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Home My WebLink About18-02 CC Resolution RESOLUTION NO. 18-02 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 18-02 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 9th day of January, 2018. Matt Rahn, Mayor ATTE� i% Randi Jo I, City Clerk [SEAL] Resos 18-02 2 STATE OF CALIFORNIA ) U 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. 18-02 was duly and regularly adopted by the City Council of the City of Temecula at a meeting thereof held on the 9th day of January, 2018, by the following vote: AYES: 4 COUNCIL MEMBERS: Comerchero, Edwards, Stewart, Rahn NOES: 0 COUNCIL MEMBERS: None ABSTAIN: 0 COUNCIL MEMBERS: None ABSENT: 1 COUNCIL MEMBERS: Naggar Randi Johl, City Clerk I I Resos 18-02 3 ISA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting RECORD DESTRUCTION SERIES RECORD CATEGORY RECORD IMAGE RETENTION COMMENTS DATES FILE HOLDER & OF NUMBER (if specified) LEGAL CITATION RECORDS (Updated each January) 100 GENERAL ADMINISTRATIVE FILES 100-01 Mission Statement HR Y P Permanent GC 34090 100-02 City Wide Policies and Administrative HR Y P Permanent Guidelines GC 34090 101 CORRESPONDENCE CONTROL FILES 101-01 Chronological and General Correspondence ALL N C+2 2015 and prior Files GC 34090 101-06 Calendars,Appointment Books,Scheduling ALL N C+2 2015 and prior and Call Logs GC 34090 • 200 PLANNING,BUDGET&PROGRAMMING FILES 201 EMERGENCY PLANNING FILES 201-01 Emergency Planning Files HR, IT Y US+2 Until Superseded+2 GC 34090 201-02 Emergency Reporting Files HR, FIN Y P Permanent GC 34090 201-06 Emergency Communications Files HR Y P Permanent GC 6254 201-08 Emergency Management Training HR Y US+2 Until Superseded+2 GC 6254 202 ORGANIZATION PLANNING FILES 202-01 Workforce Planning HR Y US Until Superseded 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; LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 1 I=A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 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 Refer to Series 203-48 for Master and 2015 and prior GC 34090d Major TUP's 203-08 Conditional Use Permit Files PLG Y P Permanent GC 34090 • H&S 19850; GC 4003; GC 4004 203-10 Modifications(includes minor,major,review) PLG Y P Permanent GC 34090 H&S 19850; GC 4003; GC 4004 203-11 General Plan/Development Code and PLG Y P Permanent Amendments GC 34090 203-12 Lot Line Adjustment CC,PLG,PW Y P Permanent GC 34090 203-13 Environmental Initial Study,Environmental PLG Y P Permanent Impact Report and Environmental GC 34090 Assessments 203-15 Comprehensive Sign Program PLG Y P Permanent GC 34090 203-16 Temporary Signs PLG N C+2 2015 and prior GC 34090 203-17 Sign Permit PLG Y P Permanent GC 34090 203-19 Parcel Merger CC, PLG,PW Y P Permanent GC 34090 203-20 Home Occupation Permit PLG Y P Permanent GC 34090 203-21 Specific Plans/Specific Plan Amendments PLG Y P Permanent GC 34090 203-22 Certificate of Compliance CC,PLG,PW Y P Permanent GC 34090 203-23 Waivers of Final Map PLG Y P Permanent GC 34090 203-24 Development Plans PLG,PW Y P Permanent GC 34090 203-25 Second Unit Permit PLG Y P Permanent GC 34090 LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION • T TERM 2 EISA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 203-28 Development Agreements PLG Y P Permanent GC 34090 203-31 Landscape Agreements/Bonds/Plans PLG Y P Permanent GC 34090 203-32 Appeals PLG N C+2 2015 and prior GC 34090 203-35 Massage Establishment/Technician PLG Y P Permanent GC 34090 203-36 Findings of Public Convenience or PLG Y P Permanent Necessity GC 34090 203-37 Development Impact Fee Reduction PLG Y P Permanent GC 34090 203-38 Extension of Time PLG Y P Permanent GC 34090 203-39 Habitat Acquisition Negotiations Strategy PLG Y P Permanent (HANS) GC 34090 203-40 Minor Exception PLG Y P Permanent GC 34090 203-41 Model Home Complex PLG Y P Permanent GC 34090 203-42 Pre-Application Review PLG Y P Permanent GC 34090 203-43 Residential Tract Product Review PLG Y P Permanent GC 34090 203-44 Vendors License PLG Y P Permanent GC 34090 203-45 Wireless Antenna Facility PLG Y P Permanent GC 34090 203-46 Long Range Planning Projects PLG Y P Permanent GC 34090 203-47 Certificate of Historical Appropriateness PLG Y P Permanent GC 34090 203-48 Master/Major Temporary Use Permits and PLG Y P Permanent Special Events GC 34090 203-49 Special Studies PLG Y P Permanent GC 34090 204 INFORMATION TECHNOLOGY COMPUTER APPLICATIONS, AUDIONIDEO&DIRECTORIES 204-06 Council Meeting Media CC, IT N P Permanent GC 34090 204-07 Meeting Audio Recordings(Boards& IT N C+2 2015 and prior Commissions,Directors Hearing,etc.) GC 34090 205 BUDGET FILES 205-01 Budget Working Paper Files FIN N C+2 2015 and prior LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 3 EMMA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting GC 34090 205-02 Proposed Budget FIN N C+2 2015 and prior GC 34090 205-03 Final Adopted City Budget& FIN Y P Permanent Mid-year Budget GC 34090,40802 and 53901 205-04 Budget Adjustments FIN Y 4 AA FY 12/13 and prior GC 34090 205-09 Capital Improvement Program Budget FIN Y P Permanent GC 34090 205-13 State Budget Information FIN N C+2 2015 and prior GC 34090 206 REPORTING FILES 206-02 Comprehensive Annual Financial Reports FIN Y P Permanent (CAFR/Annual Financial Statements) GC 34090 206-04 State Controller's Report FIN Y P Permanent GC 34090 206-05 Street Report FIN Y P Permanent GC 34090 206-06 Statement of Indebtedness(RDA) FIN Y P Permanent GC 34090 207 COST ANALYSIS STUDIES 207-01 Cost Analysis Studies Files FIN Y P Permanent 208 REDEVELOPMENT(RDA)&SUCCESOR AGENCY THE REDEVELOPMENT AGENCY(SARDA) 208-01 Redevelopment Plan PLG Y P Permanent GC 34090 208-02 Redevelopment Projects PLG Y P Permanent GC 34090 208-03 Redevelopment Programs PLG Y P Permanent GC 34090 208-04 Housing Programs PLG Y P Permanent GC 34090 208-05 Housing Projects PLG Y P Permanent GC 34090 208-06 Owner Participation Rules PLG N US Until Superseded GC 34090 208-07 Relocation Assistance, Rules&Guidelines PLG N US Until Superseded GC 34090 208-08 Special Studies—RDA/SARDA PLG Y P Permanent GC 34090 209 FUNDING PROGRAMS 209-01 Community Services Funding Program CM Y T+4 2013 and prior if GC 34090 terminated LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERAT ION AT AFTER TERMINATION E ELECTION T TERM 4 EMMA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 209-02 CDBG Public Service Admin Files PLG N 3 Office+5 2010 and prior GC 34090; 7 CFR 3016.42 209-03 CDBG Planning Documents PLG Y P Electronic—Includes Consolidate Plan, Permanent GC 34090 Annual Action Plans,Analysis of Impediments,Assessment of Fair Housing,Consolidated Action and Performance Evaluation Report (CAPER) 209-04 CDBG Funding Applications PLG N 2+3 2 Office+3 GC 34090 209-05 CDBG Policy Manuals PLG N US Until Superseded GC 34090 300 MANAGEMENT FILES 301 DEPARTMENTAL MANAGEMENT FILES 301-02 Conference and Meetings