,receipts Parental Consent,Registration Receipt,Vendor A lication,etc. 1404-01 Lake Oriented Sports CSD Current+2 General Correspondence, lists,logs,reference 2013 and prior GC 34090 papers 1404-02 Equipment Rental CSD Current+2 General Correspondence,lists,logs,reference 2013 and prior GC 34090 papers 1404-03 Recreation Programs CSD Current+2 General Correspondence,lists,logs,reference 2013 and prior GC 34090 papers 1404-06 Parades CSD Current+2 General Correspondence,lists,logs,reference 2013 and prior GC 34090 1 papers 1404-07 Skateboarding/Rollerblading CSD Current+2 General Correspondence,lists,logs,reference 2013 and prior GC 34090 a ers 1500-03 International/vs.Sister Cities Organization CM,CSD Curent+2 Travel documents and related purchases 2013 and prior GC 34090 COMMUNITY DEVELOPMENT DEPARTMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENT/RECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 203-07 Temporary Use Permit CSD,PLG,PW Current+2 Application,permit and corresponding paperwork 2013 and prior GC 34090d 3 203-16 Temporary Signs PLG Current+2 Application,permit and corresponding paperwork 2013 and prior GC 34090d 203-32 Appeals PLG Current+2 Appeal and corresponding paperwork 2013 and prior GC 34090 1150-01 Animal Control General Correspondence CE,CM Current+2 General Correspondence 2013 and prior GC 34090 1150-03 Animal Control Legal Citation Hearings CE,CM Current+2 Hearing documents 2013 and prior GC 34090 1301-02 Public Safety,General CE,CM Current+2 General Correspondence,lists,logs,reference 2013 and prior GC 34090 papers 1403-06 Weed Abatement CE Closed+2 General Correspondence,lists,logs,notices, 2013 and prior if closed GC 34090 reference papers,corresponding a erwork 1301-06 Vehicle Code Enforcement CE Current+2 General Correspondence,lists,logs,notices, 2013 and prior GC 34090 reference papers,corresponding a erwork 1301-08 Abandoned Vehicles&Houses CE Current+2 General Correspondence,lists,logs,notices, 2013 and prior GC 34090 reference papers,corresponding a erwork FINANCE DEPARTMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENTIRECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 205-13 State Budget Information FIN Current+2 General Correspondence,reference papers 2013 and prior GC 34090 305-02 Claims CC, FIN, HR 3 Years After Settled Claims,general correspondence,supporting 2013 and prior years after GC 34090 documents settled 401-03 General Ledger File/AJE/BJE FIN 4 Years After Audit Accounting,revenue documents FY10/11 and prior GC 34090 (Only Journal Entries/GL Permanent 401-06 Accounts Payable FIN 4 Years After Audit Check copies,invoices,lists,reports,supporting FY10/11 and prior GC 34090 documents 401-07 Accounts Receivable FIN 4 Years After Audit Receivables,lists,receipts,reports,supporting FY10/11 and prior GC 34090 documents 401-11 Encumbrance Files FIN 4 Years After Audit Electronic files FY10/11 and prior GC 34090 401-13 List of Demands FIN 4 Years After Audit Lists FY10/11 and prior GC 34090 401-14 Petty Cash Files FIN 4 Years After Audit Receipts,lists,log FY10/11 and prior GC 34090 401-16 Sales Tax FIN 4 Years After Audit Remittances,wire information,statements FY 10/11 and prior GC 34090 401-19 Financial Statements FIN 7 Years After Audit CAFR Reports FY08/09 and prior GC 34090& CCP 337 401-25 Vouchers and Voucher Register(Cash Disbursement FIN 4 Years After Audit A/P Checks,invoices FY10/11 and prior Journal) GC 34090 401-35 Internal Service Funds FIN 4 Years After Audit Quarterly Journal Reports FY10/11 and prior GC 34090 402-02 Daily Cash Receipts FIN 4 Years After Audit Receipts,reports FY10/11 and prior GC 34090 402-06 Business Licenses FIN 4 After Termination Applications,licenses,renewals and supporting 2012 and prior if GC 34090 documentation terminated 403-01 Bank Deposit Files FIN 4 Years After Audit Deposit slips and supporting documents FY10/11 and prior GC 34090 4 M M M 403-02 Bank Statements FIN 4 Years After Audit Statements FY 10/11 and prior GC 34090 403-03 Check Stubs,CancelledNoided Checks FIN 5 Years After Audit Payroll,cancelled&voided checks FY 09/10 and prior GC 34090 403-04 Signature Cards&Authority FIN 5 Years After Audit Logs FY 09/10 and prior GC 34090 403-05 Banking Service Files FIN 3 Years After Agreements,contacts 2013 and prior if Termination terminated GC 34090 403-06 Bank Reconciliation FIN 4 Years After Audit Statements,reconciliations,summaries, FY10111 and prior GC 34090 disbursements 403-07 Bank Proposals FIN Current+2 Proposals 2013 and prior GC 34090 403-08 A/P Checks FIN 4 Years After Audit Check copies,invoices,lists,supporting documents FY 10111 and prior GC 34090 404-02 Payroll Deductions FIN Current+2 Payroll Deductions only; 2013 and prior GC 34090 Benefit Reports Permanent P29 CFR 1627.3 404-03 Payroll System Reports FIN 6 Years After Audit Pay period summaries FY08/09 and prior GC 34090 404-04 Time Sheets FIN 6 Years After Audit Timesheets FY08 109 and prior GC 34090 404-06 Vacation&Sick Leave FIN,HR 4 Years After Audit Time Off Requests FY 10/11 and prior