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Home My WebLink About17-02 CC Resolution ' RESOLUTION NO. 17-02 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 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 17-02 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 10th day of January, 2017. Maryann Edwards, Mayor ATTEST: ' and ity Clerk LSEAL] Resos 17-02 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. 17-02 was duly and regularly adopted by the City Council of the City of Temecula at a meeting thereof held on the 10th day of January, 2017, by the following vote: AYES: 5 COUNCIL MEMBERS: Comerchero, Naggar, Rahn, Stewart, Edwards NOES: 0 COUNCIL MEMBERS: None ABSTAIN: 0 COUNCIL MEMBERS: None ABSENT: 0 COUNCIL MEMBERS: None Randi Johl, City Clerk 1 Resos 17-02 3 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (U specified) LEGAL CITATION (Updated each 100 GENERAL ADMINISTRATIVE FILES January) 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 and General ALL N C+2 2014 and prior Correspondence Files GC 34090 101-02 Mail Log ALL N C+2 2014 and prior GC 34090 101-03 Telephone Record Books ALL N C+2 2014 and prior GC 34090 101-04 Suspense/Tickler Files ALL N C+2 2014 and prior GC 34090 101-05 Mailing Requests ALL N C+2 2014 and prior GC 34090 101-06 Calendars.Appointment Books,Scheduling ALL N C+2 2014 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 FIN Y P Permanent GC 34090 201-03 Civil Disturbance 8 Riot Files HR Y P Permanent GC 34090 201-04 Disaster Reporting Files HR Y P Permanent GC 34090 201-05 Civil Defense/Tenorism 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 5254 201-05 Emergency Management Training HR Y PUS+2 Until Superseded 202 1 ORGANIZATION PLANNING FILES GC 6254 202-01 1 Organization Planni (City of Temecula HR Y I C+2 See 504-06 for Charts 2014 and 'or LEGENDS: AA AFTERAUDIT AS AFTER SETTLED CL CLOSED P PERMANENT O/NR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adapted by CC Resolution No. 17-02, January 10, 2017 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 203 CITY PLANNING FILES "- 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 Minor Temporary Use Permit CSD,PLG N C+2 Master and Major TUP's See 203-48 2014 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 Inibal Study,Environmental PLG Y P Permanent Im ct Re port and Environmental GC 34090 LEGENDS: AA AFTERAUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D/NR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTERTERMINATION E ELECTION UD UNTILDISPOSED s SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 2 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Assessments January) 203-15 Comprehensive Sign Program PLO Y P Permanent GC 34090 203-16 Temporary Signs PLO N C+2 2014 and prior GC 34090d 203-17 Sign Permit PLO Y P Permanent GC 34090 203-19 Parcel Merger CC,PLO,PW Y P Permanent GC 34090 203-20 Home Occupation Permit PLO Y P Permanent GC 34090 203-21 Specific Plans/Specific Plan Amendments PLO Y P Permanent GC 34090 203-22 Certificate of Compliance CC,PLG,PW Y P Permanent GC 34090 203-23 Waivers of Final Map PLO Y P Permanent GC 34090 203-24 Development Plans PLO,PW Y P Permanent GC 34090 203-25 Second Unit Permit PLO Y P Permanent GC 34090 203-28 Development Agreements PLG Y P Permanent GC 34090 203-31 Landscape Agreements/Bonds/Plans PLO Y P Permanent GC 34090 203-32 Appeals PLO N C+2 2014 and prior GC 34090 203-35 Massage Establishment/Technician PLO N P Permanent GC 34090 203-36 Findings of Public Convenience or PLO Y P Permanent Necessity GC 34090 203-37 Development Impact Fee Reduction PLO Y P Permanent GC 34090 203-38 Extension of Time PLO Y P Permanent GC 34090 203-39 Habitat Acquisition Negotiations Strategy PLO Y P Permanent HANS GC 34090 203-40 Minor Exception PLO 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 S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 3 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER b RECORDS NUMBER (N speciMd) LEGAL CITATION (Updated each January) 203-41 Model Home Complex PLG Y P Permanent GC 34090 203-42 Pre-Application Review PLG Y P PermanBfit GC 34090 203-43 Residential Tract Product Review PLG Y P Permanent GC 34090 203-44 Vendors License PLG Y P Permanent OC 34090 203-05 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 203-48 Master/Major Temporary Use Permits and PLG Y P Permanent Special Events GC 34090 204 COMPUTER APPLICATIONS& DIRECTORIES 20401 Computer Files IT Y P Permanent GC 34090 20406 Council Meeting Media CC,IT N P Permanent GC 34090 20407 Meeting Audio Recordings ALL N C+2 2014 and prior GC 34090 205 BUDGET FILES 205-01 Budget Working Paper Files ALL N C+2 2014 and prior GC 34090 205-02 Proposed Budget ALL N C+2 2014 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 1 Stale Budget Information FIN N C+2 2014 and prior GC 34090 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D'NR DESTROY WHEN NO LONGER RELEVANT AC AFTERCLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adapted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER a RECORDS NUMBER (if specified) LEGAL CITATION (Updated each 206 REPORTING FILES January) 206-02 Comprehensive Annual Financial Reports FIN Y P Permanent (CAFR) GC 34090 206-04 State Controller's Report(City) FIN Y P Permanent GC 34090 206-05 Street Report(City) FIN Y P Permanent GC 34090 206-06 Statement of Indebtedness(RDA) FIN Y P Permanent GC 34090 206-07 State Controller's Report(RDA) FIN Y P Permanent GC 34090 206-08 State Controller's Report(TCSD) FIN Y P Permanent GC 34090 207 COST ANALYSIS STUDIES 207-01 Cost 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 Un61 Superseded GC 34090 208-07 Relocation Assistance,Rules&-Guidelines PLG N US Unfit 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 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DMR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 5 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 301-02 Conference and Meetings ALL N US Until Superseded GC 6254 301-03 Departmental Procedures ALL N US Until Superseded GC 6254 302 REPORTS MANAGEMENT FILES 303 FORMS MANAGEMENT FILES 303-01 Forms ALL N US Until Superseded GC 6254 304 RECORDS MANAGEMENT FILES 304-01 Filing Systems&Procedures(Includes 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 30405 Imaging/Micrographics Program CC N US Until Superseded GC 6254 30406 Department Transfer Lists CC Y P Permanent GC 6254 30407 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 Also see section 704-13 2014 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 FY11/12 and prior 4AA Journal entries 4AA GC 34090 CCP337 401-06 Accounts Payable FIN N 4 AA FYI 1/12 and prior GC 34090 401-07 Accounts Receivable FIN N 4 AA FYI 1/12 and prior GC 34090 401-10 Demands&Warrants FIN Y P Permanent LEGENDS: AA AFTERAUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTERTERMINATION E ELECTION UD UNTIL DISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER b RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Janus GC 34090 401-11 Encumbrance Files FIN N 4 AA FYI 1/12 and prior GC 34090 401-13 List of Demands FIN N 4 AA FYI 1/12 and prior GC 34090 401-14 Petty Cash Files FIN Y 4 AA FYI 1/12 and prior GC 34090 401-16 Sales Tax FIN N 4 AA Also see 409-11 FYI 1112 and prior GC 34090 401-18 Master Char)of Accounts FIN Y P Permanent GC 34090 401-19 Quarterly Financial Statements FIN Y 7AA FY09/10 and prior GC 34090& CCP 337 401-20 State Revenues FIN Y P Permanent OC 30090 401.21 Fiscal Analysis FIN Y P Permanent GC 34090 401-25 Vouchers and Voucher Register(Cash FIN 4 AA FYI 1/12 and prior Disbursement Journal) GC 34090 401-35 Internal Service Funds FIN N 4 AA FYI 1/12 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 FYI 1/12 and prior GC 34090 402-05 Permits and Permit Fees FIN Y P Permanent GC 34090 402-06 Business Licenses FIN N 4-AT 4AC/10 AC Renewals&Address Changes 4 AC 4 Years After GC 34090 Applications 10 AC TermlRatieR Closed/10 403 CITY BANKING FILES Years After Closed 403-01 Bank Deposit Files FIN N 4 AA FYI 1/12 and prior GC 34090 403-02 Bank Statements FIN N 4 AA FYI 1/12 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 S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 7 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 403-03 Check Stubs,Cancelled/Voided Checks FIN N 5 AA Includes payroll,cancelled&voided FY 10/11 and prior GC 34090 checks 403-04 Signature Cards&Authority FIN N 5 AA FY 10/11 and prior GC 34090 403-05 Banking Service Files FIN N 3 AT 3 Years After GC 34090 Termination 403-06 Bank Reconciliation FIN N 4 AA FY11/12 and prior GC 34090 403-07 Bank Proposals FIN N C+2 2014 and prior GC 34090 403-08 A/P Checks(Numerical Listing) FIN N 4 AA FY11/12 and prior 404 PAYROLL FILES GC 34090 404-01 Payroll-Files IRS Forms(W2's,W-4's,EDD, FIN N C+4 2012 and prior 941, 1099,etc.) GC 34090 CFR 1627.3 404-02 Payroll Deductions/Benefit Reports FIN N C+2/P Payroll Deductions C+2 2014 and GC 34090 Benefit Reports Permanent prior/Permanent P29 CFR 1627.3 404-03 Payroll System Reports FIN N 6 AA FY09/10 and prior GC 34090 404-04 Time