ALL N US Until Superseded GC 6254 301-03 Departmental Procedures ALL N US Until Superseded GC 6254 302 REPORTS MANAGEMENT FILES 303 FORMS MANAGEMENT FILES 303-01 Forms(Masters) ALL N US Until Superseded GC 6254 304 RECORDS MANAGEMENT FILES 304-01 Filing Systems&Procedures(Includes CC N US Until Superseded TUFFS) GC 6254 304-02 Department Inventories and Worksheets CC Y P Permanent GC 6254 304-03 Records Destruction Authorization Files and CC Y P Permanent Certificates GC 6254 304-05 Imaging/Micrographics Program CC N US Until Superseded GC 6254 304-06 Department Transfer Lists CC Y P Permanent GC 6254 304-07 Retention Schedules CC N P Permanent GC 6254 305 RISK MANAGEMENT 305-01 Insurance Policies HR Y P City Owned Policies Permanent GC 34090 305-02 Claims(Liability Claims,Workers Comp HR N 3 AS Refer to Series 704-13 for Claims 2015 and prior years Claims,etc.) GC 34090 Against the City after settled 305-03 Accident Reports—City Assets HR N CL+3 2014 and prior closed GC 34090 LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED DINR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 5 E=A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 305-04 Risk Management Reports—Loss Analysis, HR N CL+7 2010 and prior closed Safety,etc.) GC 34090 305-05 Self-Insured Documentation HR N AS+3 2014 and prior after GC 34090 settled 305-06 Incident Reports(Non-employee) HR N CL+3 2014 and prior closed GC 34090 400 ACCOUNTING,PAYROLL& RETIREMENT 401 ACCOUNTING&REVENUE FILES Also see Section 409 401-03 General Ledger File/AJE/BJE FIN N 4 AA FY12/13 and prior GC 34090 CCP337 401-06 Accounts Payable FIN N 4 AA FY12/13 and prior GC 34090 401-07 Accounts Receivable FIN N 4 AA FY12/13 and prior GC 34090 401-10 Demands&Warrants(checks) FIN Y 4 AA FY12/13 and prior GC 34090 401-11 Encumbrance Files FIN N 4 AA FY12/13 and prior GC 34090 401-13 List of Demands FIN N 4 AA FY12/13 and prior GC 34090 401-14 Petty Cash Files FIN Y 4 AA FY12/13 and prior GC 34090 401-16 Sales Tax FIN N 4 AA Also see 409-11 FY12/13 and prior GC 34090 401-18 Master Chart of Accounts FIN Y 4 AA FY12/13 and prior GC 34090 401-19 Quarterly Financial Statements FIN Y 4 AA FY12/13 and prior GC 34090& • CCP 337 401-20 State Revenues FIN Y 4 PA FY12/13 and prior GC 34090 401-21 Fiscal Analysis FIN Y 4 AA FY12/13 and prior GC 34090 401-25 Vouchers and Voucher Register(Cash FIN N 4 AA FY12/13 and prior Disbursement Journal) GC 34090 401-35 Internal Service Funds FIN N 4 AA FY12/13 and prior GC 34090 401-37 Asset Management Inventory FIN V P Permanent GC 34090 402 RECEIPTS&BILLING FILES 402-02 Daily Cash Receipts FIN N 4 AA FY12/13 and prior GC 34090 402-05 Permits and Permit Fees FIN Y 4 AA FY12/13 and prior LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 6 EMMA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting GC 34090 402-06 Business Licenses FIN N 4 AC/10 AC Renewals&Address Changes 4 AC 2013 and prior after GC 34090 Applications 10 AC closed/2007 and prior after closed 403 CITY BANKING FILES 403-01 Bank Deposit Files FIN N 4 AA FY12/13 and prior GC 34090 403-02 Bank Statements FIN N 4 AA FY12/13 and prior GC 34090 403-03 Check Stubs,CancelledNoided Checks FIN N 4 AA FY12/13 and prior GC 34090 403-05 Banking Service Files FIN N 3 AT 2014 and prior after GC 34090 termination 403-06 Bank Reconciliation FIN N 4 AA FY12/13 and prior GC 34090 403-08 A/P Checks(Numerical Listing) FIN N 4 AA FY12/13 and prior GC 34090 404 PAYROLL FILES 404-01 IRS Forms(W2's,W-4's,EDD,941, 1099, FIN N C+4 2013 and prior etc.) GC 34090 CFR 1627.3 404-02 Payroll Deductions/Benefit Reports FIN N C+2 2015 and prior GC 34090 P29 CFR 1627.3 404-03 Payroll System Reports FIN N 4 AA FY12/13 and prior GC 34090 404-04 Time Sheets FIN N 4 AA FY12/13 and prior GC 34090 404-06 Vacation&Sick Leave FIN N 4 AA FY12/13 and prior GC 34090 404-09 Unemployment Compensation Files FIN N 4 AA FY12/13 and prior GC 34090 404-14 PERS—Payroll Deduction Reports FIN N P Permanent 29 CFR 1627.3 404-16 Workers Compensation FIN N 4 AA FY12/13 and prior GC 34090 405 BOND FILES 405-01 Bond Issue Maintenance Files CC Y M+3 M+3 53921 & CCP 337.5 405-09 Bonds,Development and Performance CC Y P Permanent 53921 & CCP 337.5 405-16 Bonds Other CC Y M+3 M+3 LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 7 EMMA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 53921 & CCP337.5 406 AUDIT FILES 406-07 City Annual Audit FIN Y P Permanent GC 34090 406-08 Single Audit FIN Y P Permanent GC 34090 406-09 Redevelopment Agency Audit FIN Y P Permanent GC 34090 406-10 Riverside County Transportation FIN Y P Permanent Commission/Measure A Audit GC 34090 406-11 Other Audits FIN Y P Permanent GC 34090 407 RETIREMENT FILES 407-01 Individual Vested Interest Records FIN Y 4 AA FY12/13 and prior GC 34090 407-02 Deferred Compensation Plans HR Y P Permanent GC 34090.26 407-04 Retirement Correspondence and HR Y P Permanent Information(PERS) GC 34090 408 INVESTMENTS FILES 408-04 Certificates of Deposit Information FIN Y P Permanent GC 34090 408-05 Investment Information Files FIN N 4 AA FY12/13 and prior GC 34090 408-06 Monthly Treasurer's Report FIN Y 4 AA FY12/13 and prior GC 34090 408-07 Administration FIN N 4 AA FY12/13 and prior GC 34090 408-09 Brokers/Dealers FIN N C+2 2015 and prior GC 34090 408-10 State of California Local Agency Investment FIN N 4 AA FY12/13 and prior Fund(LAIF) GC 34090 409 REVENUE&TAXATION Also refer to Section 401 409-01 Administration FIN N 4 AA FY12/13 and prior GC 34090 409-04 User Fee Studies FIN Y P Permanent GC 34090 409-05 Development Impact Fees(DIF) FIN Y P Permanent GC 34090 409-06 Franchise Fees FIN Y 4 AA FY12/13 and prior GC 34090 409-07 Fee Schedules FIN Y P Permanent GC 34090 409-10 Property Tax FIN N 4 AA FY12/13 and prior LEGENDS: M AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 8 EMMA MI CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting GC 34090 409-11 Sales Tax FIN N P Also refer to series 401-16 Permanent GC 34090 409-12 Transient Occupancy Tax(TOT) FIN N 4 AA FY12/13 and prior GC 34090 409-15 TCSD Fees FIN Y P Permanent GC 34090 409-16 Documentary Transfer Tax FIN N 4 AA FY12/13 and prior GC 34090 409-17 Temecula Public Financing Corporation FIN Y P Permanent (TPFA) GC 34090 409-18 Grants FIN Y P Permanent GC 34090 409-23 Gas Tax FIN N 4 AA FY12/13 and prior GC 34090 409-24 Vehicle Impound Fee FIN Y 4 AA FY12/13 and prior 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 4 AA FY12/13 and prior GC 34090 409-29 State Revenues,Other FIN Y 4 AA FY12/13 and prior GC 34090 409-31 Parking Legal Citations FIN N 4 AC 2013 and prior after GC 34090 closed 410 ECONOMIC DEVELOPMENT 410-01 Loans&Incentives ED Y P Permanent GC 34090 410-02 Studies/Research/Demographics&Census ED Y P Permanent GC 34090 410-03 Meetings/Seminars/Conferences/ ED N C+2 2015 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 500 