GC 34090 404-09 Unemployment Compensation Files FIN,HR 5 Years After Unemployment Tax Files 2011 and prior if Termination terminated GC 34090 404-15 Copies of Employee Paychecks&Direct Deposit Stubs FIN 5 Years After Audit Checks,direct deposit copies FY 09/10 and prior GC 34090 404-16 Workers Compensation FIN, HR 5 Years After Employee Works Comp Payroll Files 2011 and prior if Termination terminated GC 34090 408-05 Investment Information Files FIN 4 Years After Audit Investment Portfolios FY 10/11 and prior GC 34090 408-07 Administration FIN 4 Years After Audit Investment Documents FY 10/11 and prior GC 34090 - 408-09 Brokers/Dealers FIN Current+2 Bond Issuance 2013 and prior GC 34090 408-10 State of California Local Agency Investment Fund(LAIF) FIN 4 Years After Audit Investment Forms FY10/11 and prior GC 34090 409-01 Administration FIN 4 Years After Audit Revenue Documents FY10/11 and prior GC 34090 409-12 Transient Occupancy Tax(TOT) FIN 4 Years After Audit Remittance Packets/Receipts FY10111 and prior GC 34090 409-16 Documentary Transfer Tax FIN 4 Years After Audit Revenue Files FY70 111 and prior GC 34090 409-23 Gas Tax FIN 4 Years After Audit Bank Statements, Remittance Notices FY10111 and prior GC 34090 409-31 Parking Legal Citations FIN 4 Years After Closed Citations,general correspondence,lists,logs FY 10/11 and prior if GC 34090 closed 601-01 Purchase Orders FIN 4 Years After Audit Purchase orders and supporting documents FY 10111 and prior GC 34090 601-02 Product Services,Catalogs FIN Current+2 Catalogs 2013 and prior GC 34090 601-05 Department Requisition File FIN 5 Years After Audit Purchase Order Requisition Files FY 09/10 and prior GC 34090 5 601-13 Credit Applications FIN 4 Years After Audit Applications FY 10/11 and prior GC 34090 601-16 Consultant Information FIN Current+2 Reference papers 2013 and prior GC 34090 603-02 Fuel Records File(Gasoline,Oil,etc.) FIN Current+2 City vehicle fuel records 2013 and prior GC 34090 604-01 Salvage and Surplus Sales FIN Current+2 Years Lists,logs,reference papers,salvage/surplus items 2012 and prior after After Disposition and equipment disposition GC 34090 HUMAN RESOURCES DEPARTMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENTIRECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 202-01 Organization Planning(City of Temecula) HR Current+2 General Correspondence, reports,research 2013 and prior GC 34090 documents 305-02 Claims CC, FIN, HR 3 Years After Settled Claims,general correspondence,supporting 2013 and prior years after GC 34090 documents settled 404-06 Vacation&Sick Leave FIN,HR 4 Years After Audit General Correspondence,medical reports, FY 10/11 and prior GC 34090 request fors 404-09 Unemployment Compensation Files FIN,HR 5 Years After Claim fors,general correspondence 2011 and prior if Termination terminated GC 34090 404-16 Workers Compensation FIN,HR 5 Years After Claim forms,general correspondence,medical 2011 and prior if Termination reports terminated GC 34090 501-01 Individual Personnel Folders HR Closed+ 10 Benefit elections,general correspondence, 2005 and prior if closed GC 34090 evaluations,new hire paperwork,personnel actions,training certifi cates 505-01 Recruitment File HR After Closed+3 Applications,resumes,lists, logs,examination 2012 and prior if closed GC 34090 materials,examination answer sheets,job bulletins 505-02 Department of Motor Vehicles Driving Records(DMV) HR After Termination+3 Driving record reports 2012 and prior if GC 34090 terminated 505-04 Employment eligibility Verification HR After Termination+3 Form 1-9 certification and supporting 2012 and prior if GC 34090 documentation terminated 505-06 Job Applications HR Current+3 Applications,general correspondence, resumes 2012 and prior 29 CFR 1627.3 505-08 Recruitment Consultants HR After Closed+3 Agreement,scope of work,work product,reports 2012 and prior if closed GC 34090 511-02 City Sponsored Employee Activities(Team PACE) HR Current+2 Reference papers,notes 2013 and prior GC 34090 INFORMATION TECHNOLOGY DEPARTMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENT/RECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 1205-01 General Telephone IT Current+2 General Correspondence,lists,logs,notices, 2013 and prior GC 34090 reference papers,corresponding a erwork 1205-02 Cellular Telephone IT Current+2 General Correspondence,lists,logs,notices, 2013 and prior GC 34090 reference papers,corresponding paperwork 6 1205-03 Pacific Bell IT Current+2 General Correspondence,lists,logs,notices, 2013 and prior GC 34090 reference papers,corresponding a erwork 1205-04 Communication Facilities IT Current+2 General Correspondence,lists,logs,notices, 2013 and prior GC 34090 reference papers,corresponding a erwork 1206-01 Cable TV Reference Papers IT Current+2 General Correspondence, lists,logs,notices, 2013 and prior GC 34090 reference papers,corresponding a erwork PUBLIC WORKS DEPARTMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENT/RECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 606-04 Work Orders and