Sheets FIN N 6 AA FY09/10 and prior GC 34090 404-06 Vacation&Sick Leave FIN,HR N 4 AA FY11/12 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 F4N N 5-AA-44A l=y.OW!9 1(911_and &G 34090 404-16 Workers Compensation FIN/HR N 5 AT 5 Years After GC 34090 Termination 405 BOND FILES 405-0 1 Bond Issue Files Y P Permanent 53921 & LEGENDS: AA AFTERAUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D/NR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED T TERM a Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER E RECORDS NUMBER (if speclflsd) LEGAL CITATION (Updated each January) CCP 337.5 405-09 Bonds,Development and Performance Y P Permanent 53921 & CCP 337.5 405-11 Redevelopment Agency Y P Permanent 53921 & CCP337.5 405-12 Temecula Community Services District CSD Y P Permanent 53921 8 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 Pernanenl 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 Compensabon 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 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 S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 9 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER 6 RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 406-04 Certificates of Deposit Information FIN Y P Permanent GC 34090 408-05 Investment Information Files FIN N 4 AA FYI 1/12 and prior GC 34090 408.06 Monthly Treasurer's Report FIN Y P Permanent GC 34090 408-07 Administration FIN N 4 AA FYI 1/12 and prior GC 34090 408-09 Brokers/Dealers FIN N C+2 2014 and prior GC 34090 40 8-10 State of California Local Agency Investment FIN N 4 AA FYI 1/12 and prior Fund LAIF GC 34090 408-11 Bank Investment Agreement FIN Y P Permanent GC 34090 409 REVENUE S,TAXATION Also see Section 401 409-01 Administration FIN N 4 AA FY11 112 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 40910 Property Tax FIN N P Permanent GC 34090 40911 Sales Tax FIN N P Also see 401-16 Permanent GC 34090 40912 Transient Occupancy Tax(TOT) FIN N 4 AA FYI 1/12 and prior GC 34090 40915 TCSD Fees FIN Y P Permanent GC 34090 40916 Documentary Transfer Tax FIN N 4 AA FYI 1/12 and prior GC 34090 409-17 Temecula Public Financing Corporation FIN Y P Permanent GC34090 409.18 Grams FIN Y P Permanent GC 34090 LEGENDS: AA AFTERAUDr AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 409-23 Gas Tax FIN N 4 AA FY11/12 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 County Revenues,Other FIN Y P Permanent GC 34090 409-29 State Revenues,Other FIN Y P Permanent GC 34090 409-30 Measure FIN Y P Permanent GC 34090 40931 Parking Legal Citations FIN N 4AC 4 Years After Closed GC 34090 410 ECONOMIC DEVELOPMENT 410-01 Loans 8 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 2014 and prior Showcases GC 34090 410-04 Economic Development Committees& ED Y P Permanent Other Agencies 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 Soo PERSONNEL,SALARY&BENEFITS, CLASSIFICATION, RECRUITMENT, TESTING,TRAINING, MEDICAL, COMPLIANCE,SAFETY,INCINTIVES& AWARDS 501 PERSONNEL RECORDS 501-01 Individual Personnel Folders HR N CL S +10 2006 and prior upon GC 34090, 12946 separation if cloged 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 S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 11 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 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) 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 502-07 Management Compensation Plan HR Y P Permanent GC 34080 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 34D90 504-07 Grievances,Complaints and Investigations HR AS*30 30 Years After Settled GC 34090 PC832.5 505 RECRUITMENT 505-01 Recruitment File HR N AC+3 2013 and prior if closed GC 34090 505-02 Department of Motor Vehicles Driving HR N AT+3 2013 and prior after Records(DMV) GC 34090 termination 505-04 Employment Eligibility Verification HR N AT+3 2013 and prior after GC 34090 termination 505-06 Job Applications HR N C+3 2013 and prior 29 CFR 1627.3 505-08 Recruitment Consultants HR N AC+3 2013 and prior if closed GC 34090 507 TRAINING FILES 507-03 Employee Training HR N P Permanent GC 34090 506 WORKERS COMP 508-02 Workers Compensation HR Y AT+30 30 Years After CCR 14311; Termination 15400.2; CA Labor Code 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 S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 12 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD I RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER 8 RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Janus 110.139.6 50 8-04 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(EED,SCO,OSHA, HR Y P Permanent etc.) GC 34090 510 SAFETY FILES 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 34OW 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 2014 and prior PACE) GC 34090 600 PURCHASING,CONTRACTING, EQUIPMENT AND SERVICE FILES 601 PURCHASING FILES 601-01 Purchase Orders FIN N 4 AA FYI 1/12 and prior GC 34090 601-02 Product,Services,Catalogs FIN N C+2 2014 and prior GC 34090 601-03 Bid Files CC N P Successful Successful Permanent and fled with Permanent 4 Unsuccessful Contract;Unsuccessful 4 years Successful:2013 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 10111 and prior GC 34090 601.06 Purchasing Policy and Procedures FIN N US Until Superseded LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D/NR DESTROY WHEN NO LONGER RELEVANT AC AFTERCLOSED AT AFTER TERMINATION E ELECTION LID UNTIL DISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Janus GC 6254 601-06 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 FY11/12 and prior GC 34090 601-15 RFO's/RFP's ALL N 3 Successful 2014 and prior 2 Unsuccessful Successful;2012 and GC 34090 prior Unsuccessful 601-16 Consultant Information FIN N C+2 2014 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 2014 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&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 2014 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 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERIw1NENT O'NR DESTROY WHEN NO LONGER RELEVANT AC AFTERCLOSED AT AFTERTERMINATION E ELECTION UO UNTILDISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 14 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 604-01 Salvage and Surplus Sales FIN N C+g 2 AD 2013 and prior after 805 PUBLICATION AND PRINTING FILES GC 34090 disposition 605.01 Proof of Publication CC Y C+3 2013 and prior GC 34090,CCP 343,349 GC 911.2 605.02 Minority Publication List CC Y P Permanent GC 34090 806 EQUIPMENT LOG,SERVICE RECORDS and WORK ORDERS 606-01 Equipment Instruction and Information ALL N C+2 AD 2014 and prior after GC 34090 disposition 606-02 Equipment Log Book Files ALL N C+2 AD 2014 and prior after GC 34090 disposition 60603 Equipment Service Records&Equipment ALL N C+2 AD 2014 and prior after Maintenance GC 34090 disposition 606-04 Work Orders and Service Requests PW N C+2 2014 and prior 807 SERVICES CONTRACTED GC 34090 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 1 image for reference purposes only 701-05 Council Resolutions CC Y P Originals may not be destroyed; Permanent GC 34090 ima a for reference u oses only 701.06 Board,Committee,Commission&Agency CC Y P Originals may not be destroyed; Permanent Minutes GC 34090 image for reference purposes only 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 S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD -- RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 701-07 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 Successful/2014 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 2014 and prior Corres andence includes Brown Act GC 6254 701-12 Federal Legislative Information& CC N C+2 2014 and prior Cones andence GFOA GC 34090 701-13 Legislative Studies,Analysis,Mandates and CC Y P Permanent Districts GC 34090 701-14 Municipal Code CC Y P Replace superseded cap s pages; Permanent GC 34090 Code and Insertion Guides permanent 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 2014 and prior GC 34090 701-17 Certificates,Presentations&Proclamations CC N C+2 Historical value 2014 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&History of Elected CC Y P Do not destroy original Permanent Officials GC 34090 702 ELECTION FILES E702O2 Election Ref erence Papers CC N E+2 2014 and prior GC 34090 Oaths of Office CC Y T+6 Termination+6 GC 34090,29 USC 1113 Election Operational Files CC Y P Permanent LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D/NR DESTROY WHEN NO LONGER RELEVANT AC AFTERCLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED 5 SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 16 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 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) 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 PIE+3 5 Elected permanent Elected-Permanent FPPC Form 400 Series 8 501 GC81009(b) Non-Elected Election+z 5 Non-Elected 2010 GC81009(c) Misc. Individuals/Committees C+7 prior Must Retain in Paper Form for 2 Years 702.10 Annexation,Consolidation 8 Boundary Files CC Y P Permanent GC 34090 a 702-11 