PERSONNEL,SALARY&BENEFITS, CLASSIFICATION, RECRUITMENT, TESTING,TRAINING,MEDICAL, LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED DINR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 9 iA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting COMPLIANCE,SAFETY,INCINTIVES& AWARDS 501 PERSONNEL RECORDS 501-01 Individual Personnel File HR N S+50 Separation+50 GC 34090, 12946 501-02 Personnel Policy File HR Y US Until Superseded GC 34090 502 SALARY&BENEFITS 502-01 Employee Benefit Plans HR Y P Permanent GC 34090 502-02 Salary Studies HR Y US Until Superseded GC 34090 502-04 Salary Schedules HR Y P Permanent GC 34090 502-07 Management Compensation Plan HR Y P Permanent GC 34090 502-08 Council Compensation Plan HR Y P Permanent GC 34090 503 PERSONNEL CLASSIFICATION FILES 503-01 Classification Specifications HR Y P Historical value Permanent GC 34090 503-02 Classification Studies HR N US Until Superseded GC 34090 504 PERSONNEL MANAGEMENT FILES 504-07 Personnel Grievances and Administrative HR AS+5 2012 and prior if settled Complaints GC 34090 PC 832.5 504-08 Personnel Investigations HR N AS+30 After Settled+30 GC 34090 505 RECRUITMENT 505-01 Recruitment File(including job application) HR N AC+3 2014 and prior after GC 34090 closed 505-08 Recruitment Consultants HR N AC+3 2014 and prior after GC 34090 closed 507 TRAINING FILES 507-03 Employee Career Development HR N T+2 2015 and prior after GC 34090 termination 507-04 Safety Training HR N T+2 2015 and prior after GC 34090 termination 507-05 Mandated Training HR N T+2 2015 and prior after GC 34090 termination 508 WORKERS COMP 508-02 Employee Workers Compensation Claims HR Y AT+50 50 Years After CCR 14311; Termination 15400.2; LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED DINR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 10 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting CA LC 110-139.6 509 COMPLIANCE FILES 509-05 Compliance Reports(EED,SCO,OSHA, HR Y P P• ermanent etc.) GC 34090 510 SAFETY FILES 510-01 Safety Committee Meeting/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 P• ermanent GC 34090 510-05 Department of Transportation DOT Program HR Y P P• ermanent GC 34090 511 INCENTIVE AND SERVICE AWARDS 511-01 Employee Recognition HR Y P Permanent GC 34090 511-02 City Sponsored Employee Activities(Team HR N C+2 2015 and prior PACE) GC 34090 600 PURCHASING,CONTRACTING, EQUIPMENT AND SERVICE FILES 601 PURCHASING FILES 601-01 Purchase Orders FIN N 4 AA FY12/13 and prior GC 34090 601-02 Product, Services,Catalogs FIN N US Until Superseded GC 34090 601-03 Bid Files CC N P Successful Successful bid filed with contract; Successful Permanent; 4 Unsuccessful Unsuccessful 2014 and CCP 337.5 prior 601-04 Authorization to Purchase other than Bid FIN N US Until Superseded GC 6254 601-05 Department Requisition File FIN N 4 AA - F• Y12/13 and prior GC 34090 601-06 Purchasing Policy and Procedures FIN N US Until Superseded GC 6254 601-08 Vendors Lists FIN N 4 AA FY12/13 and prior GC 34090 601-13 Credit Applications FIN N 4 AA FY12/13 and prior GC 34090 601-15 RFQs/RFPs ALL N 3 Successful Successful 2015 and 2 Unsuccessful ' prior;Unsuccessful GC 34090 2013 and prior 601-16 Consultant Information FIN N C+2 2015 and prior GC 34090 602 CONTRACTS&AGREEMENTS 602-00 Contracts&Agreements CC Y P P• ermanent LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 11 ISA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting GC 34090 602-01 Franchises CC Y P Permanent GC 34090 602-02 Contracts and Agreements General CC Y C+2 2015 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 602-05 Vendor Certificates of Insurance CC N US+2 Vendor Certificates of Insurance are filed Until Superseded+2 GC 34090 with the contract/agreement and retained until superseded+2 603 INVENTORY SUPPLY FILES&FIXED ASSETS 603-01 Master Inventory of Equipment FIN,IT Y US Until Superseded GC 34090 603-02 Fuel Records File(Gasoline,Oil,etc.) FIN N C+2 2015 and prior GC 34090 603-03 Vehicle Registration Records FIN N L Life/Sale of Vehicle GC 34090 VC 9900 603-05 Vehicle Maintenance Policy PW N US Until Superseded GC 34090 603-06 FleetNehicle Maintenance Records PW N L Life/Sale of Vehicle 604 SALVAGE AND SURPLUS SALES 604-01 Salvage and Surplus Sales FIN N C+2 AD 2015 and prior after GC 34090 disposition 605 PUBLICATION AND PRINTING FILES 605-01 Proof of Publication CC Y C+2 2015 and prior GC 34090,CCP 343,349 GC 911.2 605-02 Minority Publication List CC Y P Permanent GC 34090 606 EQUIPMENT LOG,SERVICE RECORDS and WORK ORDERS 606-01 Equipment Instruction and Information ALL N C+2 AD 2015 and prior after GC 34090 disposition 606-03 Equipment Service Records&Equipment ALL N C+2 AD 2015 and prior after Maintenance GC 34090 disposition 606-04 Work Orders and Service Requests PW N C+2 2015 and prior GC 34090 607 SERVICES CONTRACTED 607-01 Service Agreements Y P Permanent GC 34090 LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED DINR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 12 E=A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 607-02 Misc.Mechanics Lien&Stop Notices Y P Permanent GC 34090 700 LEGISLATIVE,ELECTIONS&LEGAL FILES 701 LEGISLATIVE FILES 701-02 City Council,Agency, Board,Commission& CC Y P Permanent Committee Agendas GC 34090 701-04 City Council Ordinances CC Y P Originals may not be destroyed; Permanent GC 34090 image for reference purposes only 701-05 City Council,Agency,Board,Commission& CC Y P Originals may not be destroyed; Permanent Committee Resolutions GC 34090 image for reference purposes only 701-09 Board,Committee,Commission&Agency CC Y P Successful Successful permanent for historical Permanent successful Reference Papers,Applications, 3 Unsuccessful purposes; Unsuccessful 3 years /2014 and prior Appointments&Resignations GC 34090 unsuccessful 701-10 City Council,Agency,Board,Commission CC Y P Originals may not be destroyed; Permanent and CommitteeMinutes GC 34090 image for reference purposes only 701-11 Federal&State Legislative Information& CC P - Permanent Correspondence GC 34090 701-14 Municipal Code CC Y P Replace superseded pages;Code and Permanent GC 34090 Insertion Guides permanent 701-16 Meeting Notifications&Public Hearing CC Y C+2 2015 and prior Notices • GC 34090 701-17 Certificates, Presentations,Proclamations& CC N C+2 2015 and prior Logs GC 34090 701-18 City Seal/Logo CC Y P Historical value Permanent GC 34090 701-19 City of Temecula Incorporation CC Y P Historical value 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 702-00 Election Reference Papers CC N E +2 2015 and prior GC 34090 702-01 Oaths of Office CC Y T+6 Termination+6 GC 34090,29 USC 1113 702-02 Election Operational Files CC Y P Permanent GC 34090 702-03 Election Statistics Files CC Y P Permanent GC 34090 702-04 Election Ballots CC Y E+6 m Election+6 months GC 34090 EC 17302 702-06 Nomination Files CC Y E+8 Election +8 LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 13 EMMIA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting EC 17100 702-07 Election Historical Files CC Y P Permanent GC 34090 702-08 Campaign Statements CC Y P/E+5 Elected permanent Elected-Permanent FPPC Form 400 Series&501 GC 81009(b) Non-Elected Election+5 Non-Elected-2012 GC 81009(c) Misc. Individuals/Committees C+7 and prior (Must Retain in Paper Form for 2 Years) Misc.