Service Requests PW Current+2 Work orders,services requests and related 2013 and prior GC 34090 paperwork 1110-05 Street Maintenance and Repairs PW 3 Logs,reference papers 2013 and prior GC 34090 1120-02 Street Lighting Maintenance Files PW Current+2 Lags,reference papers 2013 and prior GC 34090 1160-06 Traffic Consultants PW Current+5 General Correspondence, reference papers 2011 and prior GC 34090 1403-05 Hazardous Waste and Materials Current+ 10 General Correspondence, reference papers,logs, 2005 and prior CAL OSHA;40 CFR reports 122.21 MISCJOTHER: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENT/RECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 1100 PUBLIC SERVICES AND PUBLIC RELATIONS 1130-02 Work Exchange Programs(Court Referral) Current+2 General Correspondence, reference papers 2013 and prior GC 34090 1130-03 Contribution Programs Current+2 General Correspondence, reference papers 2013 and prior GC 34090 1150-02 Animal Inoculations/Licensing Current+2 General Correspondence, reference papers 2013 and prior GC 34090 1150-04 Wild and Exotic Animals Current+2 General Correspondence, reference papers 2013 and prior GC 34090 1200 PUBLIC UTILITIES,COMMUNICATIONS,AND TRANSPORTATION 1202-02 Rules, Regulations, Rates&General Correspondence Current+2 General Correspondence,reference papers 2013 and prior GC 34090 1204-01 Water Services,General Current+2 General Correspondence,reference papers 2013 and prior GC 34090 1204-02 Water Meters Current+2 General Correspondence,reference papers 2013 and prior GC 34090 1204-03 Water Service Application Current+2 General Correspondence,reference papers 2013 and prior GC 34090 1204-04 Water Service Application—Temporary Current+2 General Correspondence,reference papers 2013 and prior GC 34090 1204-05 Deposits, Refunds and Rates Current+2 General Correspondence,reference papers 2013 and prior GC 34090 7 RECORD RECORD CATEGORY RECORD RETENTION DOCUMENT/RECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 1204-06 Water System Maintenance Current+2 General Correspondence, reference papers 2013 and prior GC 34090 1204-07 Water Conservation—Consumption Current+2 General Correspondence, reference papers 2013 and prior GC 34090 1207-07 City Bus Routes Current+2 General Correspondence, reference papers 2013 and prior GC 34090 1207-08 Taxi Service Current+2 General Correspondence,reference papers 2013 and prior GC 34090 1207-09 Horse Drawn Vehicles Current+2 General Correspondence,reference papers 2013 and prior GC 34090 1300 PUBLIC SAFETY 1301-05 Alarm Systems Current+2 General Correspondence,reference papers 2013 and prior GC 34090 1301-09 Juvenile Anti-Delinquency Programs Current+2 General Correspondence,reference papers 2013 and prior GC 34090 1301-11 Substance Abuse Current+2 General Correspondence,reference papers 2013 and prior GC 34090 1400 PARKS, RECREATION, ENVIRONMENTAL AND EDUCATION 1405-01 Temecula Valley Unified School District Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1405-02 Universities,College&Higher Education Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1405-03 Private&Christian Schools Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1405-04 High Schools Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1405-05 Murrieta Unified School District Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1500 GOVERNMENT ORGANIZATION AND OFFICES: General Correspondence,flyers,mailings,notices, INTERNATIONAL,NATIONAL AND LOCAL publications,etc. 1500-02 International City Managers Association(ICMA) Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1500-04 Technical Advisory Committee—March Air Force Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1501-00 Intergovernmental Agency&Organization Reference Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior Papers GC 34090 publications,etc. 1501-01 U.S.Department of Transportation Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1501-02 U.S.Department of Commerce-Bureau of Census Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1501-03 U.S.Post Office Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1501-04 National Flood Insurance Program Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1501-05 Internal Revenue Service Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 I publications,etc. 1501-06 Department of Interior Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1501-07 Federal Communications Commission Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 8 1501-08 Federal Budget Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1501-09 Equal Employment Opportunity(EEOC) Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1501-10 Federal Emergency Management Agency(FEMA) Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1501-11 Environmental Protection Agency Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1501-12 All American Cities Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1501-13 NAFTA Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1501-14 GFOA(Government Finance Officers