Initiatives,Referendum and Recall General CC Y C+2 2014 and prior Correspondence GC 34090 702-12 Initiatives,Referendum and Recall Petitions CC Y CL+8 months April 2016 and prior EC 17200, 17400; GC 7253.5 EC 14700+ GC3756:8 702-13 AB 1234 Ethics Training CC N 5Y After Training 5 Years After Training 2010 and prior GC 53235.2 703 LEGAL 703-01 Request for Records CC Y CL+2 2014 and prior if dosed 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/Foredosure Notices CC Y P Permanent GC 34090 703-08 Subpoenas CC N C+2 2014 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 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 UNTIL DISPOSED S SEPERATION AD AFTERDISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 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 704-03 Notice To Comply Files CC,CE Y P Permanent GC 34090 704-04 Affidavits Files CC N CL+5 2012 and prior GC 34090 704-05 Judgment Files CC Y P Permanent GC 34D90 704-08 Rent Control CC Y P Permanent GC 34090 704-07 Statements of Economic Interest CC N AF C+7 2010 and prior aAer FPPC Form 700 E+5 19"Rat OR,2Q!1 aRA GC 81009(exf)(g) C+7 Employees 8 Non-Elected 84ggg(b) C+4 Elected(Originals filed With FPPC) 83 Must Retain in Paper Form for 2 Years GC 87200 C+4 704-08 Conflict of Interest Code CC Y P Permanent GC 34090.7 704-09 Garnishment 8 Levies CC Y P Permanent GC 34090 704-10 Code Enforcement Cilations/Liens CC N 3 AS/P Liens Permanent Citations 2013 after GC 34090 settled;liens permanent 704-12 City Attorney Correspondence(General) ALL Y C+2 2014 and prior /Closed Session Materials GC 34090 704-13 Claims Against the City CC N 3 AS 2013 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 Pefitions/Protests(See 702- CC N C+2 2014 and prior 12 for election petiti ons) GC 34090,50115 704-22 FPPC Form 800 Series CC Y C+7 Must Retain in Paper Form for 2 Years 2010 and prior GC 34090,GC 81009 705 ASSESSMENT/SPECIAL DISTRICTS 705-01 AssessmentiSpecial Districts Y P Permanent GC 34090 705.02 AD 159 Y I P Permanent LEGENDS: M AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DNR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION Up UNTIL DISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM to Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 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 705-03 AD 161 Y P Permanent GC 34090 705-05 Temecula Community Services District CSD Y P Permanent GC 34090 705-07 Redevelopment Agency Y P Permanent GC 34090 705.09 CSA 143 Y P Permanent GC 34090 705.11 AD 155 Y P Permanent GC 34090 705-12 Industrial Development Authority(IDA) Y P Permanent GC 34090 800 ENGINEERING,CONSTRUCTION, BUILDING AND CAPITAL PROJECTS 801 GENERAL ENGINEERING 801-00 Reference Papers PW Y P Permanent GC 34090 801-01 Improvement Plans-Water PW Y P Permanent GC 34090 801-02 Improvement Plans-Sewer PW Y P Permanent GC 34090 801-03 Improvement Plans-Storm Drain PW Y P Permanent GC 34090 801-04 Improvement Plans-Street(AII 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 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 S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 19 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 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 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 Specifications for Public Works GC 34090 805-06 Building Codes BS Y P Permanent GC 34090 805-07 Building Permits BS Y P Permanent GC 34090 805-08 Building Plans BS Y P For life of structure Permanent GC 34090 H&S 19650 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 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTERCLOSED AT AFTERTERMINATION E ELECTION ED UNTILDISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 20 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January '0 2017 CC Meeting RECORD - - RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 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 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 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D/NR DESTROY WHEN NO LONGER RELEVANT AC AFTERCLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 1002-08 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 1003-02 Sphere of Influence PLG Y P Permanent GC 34090 1100 PUBLIC SERVICES AND PUBLIC RELATIONS 1110 STREET MAINTENANCE AND IMPROVEMENT FILES 1110-01 Street Improvement PW Y P Permanent GC 34090 1110-02 Off-Site Plans(Ramps,Sidewalks,Curbs, 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 1110-08 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 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 S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 22 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD - - RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 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 2014 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 2014 and prior GC 34090 1130-02 Work Exchange Programs(Court Referral) N C+2 2014 and prior GC 34090 1130-03 Contribution Programs N C+2 2014 and prior GC 34090 1130-04 Special Events Permits CSD N C+2 2014 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 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 S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 23 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (If specified) LEGAL CITATION (Updated each January) 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 1130 ANIMAL CONTROL FILES 1150-01 Animal Control Correspondence CE,CM N C+2 2014 and prior GC 34090 1150-02 Animal Inoculations/Licensing N/A N C+2 2014 and prior GC 34090 1150-03 Animal Control Legal Citation Hearings CE,CM N C+2 2014 and prior GC 34090 1150-04 Wild and Exotic Animals N C+2 2014 and prior GC 34090 1150-05 Animal Control Facilities Y P Permanent GC 34090 1100 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 2012 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 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTERCLOSED AT AFTERTERMINATION E ELECTION UO UNTILDISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 24 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD -- RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Januar 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 1170-03 Sewer System Maintenance N US Until Superseded GC 34090 1170-04 Solid Waste Management N US Until Superseded GC 34090 1170-05 Drainage Correspondence N US Until Superseded GC 34090 1170-06 Septic System N US Until Superseded GC 34090 1170-07 Refuse Collection/Haulers N US Until Superseded GC 34090 1170-08 Sewage Treatment/Water Reclamation N US Until Superseded GC 34090 1170-09 Storm Drains and Flood Control N US Until Superseded GC 34090 1170-10 Sewer Facilities N US Until Superseded GC 34090 1170-11 Sewer District Annexation N US Until Superseded GC 34090 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 S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED T TERM 25 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 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 2034 2015 and prior Consumer) GC 34090,945.6 after settled CCP338,342 1180-04 Press Releases ALL N C+2 Selected releases for historical value 2014 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 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 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D/NR DESTROY WHEN NO LONGER RELEVANT AC AFTERCLOSED AT AFTERTERMINATION E ELECTION LID UNTILDISPOSED s SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 26 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 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 1160-18 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 2014 and prior Correspondence GC 34090 1202-03 Easements Granted TO Southern California Y P Permanent Edison GC 34090 1202-04 Facilities Y P Permanent OC 34090 1204 WATER SERVICE FILES 1204-01 Water Services,General N C+2 2014 and prior GC 34090 1204-02 Water Meters N C+2 2014 and prior GC 34090 1204-03 Water Service Application N C+2 2014 and prior GC 34090 1204-04 Water Service Application—Temporary N C+2 2014 and prior GC 34090 1204-05 Deposits,Refunds and Rates N C+2 2014 and prior GC 34090 1204-06 Water System Maintenance N C+2 2014 and prior GC 34090 1204-07 Water Conservation—Consumption N C+2 2014 and prior GC 34090 1204-08 Water Mains N P 1 Historical value Permanent LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION LID UNTIL DISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 27 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 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 1204-09 Reservoirs and Dams N P Historical value Permanent GC 34090 1205 TELEPHONE FILES 1205-01 General Telephone IT N C+2 2014 and prior GC 34090 1205-02 Cellular Telephone IT N C+2 2014 and prior GC 34090 1205-03 Pacific Bell IT N C+2 2014 and prior GC 34090 1205-04 Communication Facilities IT N C+2 2014 and prior GC 34090 1206 CABLE TELEVISION FILES 1206-01 Cable TV Reference Papers IT N C+2 2014 and prior GC 34090 1206-02 Cable TV Franchise IT Y P Permanent GC 34090 1207 TRANSPORTATION FILES 1207-01 Transit