—2010 and prior 702-10 Annexation,Consolidation&Boundary Files CC Y P Permanent GC 34090(a) 702-11 Initiatives,Referendums and Recalls CC Y C+2 2015 and prior GC 34090 702-12 Initiatives,Referendum and Recall Petitions CC Y CL+8 months Closed+8 months EC 17200, 17400; GC 7253.5 EC14700 GC3756:8 702-13 AB 1234 Ethics Training CC N 5 ATR 2013 and prior GC 53235.2 703 LEGAL 703-01 Request for Records CC Y CL+2 2015 and prior after GC 34090 closed 703-02 Legalized Gambling Files CC Y P Permanent GC 34090 703-03 Litigation Against City CC, HR Y P Final documents transferred to City Clerk Permanent GC 34090 and retained with Litigation File 703-06 Bankruptcy Filings/Foreclosure Notices CC Y P Permanent GC 34090 703-08 Subpoenas CC N C+2 2015 and prior GC 34090 703-09 Litigation by City CC, HR Y P Final documents transferred to City Clerk Permanent GC 34090 and retained with Litigation File 704 LEGAL AFFAIRS FILES 704-02 Notice of Violation Files CE N P Permanent GC 34090 704-03 Notice To Comply Files CC,CE Y P Permanent GC 34090 704-04 Affidavits Files CC N CL+5 2012 and prior GC 34090 704-05 Judgment Files CC Y P Permanent GC 34090 704-07 Statements of Economic Interest CC N C+7 C+7 Employees&Non-Elected Employees&Non- FPPC Form 700 C+4 C+4 Elected(Originals filed with FPPC) Elected 2010 and prior; GC 81009(e)(f)(g) Must Retain in Paper Form for 2 Years Elected 2013 and prior GC 87200 704-08 Conflict of Interest Code CC Y P Permanent LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED EI/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 14 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting GC 34090.7 704-09 Wage Garnishment&Levies FIN Y P Permanent GC 34090 704-10 Code Enforcement Citations/Liens CE,CC N 3 AS/P Liens Permanent Citations 2014 after GC 34090 settled;liens permanent 704-12 City Attorney Correspondence(General) ALL Y C+2 2015 and prior /Closed Session Materials GC 34090 704-13 Claims Against the City CC N 3 AS 2014 and prior after GC 34090 settled 704-19 Miscellaneous Petitions/Protests(See 702- CC N C+2 2015 and prior 12 for election petitions) 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 Assessment/Special Districts Y P Permanent GC 34090 705-05 Temecula Community Services District FIN 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 801-03 Improvement Plans—Storm Drain PW Y P Permanent GC 34090 801-04 Improvement Plans—Street(All Weather PW Y P Permanent Access) GC 34090 801-05 Grading Plans PW Y P Permanent GC 34090 802 ENGINEERING AND CONSTRUCTION PERMITS 802-02 Grading Permits PW Y P Permanent GC 34090 802-05 Encroachment Permits PW Y P Permanent GC 34090 802-07 Right of Entry CE,PW Y P Permanent GC 34090 802-08 Flood Plain Development Permits PW Y P Permanent GC 34090 803 MAP FILES 803-01 Final Tract Maps PW Y P Permanent GC 34090 803-02 Final Parcel Maps PW Y P Permanent LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED • AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 15 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 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, PW 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 For life of structure Permanent GC 34090 805-08 Building Plans BS Y P For life of structure Permanent GC 34090 H&S 19850 806 CAPITAL PROJECTS 806-01 5-Year Plan Y P Permanent GC 34090 806-02 10-Year Plan Y P Permanent GC 34090 806-03 Project Planning Reference Papers Y P Permanent GC 34090 806-04 Projects in Progress CM Y P Permanent GC 34090 806-05 Completed Projects PW Y P Permanent GC 34090 807 INSPECTION FILES 807-01 Inspectors Daily Reports BS,PW Y P Permanent GC 34090 807-02 Billboard and Sign Files BS Y P Permanent GC 34090 807-03 Deputy Inspectors/City Fee Required BS Y P Permanent GC 34090 807-04 Confidential Investigations N P Permanent GC 34090 900 LABOR RELATIONS FILES 901-00 Labor Relations HR Y P Permanent GC 34090 901-01 Meet and Confer HR Y P Permanent GC 34090 901-02 Memorandum of Understanding HR Y P Permanent GC 34090 LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 16 is • CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 901-05 Bargaining Unit Organization Files HR Y P Permanent 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 V P Permanent GC 34090 1002-02 Property Lease Files CC Y P Permanent GC 34090 1002-03 Properly Sale Files CC Y P Permanent GC 34090 1002-05 Geographical Site Names/Signs Y P Permanent GC 34090 1002-06 Vacations Y P Permanent GC 34090 1002-07 Annexations CC,CM,PLG Y P Permanent GC 34090 1002-08 Property Management Y P Permanent GC 34090 1002-10 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 i GC 34090 1100 PUBLIC SERVICES AND PUBLIC RELATIONS 1110 STREET MAINTENANCE AND IMPROVEMENT FILES LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 17 EMMA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 1110-01 Street Improvement PW V 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 V P Permanent GC 34090 1110-05 Street Maintenance and Repairs PW Y P Permanent GC 34090 1110-06 Striping(Crosswalks,Bike Lanes, etc.) PW Y P Permanent GC 34090 1110-07 Street Names and Signs PW Y P Permanent GC 34090 1110-08 Street Furniture(Bus Benches,etc.) PW Y P Permanent GC 34090 1110-09 State Highways&Freeways PW Y P Permanent GC 34090 1110-10 Street Inventory PW Y P Permanent GC 34090 1110-11 Medians PW Y P Permanent GC 34090 1110-12 Slopes PW Y P Permanent GC 34090 1110-13 Street Numbering Y P Permanent GC 34090 1110-14 Detour Plans PW Y P Permanent GC 34090 1120 STREET LIGHTING FILES 1120-01 Street Lighting Assessment Files PW Y P Permanent GC 34090 1120-02 Street Lighting Maintenance Files PW N C+2 Originals are sent to SCE 2015 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 Applications(Community CSD N C+2 2015 and prior Service,etc.) GC 34090 1130-02 Work Exchange Programs(Court Referral) N C+2 2015 and prior GC 34090 1130-03 Contribution Programs N C+2 2015 and prior GC 34090 1130-04 Special Events Permits CSD N C+2 2015 and prior GC 34090 LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 18 CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 1141 SPECIAL STUDIES FILES 1141-01 Flood Control Studies PW Y P Permanent GC 34090 1141-02 Demographic&Statistical Studies Y P Permanent GC 34090 1141-03 Wastewater Reclamation Studies Y P Permanent GC 34090 1141-04 Water Studies Y P Permanent GC 34090 1141-06 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 1150 ANIMAL CONTROL FILES 1150-01 Animal Control Correspondence CE N C+2 2015 and prior GC 34090 