Association) Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-01 Department of Real Estate Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-02 Air Resources Board Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-03 Alcoholic Beverage Control Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-04 Board of Equalization Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-05 Fair Political Practices Commission Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-06 Highway Patrol Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-07 Public Employees Retirement Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-08 Department of Forestry Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-09 Department of Industrial Relations/Prevailing Wage Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-10 Land Commission Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-11 Fish and Game Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-12 General Services Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-13 Controller Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-14 Department of Motor Vehicles Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-15 California Conservation Corps. Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-16 Office of Planning&Research—Newsletter Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-17 Department of Transportation Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-18 Transportation Commission Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-19 California Parks&Recreation Society Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1502-20 Workers Compensation Insurance Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 9 1502-21 Debt Advisory Commission(AB 1192) Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-22 California Energy Commission Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-23 Office of Management&Budget Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-24 Secretary of State Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-25 Industrial Development Financing Advisory Committee Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-26 State Department of Health Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-27 State Water Resources Commission&Control Board Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-28 Municipal Business Tax Association Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-29 Housing and Community Development Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-30 Office of Criminal Justice Planning Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-31 Employment Development Department Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-32 Water Quality Control Board Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-33 Geology&Mining Board Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-34 Department of Finance Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-35 Bureau of Automotive Repairs Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-36 Wildlife Conservation Board Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-37 California Department of Commerce Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-38 3CMA(City-County Communications&Marketing) Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-39 California Association for Local Economic Development Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior CALED GC 34090 publications,etc. 1502-40 California Redevelopment Association(CRA) Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-41 California Contract Cities Association Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-42 CSMFO(California Society of Municipal Finance Officers) Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-43 CMBTA(California Municipal Business Tax Association) Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-44 CAPPO(California Association of Purchasing Professionals Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior Asses) GC 34090 publications,etc. 1502-45 State Transportation Improvement Program (STIP) Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1502-46 Board of Governors Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1503-00 LAFCO—Local Agency Formation Commission Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1503-01 Intergovernmental Training&Development Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 10 1503-02 Water Agencies Associations Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1503-03 Mayors&Councilmembers of Riverside County Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1503-04 ARJIS(Area Regional Justice Information System) Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1503-05 Southern California Joint Powers Insurance Authority Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1503-06 League of California Cities and National League of Cities Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1503-07 Metropolitan Water District of Southern California Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1503-08 WRCOG(Western Riverside