Service Reference Papers/Reports CSD Y P Permanent GC 34090 1207-02 Dial-A-Ride Y P Permanent GC 34090 1207-03 County Transportation System Y P Permanent GC 34090 1207-04 Cal Trans Ride Sharing Y P Permanent GC 34090 1207-05 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 2014 and prior GC 34090 1207-08 Taxi Service N C+2 2014 and prior GC 34090 1207-09 Horse Drawn Vehicles N C+2 2014 and prior GC 34090 1300 PUBLIC SAFETY FILES 130 1 r1 PUBLIC SAFETY 301-Ot I Law Enforcement CM Y P Permanent LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 28 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each Januar ) GC 34090 1301-02 Public Safety,General CE,CM N C+2 2014 and prior GC 34090 1301-03 Crime Reports N C+3 2013 and prior GC 34090 1301-04 Sheriffs Department Quarterly Reports Y P Permanent GC 34090 1301-05 Alarm Systems N C+2 2014 and prior GC 34090 1301-06 Vehicle Code Enforcement CE N C+2 2014 and prior GC 34090 1301-07 Crossing Guard File N C+2 2014 and prior GC 34090 1301-08 Abandoned Vehicles&Houses CE N C+2 2014 and prior GC 34090 1301-09 Juvenile Anti-Delinquency Programs N C+2 2014 and prior GC 34090 1301-10 Accident Reports CSD, HR Y P Permanent GC 34090 1301-11 Substance Abuse N C+2 2014 and prior GC 34090 1301-12 Fire Arts License/Permits N P Permanent GC 34090 1301-13 Border Patrol CC,CM N C+2 2014 and prior GC 34090 1302 FIRE DEPARTMENT 1302-02 Emergency Medical Service CC Y P Permanent GC 34090 1302-04 Fire Department Correspondence CC Y C+2 2014 and prior GC 34090 1302-06 Fire Department Facilities CC V P Permanent GC 34090 1302-08 Fire Permit Files FP V P Permanent GC 34090 1400 PARKS, RECREATION, ENVIRONMENTAL AND EDUCATION FILES 1401 PARKS AND FACILITIES 1401-00 Community Service Rules&Re ulabons CSD Y P Permanent LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D/NR DESTROY WHEN NO LONGER RELEVANT AC AFTERCLOSED AT AFTERTERMINATION E ELECTION UD UNTILDISPOSED 5 SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 29 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD _ RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 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 1401-06 City Hall Facilities PW Y P Permanent GC 34090 Ml-09 Senior Center CSD Y P Permanent GC 34090 1401-10 Recreation Forms(Liability Waivers, I CSD N C+2 2014 and prior Registrations,Park/Facility Rentals,S GC 34090 Sheets,Rosters,Parental Consent, Registration Receipt,Vendor Application, etc. 1102 CULTURAL RECREATION FILES 1402-01 Performing Arts CSD Y P Permanent GC 34090 1402-02 Library CSD Y P Permanent GC 34090 1402-03 Museums CSD Y P Permanent GC 34090 1402-04 Tourism&Visitors Center Y P Permanent GC 34090 1402-05 Cultural Reports and Studies CSD Y P Permanent GC 34090 1103 ENVIRONMENTAL FILES 1403-01 Community Design Manual Y P Permanent GC 34090 1403-02 Proposed Landsca Ing Guidelines Y P Permanent LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTERTERMINATION E ELECTION UO UNTILDISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 30 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD - RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER 8 RECORDS NUMBER (if specified) LEGAL CITATION U ( pdated each January) 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+110 2006 and prior CAL OSHA;40 CFR 122.21 1403-06 Weed Abatement CE N CL+2 2014 and prior if closed GC 34090 1403-07 Resource Conservation Areas Y P Permanent GC 34090 1403-08 Energy Conservation Y P Permanent GC 34090 1403-09 City-Wide Clean-up Campaigns Y P Permanent GC 34090 1403-10 Noise Pollution Y P Permanent GC 34090 1403-11 Tree Trimming and Removal Y P Permanent GC 34090 1403-12 Recycling Y P Permanent GC 34090 1403-13 Safe Drinking Water Act Y P Permanent GC 34090 1403-14 Congestion Management Y P Permanent GC 34090 1403-15 Stephen's Kangaroo Rat Mitigation Y P Permanent GC 34090 1403-16 Multi-Species Habitat Conservation Plan Y P Permanent GC 34090 1403-17 CEQA Y P Permanent GC 34090 1403-18 Landfills Y P Permanent GC 34090 1403-19 Erosion Control Plans Y P Permanent GC 34090 1403-20 Earthquake Standards/Hazardous Buildings Y P Permanent GC 34090 1403-21 Mining Projects Y P Permanent 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 S SEPERATION AD AFTERDISPOSITION C CURRENT L LIFE US UNTILSUPERSEDED T TERM 31 Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD I RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if Specified) LEGAL CITATION (Updated each January) 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 2014 and prior GC 34090 1404-02 Equipment Rental CSD N C+2 2014 and prior GC 34090 1404-03 Recreation Programs CSD N C+2 2014 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 1404-08 Parades CSD N C+2 Also see Special Events 1180.13 2014 and prior GC 34090 1404-07 Skateboarding/Rollerblading CSD N C+2 2014 and prior GC 34090 1405 EDUCATION FILES 1405-01 Temecula Valley Unified School District N C+2 2014 and prior GC 34090 1405-02 Universities,College&Higher Education N C+2 2014 and prior GC 34090 1405-03 Private 8 Chrislian Schools N C+2 2014 and prior GC 34090 1405-04 High Schools N C+2 2014 and prior GC 34090 1405-05 Murieta Unified School District N C+2 2014 and prior GC 34090 1500 GOVERNMENT ORGANIZATIONS AND OFFICES: INTERNATIONAL,NATIONAL AND LOCAL 1500.02 International City Managers Association N C+2 2014 and prior ICMA GC 34090 1500-03 International/Vs.Sister Cities Ofga nizafion CM,CSD N C+2 2014 and prior LEGENDS: AA AFTERAUDIT AS AFTER SETTLED CL CLOSED P PERMANENT D/NR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UO UNTIL DISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 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 1500-04 Technical Advisory Committee—March Air N C+2 2014 and prior Force GC 34090 1501 UNITED STATES OFFICES AND ORGANIZATIONS 1501-00 Intergovernmental Agency&Organization N C+2 2014 and prior Reference Papers GC 34090 1501-01 U.S.Department of Transportation N C+2 2014 and prior GC 34090 1501-02 U.S.Department of Commerce-Bureau of N C+2 2014 and prior Census GC 34090 1501-03 U.S.Post Office N C+2 2014 and prior GC 34090 1501-04 National Flood Insurance Program N C+2 2014 and prior GC 34090 1501-05 Internal Revenue Service N C+2 2014 and prior GC 34090 1501-05 Department of Interior N C+2 2014 and prior GC 34090 1501-07 Federal Communications Commission N C+2 2014 and prior GC 34090 1501-06 Federal Budget N C+2 2014 and prior GC 34090 1501-09 Equal Employment Opportunity(EEOC) N C+2 2014 and prior GC 34090 1501-10 Federal Emergency Management Agency N C+2 2014 and prior FEMA GC 34090 1501-11 Environmental Protection Agency N C+2 2014 and prior GC 34090 1501-12 All American Cities N C+2 2014 and prior GC 34090 1501-13 NAFTA N C+2 2014 and prior GC 34090 1501-14 GFOA(Government Finance Officers N C+2 2014 and prior Association) GC 34090 1502 CALIFORNIA OFFICES AND ORGANIZATIONS 1502-01 Department of Real Estate N C+2 2014 and prior GC 34090 LEGENDS: AA AFTERAUDIT AS AFTERSETTLED CL CLOSED P PERMANENT D(NR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM sib Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 1502-02 Air Resources Board N C+2 2014 and prior GC 34090 1502-03 Alcoholic Beverage ConVOI N C+2 2014 and prior GC 34090 1502-04 Board of Equalization N C+2 2014 and prior GC 34090 1502-05 Fair Political Practices Commission N C+2 2014 and prior GC 34090 1502-06 Highway Patrol N C+2 2014 and prior GC 34090 1502-07 Public Employees Retirement N C+2 2014 and prior GC 34090 1502-08 Department of Forestry N C+2 2014 and prior GC 34090 1502-09 Department of Industrial N C+2 2014 and prior Relations/Prevailing Wage GC 34090 1502-10 Land Commission N C+2 2014 and prior GC 34090 1502-11 Fish and Game N C+2 2014 and prior GC 34090 1502-12 General Services N C+2 2014 and prior GC 34090 1502-13 Controller N C+2 2014 and prior GC 34090 1502-14 Department of Motor Vehicles CE N C+2 2014 and prior GC 34090 1502-15 California Conservation Corps. N C+2 2014 and prior GC 34090 1502-16 Office of Planning&Research—Newsletter N C+2 2014 and prior GC 34090 1502-17 Department of Transportation N C+2 2014 and prior GC 34090 1502-18 Transportation Commission N C+2 2014 and prior GC 34090 1502-19 California Parks&Recreation Society CSD N C+2 2014 and prior GC 34090 1502-20 Workers Compensation Insurance N C+2 2014 and prior GC 34090 1502-21 Debt Advisory Commission A8 1192 N C+2 2014 and rior LEGENDS: AA AFTERAUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DINR DESTROY WHEN NO LONGER RELEVANT AC AFTERCLOSED AT AFTERTERMINATION E ELECTION UD UNTILDISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE NOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) GC 34090 1502-22 California Energy Commission N C+2 2014 and prior GC 34090 1502-23 Office of Management&Budget N C+2 2014 and prior GC 34090 1502-24 Secretary of State N C+2 2014 and prior GC 34090 1502-25 Industrial Development Financing Advisory N C+2 2014 and prior Committee GC 31090 1502.26 State Department of Health N C+2 2014 and prior GC 34090 1502.27 Slate Water Resources Commission& N C+2 2014 and prior Control