1160 TRAFFIC CONTROL AND PARKING 1160-01 Traffic Control Files PW Y P Permanent GC 34090 1160-02 Traffic Studies and Surveys PW Y C+2 2015 and prior 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 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 1163 PARKING FILES 1163-01 Parking Permits and Control N US Until Superseded GC 34090 LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 19 i I A CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 1163-02 Curb Zone Files(Red,Green,Striping,etc.) N US Until Superseded GC 34090 1163-03 Off-Street Parking N US Until Superseded GC 34090 1170 SANITATION,SEWERS&STORMDRAINS 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 TreatmentNVater Reclamation N US Until Superseded GC 34090 1170-09 Storm Drains and Flood Control N US Until Superseded GC 34090 1170-10 Sewer Facilities N US Until Superseded GC 34090 1170-11 Sewer District Annexation N US Until Superseded GC 34090 1170-12 Sewer Capacity N US Until Superseded GC 34090 1170-13 Sewer Connections/Applications N US Until Superseded GC 34090 1180 PUBLIC RELATIONS FILES 1180-01 Public Relations Reference Papers Y P Historical value Permanent GC 34090 1180-02 News Clippings ALL N C+2 Keep only selected clippings for 2015 and prior GC 34090 historical value 1180-03 Public Inquiry and Complaints(Except ALL N C+2 2015 and prior Consumer) GC 34090,945.6 CCP 338,342 1180-04 Press Releases CM N C+2 Selected releases for historical value 2015 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 LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 20 EIMIA MO CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 1180-08 Public Questionnaires CM,CSD Y C+2 Historical value 2015 and prior 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 C+2 Historical value 2015 and prior GC 34090 1180-12 Community Education CSD V C+2 Historical value 2015 and prior GC 34090 1180-13 Special Events CM, CSD V C+2 Historical value 2015 and prior GC 34090 1180-14 City Promotional Campaign CSD Y C+2 Historical value 2015 and prior GC 34090 1180-15 Donations FROM the City CM Y P Historical value Permanent GC 34090 1180-16 Sister City Program CM,CSD Y P Historical value Permanent GC 34090 1180-17 Flags and Emblems CM Y P Historical value Permanent GC 34090 1180-18 City Publications&Brochures ALL Y US+2 Historical value Until Superseded+2 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 2015 and prior Correspondence GC 34090 1202-03 Easements Granted TO Southern California Y P Permanent Edison GC 34090 1205 TELEPHONE FILES 1205-01 General Telephone IT N C+2 2015 and prior GC 34090 . 1205-02 Cellular Telephone IT N C+2 2015 and prior GC 34090 LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED OINR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 21 EMMA CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 1205-04 Communication Facilities IT N C+2 2015 and prior GC 34090 1206 CABLE TELEVISION FILES 1206-01 Cable TV Reference Papers IT N C+2 2015 and prior GC 34090 1206-02 Cable TV Franchise IT Y P Permanent GC 34090 1207 TRANSPORTATION FILES 1207-04 Cal Trans Ride Sharing Y C+2 2015 and prior GC 34090 1207-05 Regional Issues Y C+2 2015 and prior GC 34090 1300 PUBLIC SAFETY FILES 1301 PUBLIC SAFETY 1301-01 Law Enforcement CM Y C+2 2015 and prior GC 34090 1301-02 Public Safety,General CE,CM N C+2 2015 and prior GC 34090 1301-06 Vehicle Code Enforcement CE N C+2 2015 and prior GC 34090 1301-07 Crossing Guard File N C+2 2015 and prior GC 34090 1301-08 Abandoned Vehicles&Houses CE N C+2 2015 and prior GC 34090 1301-13 Border Patrol CC,CM N C+2 2015 and prior GC 34090 1302 FIRE DEPARTMENT 1302-06 Fire Department Facilities Y P Permanent GC 34090 1302-08 Fire Permit Files FP Y P Permanent GC 34090 1400 PARKS,RECREATION, ENVIRONMENTAL AND EDUCATION FILES 1401 PARKS AND FACILITIES 1401-00 Community Service Rules&Regulations CSD Y P Permanent (Council Adopted) GC 34090 1401-01 City Facilities Reports,Studies& CSD Y P Permanent Regulations GC 34090 1401-10 Recreation Forms(Activity Registrations, CSD N C+2 2015 and prior Park/Facility Rentals,Sign-In Sheets, GC 34090 Rosters,etc.) 1402 CULTURAL RECREATION FILES 1403 ENVIRONMENTAL FILES 1403-01 Community Design Manual Y P Permanent LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 22 I A i CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting GC 34090 1403-02 Proposed Landscaping Guidelines Y P Permanent GC 34090 1403-03 Air Pollution/Air Element Y P Permanent GC 34090 1403-04 Archaeological Surveys Y P Permanent GC 34090 1403-06 Weed Abatement CE N CL+2 2015 and prior after GC 34090 closed 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 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 LEGENDS: AA AFTER AUDIT ATR AFTERTRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 23 1.1CITY OF TEMECULA UNIFORM FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 1405 EDUCATION FILES 1405-01 Temecula Valley Unified School District N C+2 2015 and prior GC 34090 1405-02 Universities,College&Higher Education N C+2 2015 and prior GC 34090 1405-03 " Charter, Private&Christian Schools N C+2 2015 and prior GC 34090 1405-04 High Schools N C+2 2015 and prior GC 34090 1500 GOVERNMENT ORGANIZATIONS AND OFFICES: INTERNATIONAL,NATIONAL AND LOCAL 1500-01 International, National and Local N C+2 2015 and prior Government Organizations&Offices GC 34090 1501 UNITED STATES OFFICES AND ORGANIZATIONS 1501-01 United States Offices&Organizations N C+2 2015 and prior GC 34090 1502 CALIFORNIA OFFICES AND ORGANIZATIONS 1502-01 California Offices&Organizations N C+2 2015 and prior GC 34090 1503 REGIONAL ORGANIZATIONS 1503-01 Regional Organizations N C+2 2015 and prior GC 34090 1504 RIVERSIDE COUNTY FILES 1504-01 Riverside County Offices N C+2 2015 and prior GC 34090 LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT 5 SEPERATION AT AFTER TERMINATION E ELECTION T TERM 24 all EaIllB i CITY OF TEMECULA 2018 Annual Records Destruction Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting RECORD DESTRUCTION SERIES RECORD CATEGORY RECORD RETENTION DOCUMENTIRECORD TYPE DATES FILE HOLDER & OF NUMBER (if specified) LEGAL CITATION RECORDS (Updated each January) 101-01 Chronological and General Correspondence ALL C+2 General correspondence 2015 and prior Files GC 34090 101-06 Calendars,Appointment Books,Scheduling ALL C+2 General correspondence,logs,books 2015 and prior and Call Logs GC 34090 201-01 Emergency Planning Files HR, IT US+2 Notices,lists,logs, reference papers, Until Superseded +2 GC 34090 general correspondence and supporting documents 201-08 Emergency Management Training HR US+2 Notices,lists,logs,reference papers, Until Superseded +2 GC 6254 general correspondence and supporting documents 203-07 Minor Temporary Use Permit CSD,PLG C+2 Application,permit and supporting 2015 and prior GC 34090d documents 203-16 Temporary Signs PLG C+2 Application,permit and supporting 