Council of Governments) Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1503-09 Inland Empire Relocation Group Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1503-10 SWRCoCC(Southwest Riverside County Care Coalition) Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1503-11 SCAG(Southern California Association of Governments) Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1503-12 Airport Land Use Commission Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1503-13 CARE(Coalition for a Reasonable Environment) Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1503-14 CVAG(Coachella Valley Association of Governments) Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1503-15 SANDAG(San Diego Association of Governments) Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1504-01 Riverside County General Correspondence,General Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1504-02 Assessor Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1504-03 Auditor and Controller Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1504-04 Board of Supervisors Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1504-05 Office of Disaster Preparedness Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1504-06 Flood Control/Water Conservation District Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1504-07 Housing and Community Development Department Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1504-08 Public Works Department Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1504-09 Registrar of Voters Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1504-10 Sheriff Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1504-11 Traffic Advisory Commission Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1504-12 Treasurer—Tax Collector Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1504-13 Public Health Services Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1504-14 Department of Transportation Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 11 1504-15 Department of Animal Control Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1504-16 Economic Development Program Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1504-17 Planning&Land Use Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1504-18 General Services Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 pubfications,etc. 1504-19 County Recorder&Clerk Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1504-20 Social Services Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1504-21 Library System Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1504-22 Parks and Recreation Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1504-23 Waste Management Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1504-24 Centennial Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1504-25 Riverside Operational Area Organization Current+2 General Correspondence,flyers,mailings,notices, 2013 and prior GC 34090 publications,etc. 1504-26 County Courts Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior GC 34090 publications,etc. 1504-27 Riverside County Abandoned Vehicle Service Authority Current+2 General Correspondence,flyers,mailings, notices, 2013 and prior AVA GC 34090 publications,etc. 12 In accordance with the City of Temecula Records Retention Schedule approved by City Council (CC Resolution No. 16 - ), the City records, documents, instruments, books or papers, described and listed above, have reached or exceeded the legal retention period, are permanently imaged, do not have a litigation hold, and are otherwise no longer required to be retained by the City. The department records are retained in accordance with applicable federal and state laws as set forth in the City of Temecula's current retention schedule. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and the City Attorney, these records will be properly destroyed or disposed of. RECORDS WITH A PERMANENT RETENTION: Authorization to destroy permanent records after imaging as listed on the current retention schedule: (Historical documents, vital records, documents involved in litigation or pending audit will not be destroyed). Imaging and indexing of these records have been quality checked; Images have been stored in the City's Imaging System; The imaged record becomes the official original record of the City and will be held in accordance of the City's Retention Schedule DEPARTMENT DIRECTOR APPROVAL: n 'ture Date City Manager r/ 3 Community Services Director Finance Director 3 /� Director of Public Works/City Engineer _ I r3 1t, Community Development Director !/ g zoo Human Resources Department Head /, A, Deputy Director of Information Technology CITY ATTORNEY/CITY CLERK APPROVAL: Signature D to City Clerk City Attorney/ I hereby certify that the records described above have been destroyed in accordance with the City's current Retention Schedule. Records were destroyed by a third party vendor and the Certificate of Destruction is attached. DESTRUCTION COMPLETED BY: Signature Date Records Manager 13