Board GC 34090 1502-28 Municipal Business fax Association N C+2 2014 and prior GC 34090 1502-29 Housing and Community Development N C+2 2014 and prior GC 34D90 1502-30 Office of Criminal Justice Planning N C+2 2014 and prior GC 34090 1502-31 Employment Development Department N C+2 2014 and prior GC 34090 1502-32 Water Quality Control Board N C+2 2014 and prior GC 34090 1502-33 Geology&Mining Board N C+2 2014 and prior GC 34090 1502-34 Department of Finance N C+2 2014 and prior GC 34090 1502-35 Bureau of Automotive Repairs N C+2 2014 and prior GC 34090 1502-36 Wildlife Conservation Board N C+2 2014 and prior GC 34090 1502-37 Califomia Department of Commerce N C+2 2014 and prior GC 34090 1502-38 3CMA(City-County Communications& N C+2 2014 and prior Marketing) GC 34090 1502-39 California Association for Local Economic N C+2 2014 and prior Development(CAL D) GC 34090 1502-40 Califomia Redevelopment Association N C+2 2014 and prior CRA GC 34090 LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DMR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER & RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) 150241 California Contract Cities Association N C+2 2014 and poor GC 34090 150242 CSMFO(California Society of Municipal N C+2 2014 and prior Finance Officers) GC 34090 150243 CMBTA(California Municipal Business Tax N C+2 2014 and prior Association) GC 34090 1502-44 CAPPO(California Association of N C+2 2014 and prior Purchasing Professionals Assc.) OC 34090 150245 State Transportation Improvement Program N C+2 2014 and prior STIP GC 34090 150246 Board of Governors N C+2 2014 and prior GC 34090 1503 REGIONAL ORGANIZATIONS 1503-00 LAFCO-Local Agency Formation N C+2 2014 and prior Commission GC 34090 1503-01 Intergovernmental Training&Development N C+2 2014 and prior GC 34090 1503-02 Water Agencies Associations N C+2 2014 and prior GC 34090 1503-03 Mayors&Councilmembers of Riverside N C+2 2014 and prior County GC 34090 1503-04 ARJIS(Area Regional Justice Information N 2014 and prior System) C+2 GC 34090 1503-05 Southern California Joint Powers Insurance N C+2 2014 and prior Authority GC 34090 1503-06 League of California Cities and National N C+2 2014 and prior League of Cities GC 34090 1503-07 Metropolitan Water District of Soutltem N C+2 2014 and prior California GC 34090 1503-08 WRCOG(Western Riverside Council of N C+2 2014 and prior Governments) GC 34090 1503-09 Inland Empire Relocation Group N C+2 2014 and prior GC 34090 1503-10 SWRCoCC(Southwest Riverside County N C+2 2014 and prior Care Coalition) GC 34090 1503-11 SCAG(Southern California Associafion of N C+2 2014 and prior Governments) GC 34090 1503-12 Airport Land Use Commission N C+2 2014 and prior LEGENDS: AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DNIR DESTROY WHEN NO LONGER RELEVANT AC AFTERCLOSED AT AFTERTERMINATION E ELECTION Up UNTILDISPOSED S SEPERATION AD AFTERDISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 CC Meeting RECORD RETENTION DATES � SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS OF FILE HOLDER 3 RECORDS NUMBER (if specified) LEGAL CITATION (Updated each January) GC 34090 1503-13 CARE(Coalition for a Reasonable N C+2 2014 and prior Environment) GC 34090 1503-14 CVAG(Coachella Valley Association of N C+2 2014 and prior Governments) GC 34090 1503-15 SANDAG(San Diego Association of N C+2 2014 and prior Governments) GC 34090 1504 RIVERSIDE COUNTY FILES 1504-01 Riverside County Correspondence,General N C+2 2014 and prior GC 34090 1504-02 Assessor N C+2 2014 and prior GC 34090 1504-03 Auditor and Controller N C+2 2014 and prior GC 34090 1504-04 Board of Supervisors N C+2 2014 and prior GC 34090 1504-05 Office of Disaster Preparedness N C+2 2014 and prior GC 34090 1504.00 Flood Control/Water Conservation District N C+2 2014 and prior GC 34090 1504-07 Housing and Community Development N C+2 2014 and prior Department GC 34090 1504-08 Public Works Department N C+2 2014 and prior GC 34090 1504-09 Registrar of Voters N C+2 2014 and prior GC 34090 1504.10 Sheriff N C+2 2014 and prior GC 34090 150411 Traffic Advisory Commission N C+2 2014 and prior GC 34090 150412 Treasurer-Tax Collector N C+2 2014 and prior GC 34090 1504-13 Public Health Services N C+2 2014 and prior GC 34090 150414 Department of Transportation N C+2 2014 and prior GC 34090 150415 Department of Animal Control N C+2 2014 and prior GC 34090 150416 Economic Development Program N C+2 2014 and prior LEGEND& AA AFTER AUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DMR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM Exhibit A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 17-02, January 10, 2017 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 1504-17 Planning&Land Use N C+2 2014 and prior GC 34090 1504-18 General Services N C+2 2014 and prior GC 34090 1504-19 County Recorder&Clerk N C+2 2014 and prior GC 34090 1504-20 Social services N C+2 2014 and prior GC 34090 1504-21 Library System N C+2 2014 and prior GC 34090 1504-22 Parks and Recreation N C+2 2014 and prior GC 34090 150423 Waste Management N C+2 2014 and prior GC 34090 150424 Centennial N C+2 2014 and prior GC 34090 150425 Riverside Operational Area Organization N C+2 2014 and prior GC 34090 150426 County Courts N C+2 2014 and prior GC 34090 150427 Riverside County Abandoned Vehicle CE N C+2 2014 and prior Service Authority AVA GC 34090 LEGENDS: AA AFTERAUDIT AS AFTER SETTLED CL CLOSED P PERMANENT DMR DESTROY WHEN NO LONGER RELEVANT AC AFTER CLOSED AT AFTER TERMINATION E ELECTION UD UNTIL DISPOSED S SEPERATION AD AFTER DISPOSITION C CURRENT L LIFE US UNTIL SUPERSEDED T TERM 38 Exhibit B CITY OF TEMECULA 2017 Annual Records Destruction ALL DEPARTMENTS: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENTIRECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 101-01 Chronological Files and General Correspondence Files ALL Current+2 General Correspondence 2014 and prior GC 34090 101-02 Mail Log ALL Current+2 Logs 2014 and prior GC 34090 101-03 Telephone Record Books ALL Current+2 Books,notes 2014 and prior GC 34090 101-04 Suspense Files ALL Current+2 General Correspondence 2014 and prior GC 34090 101-05 Mailing Requests ALL Current+2 General Correspondence,requests 2014 and prior GC 34090 101-06 Calendars,Appointment Books,Scheduling ALL Current+2 General Correspondence,logs,books GC 34090 204-07 Meeting Audio Recordings ALL Current+2 Meeting audio 2014 and prior GC 34090 205-01 Budget Working Paper Files ALL Current+2 Drafts,general correspondence,working papers 2014 and prior GC 34090 205-02 Proposed Budget ALL Current+2 Proposed budget documents 2014 and prior GC 34090 601-15 RFQ's/RFP's ALL 3 Successful Requests for Quotes/Proposals,supporting 2014 and prior 2 Unsuccessful documents,lists,logs Successful;2012 and GC 34090 prior Unsuccessful 606-01 Equipment Instruction and Information ALL Current+2 After Booklets,information,instructions 2014 and prior after Disposition disposition GC 34090 606-02 Equipment Log Book Files ALL Current+2 After Logs 2014 and prior after Disposition disposition GC 34090 606-03 Equipment Service Records&Equipment Maintenance ALL Current+2 After Service and/or maintenance records 2014 and prior after Disposition disposition GC 34090 704-12 City Attorney Correspondence(General)/Closed Session ALL Current+2 General Correspondence 2014 and prior Materials GC 34090 1180-03 Public Inquiry and Complaints(Except Consumer) ALL 2 After Settled Complaints and inquiries 2015 and prior after GC 34090 settled 1180-04 Press Releases ALL Current+2 Press Release copies,General Correspondence 2014 and prior GC 34090 CITY CLERK DEPARTMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENTIRECORD TYPE " RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 305-02 Claims CC, FIN 3 After Settled Claims,general correspondence,supporting 2014 and prior years after GC 34090 documents settled 1 601-03 Bid Files cc 4 Unsuccessful Unsuccessful bids,general correspondence and 2013 and prior CCP 337.5 supporting documents Unsuccessful 602-02 Contracts and Agreements General Correspondence CC Current+2 General Correspondence 2014 and prior GC 34090 605-01 Proof of Publication CC Current+3 Proof of Publication for notices of public hearings, 2013 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/2014 and prior Unsuccessful Unsuccessful GC 34090 701-11 State Legislative Information&General Correspondence cc Current+2 General Correspondence and reference papers 2014 and prior Includes Brown Act GC 6254 701-12 Federal Legislative Information&General Correspondence Cc Current+2 General Correspondence and reference papers 2014 and prior GFOA GC 34090 701-16 Meeting Notifications&Public Hearings cc Current+2 Notices,reference papers 2014 and prior GC 34090 701-17 Certificates,Presentations&Proclamations Cc Current+2 Certificate copies,logs,proclamation copies,notes, 2014 and prior GC 34090 reference papers 702-00 Election Reference Papers Cc Election+2 Reference papers 2014 and prior GC 34090 702-01 Oaths of Office CC T+6 Oaths,reference papers,general correspondence 2011 and prior after GC 34090,29 USC termination 