2015 and prior GC 34090d documents 203-32 Appeals PLG C+2 Appeal and supporting documents 2015 and prior GC 34090 204-07 Meeting Audio Recordings(Boards& IT C+2 Meeting audio 2015 and prior Commissions,Directors Hearing,etc.) GC 34090 205-01 Budget Working Paper Files FIN C+2 Drafts,general correspondence and 2015 and prior GC 34090 working papers 205-02 Proposed Budget FIN C+2 Proposed budget,drafts,general 2015 and prior GC 34090 correspondence and working papers 205-04 Budget Adjustments FIN 4AA Logs,working papers,journals FY12/13 and prior GC 34090 205-13 State Budget Information FIN C+2 General correspondence,reference 2015 and prior GC 34090 papers 209-01 Community Services Funding Program CM T+4 Applications and supporting documents 2013 and prior if GC 34090 terminated 209-02 CDBG Public Service Admin Files PLG 3 Office+5GC Reference papers and working papers 2010 and prior 34090; 7 CFR 3016.42 209-04 CDBG Funding Applications PLG 2+3 Applications and supporting documents 2 office+3 305-02 Claims(Liability Claims,Workers Comp HR 3 AS Claims,general correspondence, 2015 and prior years Claims,etc.) GC 34090 supporting documents after settled 305-03 Accident Reports—City Assets HR CL+3 Reports and supporting documents 2014 and prior closed GC 34090 305-04 Risk Management Reports—Loss Analysis, HR CL+7 Reports and supporting documents 2010 and prior closed Safety,etc.) GC 34090 LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED DINR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 1 Ea IMMI CITY OF TEMECULA 2018 Annual Records Destruction Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 305-05 Self-Insured Documentation HR AS+3 Proof of Insurance,general 2014 and prior after GC 34090 correspondence and reference papers settled 305-06 Incident Reports(Non-employee) HR CL+3 Reports,general correspondence and 2014 and prior closed GC 34090 supporting documents 401-03 General Ledger File/AJE/BJE FIN 4AA Accounting and revenue journals and FY12/13 and prior GC 34090 supporting documents CCP337 401-06 Accounts Payable FIN 4AA Check copies,invoices,lists,reports, FY12/13 and prior GC 34090 supporting documents 401-07 Accounts Receivable FIN 4AA Receivables,invoices,lists,reports, FY12/13 and prior GC 34090 supporting documents 401-10 Demands&Warrants(checks) FIN 4AA Checks,lists,reports and supporting FY12/13 and prior GC 34090 documents 401-11 Encumbrance Files FIN 4AA Electronic files FY12/13 and prior GC 34090 401-13 List of Demands FIN 4M Reports and supporting documents FY12/13 and prior GC 34090 401-14 Petty Cash Files FIN 4AA Receipts,lists,logs and supporting FY12/13 and prior GC 34090 documents 401-16 Sales Tax FIN 4AA Remittances,wire information, ' FY12/13 and prior GC 34090 statements 401-18 Master Chart of Accounts FIN 4AA Lists,logs FY12/13 and prior GC 34090 401-19 Quarterly Financial Statements FIN 4AA CAFR Report statements FY12/13 and prior GC 34090& CCP 337 401-20 State Revenues FIN 4AA Statements,lists and supporting FY12/13 and prior GC 34090 documents 401-21 Fiscal Analysis FIN 4AA Lists,logs FY12/13 and prior GC 34090 401-25 Vouchers and Voucher Register(Cash FIN 4AA NP checks,invoices and supporting FY12/13 and prior Disbursement Journal) GC 34090 documents 401-35 Internal Service Funds FIN 4AA Quarterly journal reports FY12/13 and prior GC 34090 402-02 Daily Cash Receipts FIN 4AA Receipts,reports and supporting FY12/13 and prior GC 34090 documents 402-05 Permits and Permit Fees FIN 4AA Permits,supporting documents FY12/13 and prior GC 34090 402-06 Business Licenses FIN 4AC/10AC Renewals&Address Changes 4 AC 2013 and prior after GC 34090 Applications 10 AC closed/2007 and prior after closed 403-01 Bank Deposit Files FIN 4AA Deposit slips and supporting documents FY12/13 and prior GC 34090 403-02 Bank Statements FIN 4AA Statements FY12/13 and prior GC 34090 LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT $ SEPERATION AT AFTER TERMINATION E ELECTION T TERM 2 I B CITY OF TEMECULA 2018 Annual Records Destruction Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 403-03 Check Stubs,CancelledNoided Checks FIN 4M Checks FY12/13 and prior GC 34090 403-05 Banking Service Files FIN 3AT Agreements,contracts and supporting 2014 and prior after GC 34090 documents termination 403-06 Bank Reconciliation FIN 4AA Statements,reconciliations,summaries, FY12/13 and prior GC 34090 disbursements 403-08 NP Checks(Numerical Listing) FIN 4M Check copies,invoices,lists,supporting FY12/13 and prior GC 34090 documents 404-01 IRS Forms(W2's,W-4's,EDD,941, 1099, FIN C+4 IRS Forms 2013 and prior etc.) GC 34090 CFR 1627.3 _ 404-02 Payroll Deductions/Benefit Reports FIN C+2 Reports and supporting documents 2• 015 and prior GC 34090 P29 CFR 1627.3 _ 404-03 Payroll System Reports FIN 4AA Pay period summary reports F• Y12/13 and prior GC 34090 404-04 Time Sheets FIN 4AA Timesheets FY12/13 and prior GC 34090 404-06 Vacation&Sick Leave FIN 4AA Leave Requests F• Y12/13 and prior GC 34090 404-09 Unemployment Compensation Files FIN 4AA Unemployment tax files F• Y12/13 and prior GC 34090 404-16 Workers Compensation FIN 4AA Employee workers compensation payroll FY12/13 and prior GC 34090 files 405-01 Bond Issue Maintenance Files CC M+3 General correspondence M• +3 53921 & CCP 337.5 405-16 Bonds Other CC M+3 General correspondence M• +3 53921 &CCP 337.5 407-01 Individual Vested Interest Records FIN 4M Statements and supporting documents FY12/13 and prior GC 34090 408-05 Investment Information Files FIN 4 AA Statements and supporting documents F• Y12/13 and prior GC 34090 408-06 Monthly Treasurer's Report FIN 4 M Reports,working papers and supporting FY12/13 and prior GC 34090 documents 408-07 Administration FIN 4 AA Investment administration documents FY12/13 and prior GC 34090 408-09 Brokers/Dealers FIN C+2 Bond issuance 2• 015 and prior GC 34090 408-10 State of California Local Agency Investment FIN 4 AA Investment forms FY12/13 and prior Fund(LAIF) GC 34090 409-01 Administration FIN 4 AA Revenue administration documents F• Y12/13 and prior GC 34090 409-06 Franchise Fees FIN 4AA Statements and supporting documents FY12/13 and prior LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 3 IB CITY OF TEMECULA 2018 Annual Records Destruction Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting GC 34090 409-10 Property Tax FIN 4AA Statements,reports and supporting FY12/13 and prior GC 34090 documents 409-12 Transient Occupancy Tax(TOT) FIN 4 AA Remittance Packets/Receipts FY12/13 and prior GC 34090 409-16 Documentary Transfer Tax FIN 4 AA Revenue documentation FY12/13 and prior GC 34090 409-23 Gas Tax FIN 4 AA Bank statements,remittance notices FY12/13 and prior GC 34090 409-24 Vehicle Impound Fee FIN 4 AA Revenue documentation FY12/13 and prior GC 34090 409-28 County Revenues,Other FIN 4 AA Revenue documentation FY12/13 and prior GC 34090 409-29 State Revenues,Other FIN 4 AA Revenue documentation FY12/13 and prior GC 34090 409-31 Parking Legal Citations FIN 4 AC Citations,general correspondence, lists 2013 and prior after GC 34090 and logs closed 410-03 Meetings/Seminars/Conferences/ ED C+2 Logs,general correspondence, 2015 and prior Showcases GC 34090 reference papers 504-07 Personnel Grievances and Administrative HR AS+5 Reports and supporting documents 2012 and prior if settled Complaints GC 34090 PC832.5 504-08 Personnel Investigations HR AS+30 Investigative records,logs,reports and After Settled+30 supporting documents 505-01 Recruitment File(including job application) HR AC+3 Applications,resumes,lists,logs, 2014 and prior after GC 34090 examination materials, examination closed answer sheets,job bulletins 505-08 Recruitment Consultants HR AC+3 Agreement,scope of work,work product, 2014 and prior after GC 34090 reports closed 507-03 Employee Career Development HR T+2 General correspondence,lists,logs, 2015 and prior after GC 34090 notices,reference papers manual, termination supporting documents 507-04 Safety Training HR T+2 General correspondence,lists,logs, 2015 and prior after GC 34090 notices,reference papers manual, termination supporting documents 507-05 Mandated Training HR T+2 General correspondence,lists,logs, 2015 and prior after GC 34090 notices,reference papers manual, termination supporting documents 511-02 City Sponsored Employee Activities(Team HR C+2 Reference papers,notes 2015 and prior PACE) GC 34090 601-01 Purchase Orders FIN 4 AA Purchase orders and supporting FY12/13 and prior GC 34090 documents 601-03 Bid Files CC P Successful Successful bid filed with contract; Successful Permanent; 4 Unsuccessful Unsuccessful 2014 and CCP 337.5 prior LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 4 EIMB Eli CITY OF TEMECULA 2018 Annual Records Destruction Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 601-05 Department Requisition File FIN 4 AA Purchase order requisition files FY12/13 and prior GC 34090 601-08 Vendors Lists FIN 4 AA Lists,logs FY12/13 and prior GC 34090 601-13 Credit Applications FIN 4 AA Applications and supporting documents FY12/13 and prior GC 34090 601-15 RFOs/RFPs ALL 3 Successful Requests for quotes/proposals, Successful 2015 and 2 Unsuccessful supporting documents,lists,logs prior; Unsuccessful GC 34090 2013 and prior 601-16 Consultant Information FIN C+2 Reference papers 2015 and prior GC 34090 602-02 Contracts and Agreements General CC C+2 General correspondence 2015 and prior Correspondence GC 34090 602-05 Vendor Certificates of Insurance CC US+2 Vendor Certificates of Insurance are filed Until Superseded+2 GC 34090 with the contract/agreement and retained until superseded+2 603-02 Fuel Records File(Gasoline,Oil;etc.) FIN C+2 City vehicle fuel records 2015 and prior GC 34090 604-01 Salvage and Surplus Sales FIN C+2 AD Lists,logs,reference papers, 2015 and prior after GC 34090 salvage/surplus items and equipment disposition 605-01 Proof of Publication CC C+2 Proof of Publications for notices of public 2015 and prior GC 34090, CCP hearings,inviting bids,meeting notices, 343, 349 GC election notices,nominees for public 911.2 office,proposed mitigated negative declaration,workshops,unclaimed funds,positions available,rates and charges,public review,intent to release funds,etc. 606-01 Equipment Instruction and Information ALL C+2 AD Information booklets and manuals, 2015 and prior after GC 34090 instructions disposition 606-03 Equipment Service Records&Equipment ALL C+2 AD Service and maintenance records 2015 and prior after Maintenance GC 34090 disposition 606-04 Work Orders and Service Requests PW C+2 Works orders,service requests and 2015 and prior GC 34090 related paperwork 701-09 Board,Committee,Commission&Agency CC P Successful Applications, reports,lists,logs and Permanent Reference Papers,Applications, 3 Unsuccessful supporting documents Successful/2014 and Appointments&Resignations GC 34090 prior Unsuccessful 701-16 Meeting Notifications&Public Hearing CC C+2 Notices,reference papers 2015 and prior Notices GC 34090 701-17 Certificates, Presentations,Proclamations& CC C+2 Certificate copies,logs, proclamation 2015 and prior Logs GC 34090 copies. notes,reference papers 702-00 Election Reference Papers CC E +2 Reference papers 2015 and prior GC 34090 702-01 Oaths of Office CC T+6 Oaths, reference papers,general Termination+6 GC 34090,29 correspondence USC 1113 LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED DINR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 5 EINIB CITY OF TEMECULA 2018 Annual Records Destruction Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 702-04 Election Ballots CC E+6m Ballots and general correspondence Election+6 Months GC 34090 EC 17302 702-06 Nomination Files CC E +8 Applications,general correspondence, Election +8 EC 17100 invoices,petitions,candidates statement,supporting documents 702-08 Campaign Statements CC P/E+5 FPPC Forms,lists and general Elected-Permanent FPPC Form 400 Series&501 GC 81009(b) correspondence Non-Elected 2012 and GC 81009(c) prior Misc.—2010 and prior 702-11 Initiatives,Referendums and Recalls CC C+2 General correspondence 2015 and prior GC 34090 702-12 Initiatives,Referendum and Recall Petitions CC CL+8 months General correspondence,petitions, CL+8 months EC 17200, 17400; statements by proponents,certificates, GC 7253.5 receipts,tally of votes,notice of EC 14700 GC intention,requests to prepare ballot title 3756:8 and summary,flyers 702-13 AB 1234 Ethics Training CC 5Y After Training Certificates 2013 and prior GC 53235.2 703-01 Request for Records CC CL+2 PRA requests,general correspondence, 2015 and prior after GC 34090 supporting documents closed 703-08 Subpoenas CC C+2 Subpoenas,general correspondence, 2015 and prior GC 34090 supporting documents 704-04 Affidavits Files CC CL+5 Affidavits of deliveries,mailings and 2012 and prior GC 34090 postings 704-07 Statements of Economic Interest CC C+7 FPPC forms,lists and general Employees&Non- FPPC Form 700 C+4 correspondence Elected 2010 and prior; GC 81009(e)(f)(g) Elected 2013 and prior GC 87200 704-10 Code Enforcement Citations/Liens CC 3 AS/P Citations,reports,general Citations 2014 after GC 34090 correspondence settled;liens permanent 704-12 City Attorney Correspondence(General) ALL C+2 General correspondence,reports, 2015 and prior /Closed Session Materials GC 34090 supporting documents 704-13 Claims Against the City CC 3 AS Claim,general correspondence, 2014 and prior after GC 34090 supporting documents,logs settled 704-19 Miscellaneous Petitions/Protests(See 702- CC C+2 Petitions,protests,general 2015 and prior 12 for election petitions) GC 34090,50115 correspondence 704-22 FPPC Form 800 Series CC C+7 FPPC forms,supporting documents,lists 2010 and prior GC 34090,GC and general correspondence 81009 1120-02 Street Lighting Maintenance Files PW C+2 Logs,reference papers 2015 and prior GC 34090 