1113 702-08 Campaign Statements cc Elected-P General Correspondence Elected Permanent; Non-Elected+7 Non-elected 2010&prior GC 81009(b) 702-11 Initiatives,Referendum and Recall Petitions General cc Current+2 General Correspondence 2014 and prior Correspondence GC 34090 702-12 Initiatives,Referendum and Recall Petitions CC Closed+8 months General Correspondence,petitions,statements by April 2016 and prior EC 17200, 17400; proponents,certifcates,receipts,tally of votes, GC 7253.5 notice of intention,requests to prepare ballot title EC14700+ and summary,flyers GC3756:8 702-13 AB 1234 Ethics Training cc SYearsAfter Training Certificates 5 Years After Training GC 53235.2 703-01 Request for Records Cc Closed+2 General Correspondence,records requests 2014 and prior GC 34090 703-08 Subpoenas CC Current+2 Subpoenas for records/appearance and general 2014 and prior GC 34090 correspondence 704-04 Affidavits Files Cc Closed+5 Affidavits of deliveries,mailings and postings 2012 and prior GC 34090 704-07 Statements of Economic Interest CC Current+7 General Correspondence, FPPC forms,lists 2010 and prior after Election+5 termination;2012 and 81009(e) prior non-elected 81009(b) 704-10 Code Enforcement Citations/Liens CC 3 After Settled Citations Citations 2013 after GC 34090 Liens Permanent settled;liens perman enl 704-13 Claims Against the City Cc 3 After Settled Claims,general correspondence,supporting 2013 and prior years after GC 34090 documents,logs settled - 704-19 Miscellaneous Petitions/Protests cc Current+2 General Correspondence,petitions/protests 2014 and prior GC 6253,50115 704-22 FPPC Form 800 Series CC C+7 Forms,general correspondence 2010 and prior 2 GC 34090,GC 81009 1301-13 Border Patrol CC,CM Current+2 General Correspondence,reference papers 2014 and prior GC 34090 CITY MANAGER/ECONOMIC DEVELOPMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENT/RECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 410-03 Meetings/Seminars/Conferences/Showcases ED Current+2 Logs,General Correspondence,reference papers 2014 and prior GC 34090 1150-01 Animal Control General Correspondence CE,CM Current+2 General Correspondence 2014 and prior GC 34090 1150-03 Animal Control Legal Citation Hearings CE,CM Current+2 General Correspondence,notes,reference papers, 2014 and prior GC 34090 recordings - 1301-02 Public Safety,General CE,CM Current+2 General Correspondence, reference papers 2014 and prior GC 34090 1301-13 Border Patrol CC,CM Current+2 General Correspondence, reference papers 2014 and prior GC 34090 1500-03 International/vs.Sister Cities Organization CM,CSD Current+2 Travel dots and related purchases 2014 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 2014 and prior GC 34090d 1130-01 Volunteer Program CSD Current+2 Applications,general correspondence,reference 2014 and prior GC 34090 papers 1130-04 Special Events Permits CSD Current+2 Applications,general correspondence, reference 2014 and prior GC 34090 1 papers 1401-10 Recreation Forms(Liability Waivers,Activity CSD Current+2 Applications,general correspondence,forms,lists, 2014 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 2014 and prior GC 34090 papers 1404-02 Equipment Rental CSD Current+2 General Correspondence,lists,logs,reference 2014 and prior GC 34090 papers 1404-03 Recreation Programs CSD Current+2 General Correspondence,lists,logs,reference 2014 and prior GC 34090 papers 1404-06 Parades CSD Current+2 General Correspondence, lists,logs,reference 2014 and prior 40 1 papers 1404-07 Skateboarding/Rollerblading CSD Current+2 General Correspondence, lists,logs,reference 2014 and prior GC 34090 papers 1500-03 International/vs.Sister Cities Organization CM,CSD Current+2 Travel documents and related purchases 2014 and prior GC 34090 3 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 Minor Temporary Use Permit CSD,PLG,PW Current+2 Application,permit and corresponding paperwork 2014 and prior GC 34090d 203-16 Temporary Signs PLG Current+2 Application,permit and corresponding paperwork 2014 and prior GC 34090d 203-32 Appeals PLG Current+2 Appeal and corresponding paperwork 2014 and prior GC 34090 1150-01 Animal Control General Correspondence CE,CM Current+2 General Correspondence 2014 and prior GC 34090 1150-03 Animal Control Legal Citation Hearings CE,CM Current+2 Hearing documents 2014 and prior GC 34090 1301-02 Public Safety,General CE,CM Current+2 General Correspondence,lists,logs,reference 2014 and prior GC 34090 papers 1301-06 Vehicle Code Enforcement CE Current+2 General Correspondence,lists,logs,notices, 2014 and prior GC 34090 reference papers,corresponding a erwork 1301-08 Abandoned Vehicles&Houses CE Current+2 General Correspondence,lists,logs,notices, 2014 and prior GC 34090 reference papers,corresponding a erwork 1403-06 Weed Abatement CE Closed+2 General Correspondence,lists,logs,notices, 2014 and prior if closed GC 34090 reference papers,corresponding a erwork FINANCE DEPARTMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENT/RECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 205-13 Slate Budget Information FIN Current+2 General Correspondence,reference papers 2014 and prior GC 34090 305-02 Claims CC, FIN, HR 3 Years After Settled Claims,general correspondence,supporting 2014 and prior years after GC 34090 documents settled 401-03 General Ledger File/AJE/BJE FIN 4 Years After Audit Accounting,revenue documents FYI 1/12 and prior GC 34090 (Only Journal Entries/GL Permanent 401-06 Accounts Payable FIN 4 Years After Audit Check copies,invoices,lists,reports,supporting FYI 1/12 and prior GC 34090 documents 401-07 Accounts Receivable FIN 4 Years After Audit Receivables,lists,receipts,reports,supporting FYI 1/12 and prior GC 34090 documents 401-11 Encumbrance Files FIN 4 Years After Audit Electronic files FYI 1/12 and prior GC 34090 401-13 List of Demands FIN 4 Years After Audit Lists FYI 1112 and prior GC 34090 401-14 Petty Cash Files FIN 4 Years After Audit Receipts,lists,log FYI 1/12 and prior GC 34090 401-16 Sales Tax FIN 4 Years After Audit Remittances,wire information,statements FYI 1/12 and prior GC 34090 401-19 Financial Statements FIN 7 Years After Audit CAFR Reports FY09 110and prior GC 34090& CCP 337 401-25 Vouchers and Voucher Register(Cash Disbursement FIN 4 Years Aker Audit AIP Checks,invoices FYI 1112 and prior Journal GC 34090 401-35 1 Internal Service Funds FIN 4 Years After Audit Quarterly Journal Reports FYI 1/12 and prior 4 GC 34090 402-02 Daily Cash Receipts FIN 4 Years After Audit Receipts,reports FYI 1/12 and prior GC 34090 402-06 Business Licenses FIN 4 After Closed/ Renewals/Address Changes and supporting 2013 and prior after 10 After Closed documentation 4 AC closed; GC 34090 Applications 10 AC 2006 and prior after closed 403-01 Bank Deposit Files FIN 4 Years After Audit Deposit slips and supporting documents FYI 1/12 and prior GC 34090 403-02 Bank Statements FIN 4 Years After Audit Statements FYI 1/12 and prior GC 34090 403-03 Check Stubs,Cancelled/Voided Checks FIN 5 Years After Audit Payroll,cancelled&voided checks FY 10/11 and prior GC 34090 403-04 Signature Cards&Authority FIN 5 Years After Audit Logs FY 10/11 and prior GC 34090 403-05 Banking Service Files FIN 3 Years After Agreements,contacts 2014 and prior if Termination terminated GC 34090 403-06 Bank Reconciliation FIN 4 Years After Audit Statements,reconciliations,summaries, FYI 1/12 and prior GC 34090 disbursements 403-07 Bank Proposals FIN Current+2 Proposals 2014 and prior GC 34090 403-08 A/P Checks FIN 4 Years After Audit Check copies,invoices,lists,supporting documents FYI 1/12 and prior GC 34090 404-01 IRS Forms(W2's,W-4's, EDD,941, 1099,etc.) FIN C+4 IRS Forms 2013 and prior 404-02 Payroll Deductions FIN Current+2 Payroll Deductions only; 2014 and prior GC 34090 Benefit Reports Permanent P29 CFR 1627.3 404-03 Payroll System Reports FIN 6 Years After Audit Pay period summaries FY09/10 and prior GC 34090 404-04 Time Sheets FIN 6 Years After Audit Timesheets FY09/10 and prior GC 34090 404-06 Vacation&Sick Leave FIN,HR 4 Years After Audit Time Off Requests FY09/10 and prior GC 34090 404-09 Unemployment Compensation Files FIN,HR 5 Years After Unemployment Tax Files 2012 and prior if Termination terminated GC 34090 404-16 Workers Compensation FIN,HR 5 Years After Employee Works Comp Payroll Files 2012 and prior if Termination terminated GC 34090 408-05 Investment Information Files FIN 4 Years After Audit Investment Portfolios FY1 Ill 2 and prior GC 34090 408-07 Administration FIN 4 Years After Audit Investment Documents FY11/12 and prior GC 34090 408-09 Brokers/Dealers FIN Current+2 Bondlssuance 2014 and prior GC 34090 408-10 State of California Local Agency Investment Fund(LAIF) FIN 4 Years After Audit Investment Forms FY11112 and prior GC 34090 409-01 Administration FIN 4 Years After Audit Revenue Documents FYI 1/12 and prior GC 34090 409-12 Transient Occupancy Tax(TOT) FIN 4 Years After Audit Remittance Packets/Receipts FYI 1/12 and prior GC 34090 409-16 Documentary Transfer Tax FIN 4 Years After Audit Revenue Files FYI 1/12 and prior GC 34090 409-23 Gas Tax FIN 4 Years