1130-01 Volunteer Program Applications(Community CSD C+2 Applications,general correspondence, 2015 and prior Service,etc.) GC 34090 reference papers LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 6 MO ElIIIIIB CITY OF TEMECULA 2018 Annual Records Destruction Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 1130-02 Work Exchange Programs(Court Referral) C+2 General correspondence,reference 2015 and prior GC 34090 papers 1130-03 Contribution Programs C+2 General correspondence,reference 2015 and prior GC 34090 papers 1130-04 Special Events Permits CSD C+2 Applications,permits,general 2015 and prior GC 34090 correspondence,reference papers 1150-01 Animal Control Correspondence CE C+2 Reports,general correspondence 2015 and prior GC 34090 1160-02 Traffic Studies and Surveys PW C+2 Studies,surveys 2015 and prior GC 34090 1160-06 Traffic Consultants PW C+5 General correspondence,reference 2012 and prior GC 34090 papers 1180-02 News Clippings ALL C+2 City news articles 2015 and prior GC 34090 1180-03 Public Inquiry and Complaints(Except ALL C+2 Complaints and inquiries 2015 and prior Consumer) GC 34090,945.6 CCP338,342 1180-04 Press Releases CM C+2 Press releases,logs,general 2015 and prior GC 34090 correspondence 1180-08 Public Questionnaires CM,CSD C+2 Questionnaires 2015 and prior GC 34090 1180-11 Organizations and Clubs,General CM,CSD C+2 General correspondence 2015 and prior GC 34090 1180-12 Community Education CSD C+2 General correspondence 2015 and prior GC 34090 1180-13 Special Events CM,CSD C+2 General correspondence 2015 and prior GC 34090 1180-14 City Promotional Campaign CSD C+2 General correspondence 2015 and prior GC 34090 1202-02 Rules,Regulations, Rates& C+2 General correspondence,reference 2015 and prior Correspondence GC 34090 papers 1205-01 General Telephone IT C+2 General correspondence, lists, logs, 2015 and prior GC 34090 notices,reference papers,corresponding paperwork 1205-02 Cellular Telephone IT C+2 General correspondence, lists, logs, 2015 and prior GC 34090 notices,reference papers,corresponding paperwork 1205-04 Communication Facilities IT C+2 General correspondence,lists,logs, 2015 and prior GC 34090 notices,reference papers,corresponding . paperwork 1206-01 Cable TV Reference Papers IT C+2 General correspondence,lists,logs. 2015 and prior GC 34090 notices,reference papers,corresponding paperwork LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED DINR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM EMIB OM CITY OF TEMECULA 2018 Annual Records Destruction Adopted by CC Resolution No. 18-02, January 9, 2018 CC Meeting 1207-04 Cal Trans Ride Sharing C+2 General correspondence,lists,logs, 2015 and prior GC 34090 notices,reference papers,corresponding paperwork 1207-05 Regional Issues CM C+2 General correspondence,lists,logs, - 2015 and prior GC 34090 notices,reference papers,corresponding paperwork 1301-01 Law Enforcement CM C+2 General correspondence, lists,logs, 2015 and prior GC 34090 notices,reference papers,corresponding paperwork - 1301-02 Public Safety,General CE,CM C+2 General correspondence,reference 2• 015 and prior GC 34090 papers 1301-06 Vehicle Code Enforcement CE C+2 General correspondence,lists,logs, 2015 and prior GC 34090 notices,reference papers,corresponding paperwork 1301-07 Crossing Guard File C+2 General correspondence,lists,logs, 2015 and prior GC 34090 notices,reference papers,corresponding paperwork 1301-08 Abandoned Vehicles&Houses CE C+2 General correspondence, lists,logs, 2015 and prior GC 34090 notices,reference papers,corresponding paperwork 1401-10 Recreation Forms(Activity Registrations, CSD C+2 Applications,general correspondence, 2015 and prior Park/Facility Rentals,Sign-In Sheets, GC 34090 forms,lists,logs,receipts Rosters,etc.) - 1403-06 Weed Abatement CE CL+2 General correspondence, lists,logs, 2015 and prior after GC 34090 notices,reference papers,corresponding closed paperwork - 1405-01 Temecula Valley Unified School District C+2 General correspondence 2015 and prior GC 34090 1405-02 Universities,College&Higher Education C+2 General correspondence : 2• 015 and prior GC 34090 1405-03 Charter, Private&Christian Schools C+2 General correspondence 2015 and prior GC 34090 1405-04 High Schools C+2 General correspondence 2• 015 and prior • GC 34090 1500-01 International, National and Local C+2 General correspondence 2015 and prior Government Organizations&Offices GC 34090 - 1501-01 United States Offices&Organizations C+2 General correspondence 2• 015 and prior GC 34090 • 1503-01 Regional Organizations C+2 General correspondence 2015 and prior GC 34090 1504-01 Riverside County Office C+2 General correspondence 2015 and prior GC 34090 LEGENDS: AA AFTER AUDIT ATR AFTER TRAINING L LIFE UD UNTIL DISPOSED AC AFTER CLOSED CL CLOSED M MATURITY US UNTIL SUPERSEDED AD AFTER DISPOSITION C CURRENT P PERMANENT AS AFTER SETTLED D/NR DESTROY WHEN NO LONGER RELEVANT S SEPERATION AT AFTER TERMINATION E ELECTION T TERM 8 In accordance with the City of Temecula Records Retention Schedule approved by City Council (CC Resolution No. 18 - 02), 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). NI Imaging and indexing of these records have been quality checked; J Images have been stored in the City's Imaging System; NI 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: 1 Si.n• re Date City Manager , \ (l.° (kit Community Services Director _ 1/ 0(tK Finance Director / o/ Director of Public Works/City Engineer - ,` r ,, yr, 1 it/i Community Development Director J l lv/'Lair Human Resources Manager L, _ •t/;,,,(amu 110 IS Director of Information Technology/Support Services / eat / /DM CITY ATTORNEY/CITY CLERK APPROVAL: • Signature Date City Clerk —; 1'I�J City Attorney // V/ I hereby certify that the records described above have been destroyed in accordance with the City's current RetentioneSchedule. Records were destroyed by a third party vendor and the Certificate of Destruction is attached. DESTRUCTION COMPLETED BY: Si nature Date Records Manager ("-, LL'2/2es/ 3/illy 1 -K, Shred-R 4111 taut Reek Drive Riverside CA 92505 Phone:951-525-4400 SERVICE RECORD SUMMARY cmIMGTR OF DESTIU TION PLEASE KEEP THIS FOR YOUR RECORDS (THIS IS NOT AN CANDICE) Customer:0015425455 CITY CLERK DEPARTMENT 1 110MMAIN ST TEMECULA CA 91590-2244 Order 11:110384497112 Order DsIe:OJ.OL TOM Serrate Type:ON-SITE PURGE Contact:GWYN PLORES Tines In: 01:44 AM Material CeRw}od LRG TOTE(94GALOML) 4 SMALL ROK IT Tate 114 Customer Signature:JANETTE CSR Signature:UGENE WILSON Shred-It Is committed to thesecure destruction of hs customers' confidential information. This terOf tion will affirm that 1 Shred-II destroys the customer cadential material,pursuant to our clutomers request and instructions The fallowing services ore NAJD certified: Hard Drive Destructing Mobile Destruction Dllsite Destruction The following services are not NAJD certified: Non-Paper Destruction