After Audit Bank Statements,Remittance Notices FYI 1/12 and prior 5 GC 34090 409-31 Parking Legal Citations FIN 4 Years After Closed Citations,general correspondence, lists,logs FYI 1/12 and prior if GC 34090 closed 601-01 Purchase Orders FIN 4 Years After Audit Purchase orders and supporting documents FYI 1112 and prior GC 34090 601-02 Product Services,Catalogs FIN Current+2 Catalogs 2014 and prior GC 34090 601-05 Department Requisition File FIN 5 Years After Audit Purchase Order Requisition Files FY 10/11 and prior GC 34090 601-13 Credit Applications FIN 4 Years After Audit Applications FY11/12 and prior GC 34090 601-16 Consultant Information FIN Current+2 Reference papers 2014 and prior GC 34090 603-02 Fuel Records File(Gasoline,Oil,etc.) FIN Current+2 City vehicle fuel records 2014 and prior GC 34090 604-01 Salvage and Surplus Sales FIN Current+2 Years Lists,logs,reference papers,salvage/surplus items 2013 and prior after After Disposition and equipment disposition GC 34090 HUMAN RESOURCES DEPARTMENT: RECORD RECORD CATEGORY RECORD RETENTION DOCUMENT/RECORD 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 2014 and prior GC 34090 documents 305-02 Claims CC, FIN,HR 3 Years After Settled Claims,general correspondence,supporting 2014 and prior years after GC 34090 documents settled 404-06 Vacation&Sick Leave FIN,HR 4 Years After Audit General Correspondence,medical reports, FYI 1/12 and prior GC 34090 request forms 404-09 Unemployment Compensation Files FIN,HR 5 Years After Claim forms,general correspondence 2012 and prior if Termination terminated GC 34090 404-16 Workers Compensation FIN,HR 5 Years After Claim forms,general correspondence,medical 2012 and prior if Termination reports terminated GC 34090 501-01 Individual Personnel Folders HR Separation+ 10 Benefit elections,general correspondence, 2006 and prior if GC 34090 evaluations,new hire paperwork,personnel seperated actions,training certificates 505-01 Recruitment File HR After Closed+3 Applications,resumes,lists,logs,examination 2013 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 2013 and prior if GC 34090 terminated 505-04 Employment eligibility Verification HR After Termination+3 Form 1-9 certification and supporting 2013 and prior if GC 34090 documentation terminated 505-06 Job Applications HR Current+3 Applications,general correspondence,resumes 2013 and prior 29 CFR 1627.3 505-08 Recruitment Consultants HR After Closed+3 Agreement,scope of work,work product,reports 2013 and prior if closed GC 34090 511-02 City Sponsored Employee Activities(Team PACE) HR Current+2 Reference papers,notes 2014 and prior GC 34090 6 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, 2014 and prior GC 34090 reference papers,corresponding a erwork 1205-02 Cellular Telephone IT Current+2 General Correspondence,lists,logs,notices, 2014 and prior GC 34090 reference papers,corresponding a erwork 1205-03 Pacific Bell IT Current+2 General Correspondence,lists,logs,notices, 2014 and prior GC 34090 reference papers,corresponding a erwork 1205-04 Communication Facilities IT Current+2 General Correspondence,lists,logs,notices, 2014 and prior GC 34090 reference papers,corresponding a erwork 1206-01 Cable TV Reference Papers IT Current+2 General Correspondence,lists,logs,notices, 2014 and prior GC 34090 reference papers,comes ondin g paperwork 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 2014 and prior GC 34090 paperwork 1110-05 Street Maintenance and Repairs PW 3 Logs,reference papers 2014 and prior GC 34090 1120-02 Street Lighting Maintenance Files PW Current+2 Logs, reference papers 2014 and prior GC 34090 1160-06 Traffic Consultants PW Current+5 General Correspondence,reference papers 2012 and prior GC 34090 1403-05 Hazardous Waste and Materials Current+10 General Correspondence,reference papers,logs, 2006 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 2014 and prior GC 34090 1130-03 Contribution Programs Current+2 General Correspondence,reference papers 2014 and prior GC 34090 1150-02 Animal Inoculations/Licensing Current+2 General Correspondence,reference papers 2014 and prior GC 34090 1150-04 Wild and Exotic Animals Current+2 General Correspondence,reference papers 2014 and prior GC 34090 1200 PUBLIC UTILITIES,COMMUNICATIONS,AND TRANSPORTATION 1202-02 Rules, Regulations, Rates&General Correspondence Current+2 General Correspondence,reference papers 2014 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 1204-01 Water Services,General Current+2 General Correspondence,reference papers 2014 and prior GC 34090 1204-02 Water Meters Current+2 General Correspondence,reference papers 2014 and prior GC 34090 1204-03 Water Service Application Current+2 General Correspondence,reference papers 2014 and prior GC 34090 1204-04 Water Service Application—Temporary Current+2 General Correspondence,reference papers 2014 and prior GC 34090 1204-05 Deposits, Refunds and Rates Current+2 General Correspondence, reference papers 2014 and prior GC 34090 1204-06 Water System Maintenance Current+2 General Correspondence, reference papers 2014 and prior GC 34090 1204-07 Water Conservation—Consumption Current+2 General Correspondence,reference papers 2014 and prior GC 34090 1207-07 City Bus Routes Current+2 General Correspondence,reference papers 2014 and prior GC 34090 1207-08 Taxi Service Current+2 General Correspondence,reference papers 2014 and prior GC 34090 1207-09 Horse Drawn Vehicles Current+2 General Correspondence,reference papers 2014 and prior GC 34090 1300 PUBLIC SAFETY 1301-03 Crime Reports C+3 General Correspondence,reference papers 2013 and prior GC 34090 1301-05 Alarm Systems Current+2 General Correspondence,reference papers 2014 and prior GC 34090 1301-07 Crossing Guard File C+2 General Correspondence,reference papers 2014 and prior GC 34090 1301-09 Juvenile Anti-Delinquency Programs Current+2 General Correspondence,reference papers 2014 and prior GC 34090 1301-11 Substance Abuse Current+2 General Correspondence, reference papers 2014 and prior GC 34090 1400 PARKS,RECREATION,ENVIRONMENTAL AND - EDUCATION 1403-05 Hazardous Waste and Materials C+ 10 General Correspondence,flyers,mailings,notices, 2006 and prior CAL OSHA;40 CFR publications,etc. 122.21 1405-01 Temecula Valley Unified School District Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1405-02 Universities,College&Higher Education Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1405-03 Private&Christian Schools Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1405-04 High Schools Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1405-05 Murrieta Unified School District Current+2 General Correspondence,flyers,mailings,notices, 2014 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, 2014 and prior GC 34090 publications,etc. 1500-04 Technical Advisory Committee—March Air Force Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 8 r r r RECORD RECORD CATEGORY RECORD RETENTION DOCUMENTIRECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 1501-00 Intergovernmental Agency&Organization Reference Current+2 General Correspondence,flyers,mailings, notices, 2014 and prior Papers GC 34090 publications,etc. 1501-01 U.S.Department of Transportation Current+2 General Correspondence,flyers,mailings, notices, 2014 and prior GC 34090 publications,etc. 1501-02 U.S.Department of Commerce-Bureau of Census Current+2 General Correspondence,flyers,mailings, notices, 2014 and prior GC 34090 publications,etc. 1501-03 U.S.Post Office Current+2 General Correspondence,flyers,mailings, notices, 2014 and prior GC 34090 publications,etc. 1501-04 National Flood Insurance Program Current+2 General Correspondence,flyers,mailings, notices, 2014 and prior GC 34090 publications,etc. 1501-05 Internal Revenue Service Current+2 General Correspondence,flyers,mailings, notices, 2014 and prior GC 34090 publications,etc. 1501-06 Department of Interior Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1501-07 Federal Communications Commission Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1501-08 Federal Budget Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1501-09 Equal Employment Opportunity(EEOC) Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1501-10 Federal Emergency Management Agency(FEMA) Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1501-11 Environmental Protection Agency Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1501-12 All American Cities Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1501-13 NAFTA Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1501-14 GFOA(Government Finance Officers Association) Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-01 Department of Real Estate Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-02 Air Resources Board Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-03 Alcoholic Beverage Control Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-04 Board of Equalization Current+2 General Correspondence,flyers,mailings, notices, 2014 and prior GC 34090 publications,etc. 1502-05 Fair Political Practices Commission Current+2 General Correspondence,flyers,mailings, notices, 2014 and prior GC 34090 publications,etc. 1502-06 Highway Patrol Current+2 General Correspondence,flyers,mailings, notices, 2014 and prior GC 34090 1 publications,etc. 1502-07 Public Employees Retirement Current+2 General Correspondence,flyers,mailings, notices, 2014 and prior GC 34090 publications,etc. 1502-08 Department of Forestry Current+2 General Correspondence,flyers,mailings, notices, 2014 and prior GC 34090 publications,etc. 1502-09 Department of Industrial Relabons/Prevailing Wage Current+2 General Correspondence,flyers,mailings, notices, 2014 and prior GC 34090 publications,etc. 1502-10 Land Commission Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-11 Fish and Game Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 9 RECORD RECORD CATEGORY RECORD RETENTION DOCUMENTIRECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 1502-12 General Services Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-13 Controller Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-14 Department of Motor Vehicles Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-15 California Conservation Corps. Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-16 Office of Planning&Research—Newsletter Current+2 General Correspondence,flyers,mailings, notices, 2014 and prior GC 34090 publications,etc. 1502-17 Department of Transportation Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-18 Transportation Commission Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-19 California Parks&Recreation Society Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-20 Workers Compensation Insurance Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-21 Debt Advisory Commission(AB 1192) Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-22 California Energy Commission Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-23 Office of Management&Budget Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-24 Secretary of State Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-25 Industrial Development Financing Advisory Committee Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-26 State Department of Health Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-27 State Water Resources Commission&Control Board Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-28 Municipal Business Tax Association Current+2 General Correspondence,flyers,mailings, notices, 2014 and prior GC 34090 publications,etc. 1502-29 Housing and Community Development Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-30 Office of Criminal Justice Planning Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications.etc. 1502-31 Employment Development Department Current+2 General Correspondence,flyers,mailings,notices, 2014 and poor GC 34090 publications,etc. 1502-32 Water Quality Control Board Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-33 Geology&Mining Board - Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-34 Department of Finance Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-35 Bureau of Automotive Repairs Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-36 Wildlife Conservation Board Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-37 California Department of Commerce Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 10 RECORD RECORD CATEGORY RECORD RETENTION DOCUMENTIRECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 1502-38 3CMA(City-County Communications&Marketing) Current+2 General Correspondence,flyers,mailings, notices, 2014 and prior GC 34090 publications,etc. 1502-39 California Association for Local Economic Development Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior CALED GC 34090 publications,etc. 1502-40 California Redevelopment Association(CRA) Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-41 California Contract Cities Association Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-42 CSMFO(California Society of Municipal Finance Officers) Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-43 CMBTA(California Municipal Business Tax Association) Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-44 CAPPO(California Association of Purchasing Professionals Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior Assc.) GC 34090 publications.etc. 1502-45 State Transportation Improvement Program(STIP) Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1502-46 Board of Governors Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1503-00 LAFCO—Local Agency Formation Commission Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1503-01 Intergovernmental Training&Development Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1503-02 Water Agencies Associations Current+2 General Correspondence,flyers,mailings, notices, 2014 and prior GC 34090 publications,etc. 1503-03 Mayors&Councilmembers of Riverside County Current+2 General Correspondence,flyers,mailings, notices, 2014 and prior GC 34090 publications,etc. 1503-04 ARJIS(Area Regional Justice Information System) Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1503-05 Southern California Joint Powers Insurance Authority Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1503-06 League of California Cities and National League of Cities Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1503-07 Metropolitan Water District of Southern California Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1503-08 WRCOG(Western Riverside Council of Governments) Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1503-09 Inland Empire Relocation Group Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1503-10 SWRCoCC(Southwest Riverside County Care Coalition) Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1503-11 SCAG(Southern California Association of Governments) Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1503-12 Airport Land Use Commission Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1503-13 CARE(Coalition for a Reasonable Environment) Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1503-14 CVAG(Coachella Valley Association of Governments) Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1503-15 SANDAG(San Diego Association of Governments) Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-01 Riverside County General Correspondence,General Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 11 RECORD RECORD CATEGORY RECORD RETENTION DOCUMENT/RECORD TYPE RETENTION DATES SERIES HOLDER & OF FILE (if specified) LEGAL CITATION RECORDS NUMBER 1504-02 Assessor Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-03 Auditor and Controller Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-04 Board of Supervisors Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-05 Office of Disaster Preparedness Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-06 Flood ControINVater Conservation District Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-07 Housing and Community Development Department Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-08 Public Works Department Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-09 Registrar of Voters Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-10 Sheriff Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-11 Traffic Advisory Commission Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-12 Treasurer—Tax Collector Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-13 Public Health Services Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-14 Department of Transportation Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications.etc. 1504-15 Department of Animal Control Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-16 Economic Development Program Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-17 Planning&Land Use Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-18 General Services Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-19 County Recorder&Clerk Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-20 Social Services Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-21 Library System Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-22 Parks and Recreation Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-23 Waste Management Cuff ent+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-24 Centennial Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-25 Riverside Operational Area Organization Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-26 County Courts Current+2 General Correspondence,flyers,mailings,notices, 2014 and prior GC 34090 publications,etc. 1504-27 Riverside County Abandoned Vehicle Service Authority Current+2 General Correspondence,flyers,mailings,notices, 2014 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. 17-01 ), 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: S' ur Da City Manager ,\� Community Services Director k ^\ Finance Director /-7 Director of Public Works/City Engineer 71 I Community Development Director + ++ 2d+ Human Resources Manager I Director of Information Technology/Support Services „ CITY ATTORNEY/CITY CLERK APPROVAL: S' nature Date City Clerk t Cq 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